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Checking references for intended status: Best Current Practice ---------------------------------------------------------------------------- (See RFCs 3967 and 4897 for information about using normative references to lower-maturity documents in RFCs) -- Looks like a reference, but probably isn't: '0' on line 1742 -- Looks like a reference, but probably isn't: '1' on line 1748 -- Looks like a reference, but probably isn't: '6' on line 1718 -- Looks like a reference, but probably isn't: '17' on line 1734 -- Looks like a reference, but probably isn't: '4' on line 1752 == Outdated reference: A later version (-11) exists of draft-ietf-iasa2-rfc4071bis-03 == Outdated reference: A later version (-03) exists of draft-ietf-iasa2-trust-update-02 ** Downref: Normative reference to an Informational RFC: RFC 3710 ** Obsolete normative reference: RFC 3777 (Obsoleted by RFC 7437) ** Obsolete normative reference: RFC 7437 (Obsoleted by RFC 8713) -- Duplicate reference: RFC3777, mentioned in 'Err232', was also mentioned in 'RFC3777'. -- Obsolete informational reference (is this intentional?): RFC 3777 (ref. 'Err232') (Obsoleted by RFC 7437) -- Duplicate reference: RFC3777, mentioned in 'Err4179', was also mentioned in 'Err232'. -- Obsolete informational reference (is this intentional?): RFC 3777 (ref. 'Err4179') (Obsoleted by RFC 7437) -- Obsolete informational reference (is this intentional?): RFC 8318 (Obsoleted by RFC 8713) Summary: 3 errors (**), 0 flaws (~~), 3 warnings (==), 12 comments (--). Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 Network Working Group M. Kucherawy, Ed. 3 Internet-Draft 4 Obsoletes: 7437, 8318 (if approved) R. Hinden, Ed. 5 Intended status: Best Current Practice Check Point Software 6 Expires: July 7, 2019 J. Livingood, Ed. 7 Comcast 8 January 3, 2019 10 IAB, IESG, IETF Trust and IETF LLC Selection, Confirmation, and Recall 11 Process: Operation of the IETF Nominating and Recall Committees 12 draft-ietf-iasa2-rfc7437bis-04 14 Abstract 16 The process by which the members of the IAB and IESG, some Trustees 17 of the IETF Trust, and some Directors of the IETF LLC are selected, 18 confirmed, and recalled is specified in this document. This document 19 based on RFC3777 and RFC7437 and has been updated to reflect the 20 changes introduced by IASA 2.0. 22 This document obsoletes RFC7437 and RFC8318. 24 Status of This Memo 26 This Internet-Draft is submitted in full conformance with the 27 provisions of BCP 78 and BCP 79. 29 Internet-Drafts are working documents of the Internet Engineering 30 Task Force (IETF). Note that other groups may also distribute 31 working documents as Internet-Drafts. The list of current Internet- 32 Drafts is at http://datatracker.ietf.org/drafts/current/. 34 Internet-Drafts are draft documents valid for a maximum of six months 35 and may be updated, replaced, or obsoleted by other documents at any 36 time. It is inappropriate to use Internet-Drafts as reference 37 material or to cite them other than as "work in progress." 39 This Internet-Draft will expire on July 7, 2019. 41 Copyright Notice 43 Copyright (c) 2019 IETF Trust and the persons identified as the 44 document authors. All rights reserved. 46 This document is subject to BCP 78 and the IETF Trust's Legal 47 Provisions Relating to IETF Documents 48 (http://trustee.ietf.org/license-info) in effect on the date of 49 publication of this document. Please review these documents 50 carefully, as they describe your rights and restrictions with respect 51 to this document. Code Components extracted from this document must 52 include Simplified BSD License text as described in Section 4.e of 53 the Trust Legal Provisions and are provided without warranty as 54 described in the Simplified BSD License. 56 Table of Contents 58 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 59 2. Definitions . . . . . . . . . . . . . . . . . . . . . . . . . 5 60 3. General . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 61 3.1. Completion Due . . . . . . . . . . . . . . . . . . . . . 6 62 3.2. Nominating Committee Principal Functions . . . . . . . . 6 63 3.3. Positions To Be Reviewed . . . . . . . . . . . . . . . . 7 64 3.4. Term Lengths . . . . . . . . . . . . . . . . . . . . . . 7 65 3.5. Mid-term Vacancies . . . . . . . . . . . . . . . . . . . 9 66 3.6. Confidentiality . . . . . . . . . . . . . . . . . . . . . 9 67 3.7. Advice and Consent Model . . . . . . . . . . . . . . . . 10 68 3.7.1. Positions To Be Reviewed . . . . . . . . . . . . . . 10 69 3.7.2. Candidate Selection . . . . . . . . . . . . . . . . . 11 70 3.7.3. Candidate Review . . . . . . . . . . . . . . . . . . 11 71 3.7.4. Confirmation . . . . . . . . . . . . . . . . . . . . 12 72 3.8. Sitting Members and Directors . . . . . . . . . . . . . . 12 73 3.9. Announcements . . . . . . . . . . . . . . . . . . . . . . 13 74 4. Nominating Committee Selection . . . . . . . . . . . . . . . 13 75 4.1. Timeline . . . . . . . . . . . . . . . . . . . . . . . . 14 76 4.2. Term . . . . . . . . . . . . . . . . . . . . . . . . . . 14 77 4.3. Structure . . . . . . . . . . . . . . . . . . . . . . . . 14 78 4.4. Chair Duties . . . . . . . . . . . . . . . . . . . . . . 16 79 4.5. Chair Selection . . . . . . . . . . . . . . . . . . . . . 16 80 4.6. Temporary Chair . . . . . . . . . . . . . . . . . . . . . 16 81 4.7. Liaisons . . . . . . . . . . . . . . . . . . . . . . . . 17 82 4.8. Liaison Appointment . . . . . . . . . . . . . . . . . . . 17 83 4.9. Advisors . . . . . . . . . . . . . . . . . . . . . . . . 18 84 4.10. Past Chair . . . . . . . . . . . . . . . . . . . . . . . 18 85 4.11. Voting Volunteers . . . . . . . . . . . . . . . . . . . . 18 86 4.12. Milestones . . . . . . . . . . . . . . . . . . . . . . . 19 87 4.13. Open Positions . . . . . . . . . . . . . . . . . . . . . 19 88 4.14. Volunteer Qualification . . . . . . . . . . . . . . . . . 19 89 4.15. Not Qualified . . . . . . . . . . . . . . . . . . . . . . 20 90 4.16. Selection Process . . . . . . . . . . . . . . . . . . . . 20 91 4.17. Announcement of Selection Results . . . . . . . . . . . . 21 92 4.18. Committee Organization . . . . . . . . . . . . . . . . . 22 93 5. Nominating Committee Operation . . . . . . . . . . . . . . . 22 94 5.1. Discretion . . . . . . . . . . . . . . . . . . . . . . . 23 95 5.2. Selection Timeline . . . . . . . . . . . . . . . . . . . 23 96 5.3. Confirmation Timeline . . . . . . . . . . . . . . . . . . 23 97 5.4. Milestones . . . . . . . . . . . . . . . . . . . . . . . 23 98 5.5. Voting Mechanism . . . . . . . . . . . . . . . . . . . . 24 99 5.6. Voting Quorum . . . . . . . . . . . . . . . . . . . . . . 24 100 5.7. Voting Member Recall . . . . . . . . . . . . . . . . . . 24 101 5.8. Chair Recall . . . . . . . . . . . . . . . . . . . . . . 25 102 5.9. Deliberations . . . . . . . . . . . . . . . . . . . . . . 25 103 5.10. Call for Nominees . . . . . . . . . . . . . . . . . . . . 25 104 5.11. Nominations . . . . . . . . . . . . . . . . . . . . . . . 26 105 5.12. Candidate Selection . . . . . . . . . . . . . . . . . . . 26 106 5.13. Consent to Nomination . . . . . . . . . . . . . . . . . . 27 107 5.14. Notifying Confirming Bodies . . . . . . . . . . . . . . . 27 108 5.15. Confirming Candidates . . . . . . . . . . . . . . . . . . 28 109 5.16. Archives . . . . . . . . . . . . . . . . . . . . . . . . 28 110 6. Dispute Resolution Process . . . . . . . . . . . . . . . . . 28 111 7. Member, Trustee, and Director Recall . . . . . . . . . . . . 30 112 7.1. Petition . . . . . . . . . . . . . . . . . . . . . . . . 30 113 7.1.1. Community Petition . . . . . . . . . . . . . . . . . 30 114 7.1.2. Ombudsteam Petition . . . . . . . . . . . . . . . . . 31 115 7.2. Recall Committee Chair . . . . . . . . . . . . . . . . . 31 116 7.3. Recall Committee Creation . . . . . . . . . . . . . . . . 31 117 7.4. Recall Committee Rules . . . . . . . . . . . . . . . . . 31 118 7.5. Recall Committee Operation . . . . . . . . . . . . . . . 31 119 7.6. 3/4 Majority . . . . . . . . . . . . . . . . . . . . . . 31 120 7.7. Position To Be Filled . . . . . . . . . . . . . . . . . . 32 121 8. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 32 122 9. Security Considerations . . . . . . . . . . . . . . . . . . . 32 123 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 32 124 10.1. Normative References . . . . . . . . . . . . . . . . . . 32 125 10.2. Informative References . . . . . . . . . . . . . . . . . 33 126 Appendix A. Changes Since RFC 3777 . . . . . . . . . . . . . . . 33 127 Appendix B. Changes Since RFC 7437 . . . . . . . . . . . . . . . 34 128 Appendix C. Oral Tradition . . . . . . . . . . . . . . . . . . . 35 129 Appendix D. Nominating Committee Timeline . . . . . . . . . . . 35 130 Appendix E. Acknowledgments . . . . . . . . . . . . . . . . . . 38 131 Appendix F. Change log [RFC Editor: Please remove] . . . . . . . 38 132 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 40 134 1. Introduction 136 This document is a revision of [RFC7437] that updates it to be 137 consistent with the IASA 2.0 changes. RFC 7437 was based on 138 [RFC3777] that consolidated and updated other RFCs that updated that 139 document into a single specification. The result is a complete 140 specification of the process by which members of the Internet 141 Architecture Board (IAB) and Internet Engineering Steering Group 142 (IESG), some Trustees of the IETF Trust, and some Directors of the 143 IETF Administration LLC (IETF LLC), are selected, confirmed, and 144 recalled. 146 Section 2 of [I-D.ietf-iasa2-trust-update] provides further details 147 about the IETF Trust Trustees positions that are filled by the IETF 148 Nominating Committee (NomCom). 150 Section 4 of [I-D.ietf-iasa2-rfc4071bis] provides further details 151 about the IETF LLC Board Director positions that are filled by the 152 NomCom. 154 The following two assumptions continue to be true of this 155 specification: 157 1. The Internet Research Task Force (IRTF) and Internet Research 158 Steering Group (IRSG) are not a part of the process described 159 here. 161 2. The organization (and reorganization) of the IESG is not a part 162 of the process described here. 164 The time frames specified here use IETF meetings as a frame of 165 reference. The time frames assume that the IETF meets three times 166 per calendar year with approximately equal amounts of time between 167 them. The meetings are referred to as the First IETF, Second IETF, 168 or Third IETF as needed. 170 The next section lists the words and phrases commonly used throughout 171 this document with their intended meaning. 173 The majority of this document is divided into four major topics as 174 follows: 176 General: This is a set of rules and constraints that apply to the 177 selection and confirmation process as a whole. 179 Nominating Committee Selection: This is the process by which the 180 volunteers who will serve on the NomCom are selected. 182 Nominating Committee Operation: This is the set of principles, 183 rules, and constraints that guide the activities of the NomCom, 184 including the confirmation process. 186 Member, Trustee, and Director Recall: This is the process by which 187 the behavior of a sitting member of the IESG, or IAB, IETF Trust 188 Trustee, or IETF LLC Director may be questioned, perhaps resulting 189 in the removal of the sitting member. See Section 2 for a 190 description of what a sitting member means for each of these 191 groups. 193 A final section describes how this document differs from [RFC3777] 194 and [RFC7437]. 196 An appendix of useful facts and practices collected from previous 197 NomComs is also included. 199 This document updates the IAB, IESG, and IAOC Selection, 200 Confirmation, and Recall Process to be aligned with IASA 2.0 Model 201 [I-D.ietf-iasa2-rfc4071bis] that creates a IETF Administration 202 Limited Liability Company ("IETF LLC") managed by a Board of 203 Directors ("LLC Board"). This document obsoletes [RFC7437] and 204 [RFC8318]. 206 2. Definitions 208 The following words and phrases are commonly used throughout this 209 document. They are listed here with their intended meaning for the 210 convenience of the reader. 212 Candidate: A nominee who has been selected to be considered for 213 confirmation by a confirming body. 215 Confirmed Candidate: A candidate that has been reviewed and approved 216 by a confirming body. 218 Nominating Committee Term: The term begins when its members are 219 officially announced, which is expected to be prior to the Third 220 IETF to ensure it is fully operational at the Third IETF. The 221 term ends at the Third IETF (not three meetings) after the next 222 NomCom's term begins. 224 IETF Executive Director: The person charged with day-to-day 225 operation of the IETF's administrative functions. (See 226 Section 4.4 of [I-D.ietf-iasa2-rfc4071bis]). Note: This was 227 previously the name of the IETF Secretariat position that is now 228 called the "Managing Director, IETF Secretariat". 230 Managing Director, IETF Secretariat: The person charged with 231 operation of the IETF Secretariat function. (See Section 2 of 232 [RFC3710]). 234 Nominee: A person who is being or has been considered for one or 235 more open positions of the IESG, IAB, IETF Trust Trustee or IETF 236 LLC. 238 Sitting Member: A person who is currently serving as a member of the 239 IESG or IAB. 241 Sitting Director: A person who is currently serving as a Director of 242 the IETF LLC. 244 Sitting IETF Trust Trustee: A person who is currently serving as a 245 Trustee of the IETF Trust. 247 3. General 249 The following set of rules apply to the process as a whole. If 250 necessary, a paragraph discussing the interpretation of each rule is 251 included. 253 3.1. Completion Due 255 The completion of the annual process is due within seven months. 257 The completion of the annual process is due one month prior to the 258 Friday of the week before the First IETF. It is expected to begin at 259 least eight months prior to the Friday of the week before the First 260 IETF. 262 The process officially begins with the announcement of the Chair of 263 the committee. The process officially ends when all confirmed 264 candidates have been announced. 266 The annual process is comprised of three major components as follows: 268 1. The selection and organization of the NomCom members. 270 2. The selection of candidates by the NomCom. 272 3. The confirmation of the candidates. 274 There is an additional month set aside between when the annual 275 process is expected to end and the term of the new candidates is to 276 begin. This time may be used during unusual circumstances to extend 277 the time allocated for any of the components listed above. 279 3.2. Nominating Committee Principal Functions 281 The principal functions of the NomCom are to review each open IESG, 282 IAB, IETF Trust, and IETF LLC position and to nominate either its 283 incumbent or a superior candidate. 285 Although there is no term limit for serving in any IESG, IAB, IETF 286 Trust, or IETF LLC position, the NomCom may use length of service as 287 one of its criteria for evaluating an incumbent. 289 The NomCom does not select the open positions to be reviewed; it is 290 instructed as to which positions to review. 292 The NomCom will be given the titles of the positions to be reviewed 293 and a brief summary of the desired expertise of the candidate that is 294 nominated to fill each position. 296 Incumbents must notify the NomCom if they wish to be nominated. 298 The NomCom does not confirm its candidates; it presents its 299 candidates to the appropriate confirming body as indicated below. 301 A superior candidate is one who the NomCom believes would contribute 302 in such a way as to improve or enhance the body to which he or she is 303 nominated. 305 3.3. Positions To Be Reviewed 307 Approximately one-half of each of the then current IESG and IAB 308 positions, one IETF Trust position, and one IETF LLC position, is 309 selected to be reviewed each year. 311 The intent of this rule is to ensure the review of approximately one- 312 half of each of the IESG and IAB sitting members, one of the three 313 NomCom nominated IETF LLC Director positions, and one of the three 314 nominated IETF Trust Trustee positions, each year. It is recognized 315 that circumstances may exist that will require the NomCom to review 316 more or less than the usual number of positions, e.g., if the IESG, 317 IAB, IETF Trust, or IETF LLC have reorganized prior to this process 318 and created new positions, if there are an odd number of current 319 positions, or if a member or Director unexpectedly resigns. 321 3.4. Term Lengths 323 Confirmed IESG and IAB candidates are expected to serve at least a 324 two-year term. The intent of this rule is to ensure that members of 325 the IESG and IAB serve the number of years that best facilitates the 326 review of one-half of the members each year. 328 Confirmed IETF LLC Director candidates are expected to serve at least 329 a three-year term, except if a nominating or selection body decides 330 to use a shorter term to allow for initial staggered appointments. 331 Please refer to Sections 4.9, 4.10, and 4.11 of 332 [I-D.ietf-iasa2-rfc4071bis] for additional guidance on terms length 333 and term limits for the IETF LLC. 335 Confirmed IETF Trust Trustee candidates are expected to serve at 336 least a three-year term, except if a nominating or selection body 337 decides to use a shorter term to allow for initial staggered 338 appointments. Please refer to Section 2. of 339 [I-D.ietf-iasa2-trust-update] for additional guidance on terms length 340 and term limits for the IETF Trust. 342 The term of a confirmed candidate selected according to the mid-term 343 vacancy rules may be less than a full term (two years for IESG and 344 IAB, three years for the IETF Trust and IETF LLC), as stated 345 elsewhere in this document. 347 It is consistent with this rule for the NomCom to choose one or more 348 of the currently open positions to which it may assign a term of not 349 more than three years in order to ensure the ideal application of 350 this rule in the future. 352 It is consistent with this rule for the NomCom to choose one or more 353 of the currently open positions that share responsibilities with 354 other positions (both those being reviewed and those sitting) to 355 which it may assign a term of not more than three years to ensure 356 that all such members or Directors will not be reviewed at the same 357 time. 359 All sitting member terms end during the First IETF meeting 360 corresponding to the end of the term for which they were confirmed. 361 All confirmed candidate terms begin during the First IETF meeting 362 corresponding to the beginning of the term for which they were 363 confirmed. 365 For confirmed candidates of the IESG, the terms begin no later than 366 when the currently sitting members' terms end on the last day of the 367 meeting. A term may begin or end no sooner than the first day of the 368 meeting and no later than the last day of the meeting as determined 369 by the mutual agreement of the currently sitting member and the 370 confirmed candidate. A confirmed candidate's term may overlap the 371 sitting member's term during the meeting as determined by their 372 mutual agreement. 374 For confirmed candidates of the IAB, the terms overlap with the terms 375 of the sitting members for the entire week of the meeting. 377 For confirmed Trustee candidates of the IETF Trust, the term begins 378 at the next IETF Trust meeting or as dictated by the policies and 379 procedures of the IETF Trust. 381 For confirmed Director candidates of the IETF LLC, the term begins at 382 the next appropriate IETF LLC Board meeting or as dictated by the 383 policies and procedures of the IETF LLC. 385 For candidates confirmed under the mid-term vacancy rules, the term 386 begins as soon as possible after the confirmation. 388 3.5. Mid-term Vacancies 390 Mid-term vacancies are filled by the same rules as documented here 391 with four qualifications, namely: 393 1. When there is only one official NomCom, the body with the mid- 394 term vacancy relegates the responsibility to fill the vacancy to 395 it. If the mid-term vacancy occurs during the period of time 396 that the term of the prior year's NomCom overlaps with the term 397 of the current year's NomCom, the body with the mid-term vacancy 398 must relegate the responsibility to fill the vacancy to the prior 399 year's NomCom. 401 2. If it is the case that the NomCom is reconvening to fill the mid- 402 term vacancy, then the completion of the candidate selection and 403 confirmation process is due within six weeks, with all other time 404 periods otherwise unspecified prorated accordingly. 406 3. The confirming body has two weeks from the day it is notified of 407 a candidate to reject the candidate, otherwise the candidate is 408 assumed to have been confirmed. 410 4. The term of the confirmed candidate will be either: 412 A. the remainder of the term of the open position if that 413 remainder is not less than one year or 415 B. the remainder of the term of the open position plus the next 416 two-year term if that remainder is less than one year. 418 In both cases, a year is the period of time from a First IETF meeting 419 to the next First IETF meeting. 421 3.6. Confidentiality 423 All deliberations and supporting information that relates to specific 424 nominees, candidates, and confirmed candidates are confidential. 426 The NomCom and confirming body members will be exposed to 427 confidential information as a result of their deliberations, their 428 interactions with those they consult, and from those who provide 429 requested supporting information. All members and all other 430 participants are expected to handle this information in a manner 431 consistent with its sensitivity. 433 It is consistent with this rule for current NomCom members who have 434 served on prior NomComs to advise the current committee on 435 deliberations and results of the prior committee, as necessary and 436 appropriate. 438 The list of nominees willing to be considered for positions under 439 review in the current NomCom cycle is not confidential. The NomCom 440 may disclose a list of names of nominees who are willing to be 441 considered for positions under review to the community, in order to 442 obtain feedback from the community on these nominees. 444 The list of nominees disclosed for a specific position should contain 445 only the names of nominees who are willing to be considered for the 446 position under review. 448 The NomCom may choose not to include some names in the disclosed 449 list, at their discretion. 451 The NomCom may disclose an updated list, at its discretion. For 452 example, the NomCom might disclose an updated list if it identifies 453 errors/omissions in a previously disclosed version of the disclosed 454 list, or if the NomCom finds it necessary to call for additional 455 nominees, and these nominees indicate a willingness to be considered 456 before the NomCom has completed its deliberations. 458 Nominees may choose to ask people to provide feedback to the NomCom 459 but should not encourage any public statements of support. NomComs 460 should consider nominee-encouraged lobbying and campaigning to be 461 unacceptable behavior. 463 IETF community members are encouraged to provide feedback on nominees 464 to the NomCom but should not post statements of support/non-support 465 for nominees in any public forum. 467 3.7. Advice and Consent Model 469 Unless otherwise specified, the advice and consent model is used 470 throughout the process. This model is characterized as follows. 472 3.7.1. Positions To Be Reviewed 474 The chair of the IESG, IAB, IETF Trust and IETF LLC each informs the 475 NomCom of their respective positions to be reviewed. 477 The IESG, IAB, IETF Trust and IETF LLC are responsible for providing 478 a summary of the expertise desired of the candidates selected for 479 their respective open positions. The summaries are provided to the 480 NomCom for its consideration. 482 3.7.2. Candidate Selection 484 The NomCom selects candidates based on its understanding of the IETF 485 community's consensus of the qualifications required and advises each 486 confirming body of its respective candidates. 488 3.7.3. Candidate Review 490 The confirming bodies review their respective candidates, they may at 491 their discretion communicate with the NomCom, and then consent to 492 some, all, or none of the candidates. 494 The sitting IAB members review the IESG candidates. 496 The Internet Society Board of Trustees reviews the IAB candidates. 498 The sitting IESG members review the IETF Trust Trustee Candidates. 500 The IETF LLC candidate is reviewed as specified in 501 [I-D.ietf-iasa2-rfc4071bis]. 503 The confirming bodies conduct their review using all information and 504 any means acceptable to them, including but not limited to the 505 supporting information provided by the NomCom, information known 506 personally to members of the confirming bodies and shared within the 507 confirming body, the results of interactions within the confirming 508 bodies, and the confirming bodies' interpretation of what is in the 509 best interests of the IETF community. 511 If all of the candidates are confirmed, the job of the NomCom with 512 respect to those open positions is complete. 514 If some or none of the candidates submitted to a confirming body are 515 confirmed, the confirming body should communicate with the NomCom 516 both to explain the reason why all the candidates were not confirmed 517 and to understand the NomCom's rationale for its candidates. 519 The confirming body may reject individual candidates, in which case 520 the NomCom must select alternate candidates for the rejected 521 candidates. 523 Any additional time required by the NomCom should not exceed its 524 maximum time allotment. 526 3.7.4. Confirmation 528 A confirming body decides whether it confirms each candidate using a 529 confirmation decision rule chosen by the confirming body. 531 If a confirming body has no specific confirmation decision rule, then 532 confirming a given candidate should require at least one-half of the 533 confirming body's sitting members to agree to that confirmation. 535 The decision may be made by conducting a formal vote, by asserting 536 consensus based on informal exchanges (e.g., email), or by any other 537 mechanism that is used to conduct the normal business of the 538 confirming body. 540 Regardless of which decision rule the confirming body uses, any 541 candidate that is not confirmed under that rule is considered to be 542 rejected. 544 The confirming body must make its decision within a reasonable time 545 frame. The results from the confirming body must be reported 546 promptly to the NomCom. 548 3.8. Sitting Members and Directors 550 The following rules apply to nominees and candidates who are 551 currently sitting members of the IESG or IAB, or IETF LLC Directors 552 and who are not sitting in an open position being filled by the 553 NomCom. 555 The confirmation of a candidate to an open position does not 556 automatically create a vacancy in the IESG, IAB, IETF Trust, or IETF 557 LLC position currently occupied by the candidate. The mid-term 558 vacancy cannot exist until, first, the candidate formally resigns 559 from the current position and, second, the body with the vacancy 560 formally decides for itself that it wants the NomCom to fill the mid- 561 term vacancy according to the rules for a mid-term vacancy documented 562 elsewhere in this document. 564 The resignation should be effective as of when the term of the new 565 position begins. The resignation may remain confidential to the 566 IESG, IAB, IETF Trust, IETF LLC, and NomCom until the confirmed 567 candidate is announced for the new position. The process, according 568 to rules set out elsewhere in this document, of filling the seat 569 vacated by the confirmed candidate may begin as soon as the vacancy 570 is publicly announced. 572 Filling a mid-term vacancy is a separate and independent action from 573 the customary action of filling open positions. In particular, a 574 NomCom must complete its job with respect to filling the open 575 positions and then separately proceed with the task of filling the 576 mid-term vacancy according to the rules for a mid-term vacancy 577 documented elsewhere in this document. 579 However, the following exception is permitted in the case where the 580 candidate for an open position is currently a sitting member of the 581 IAB. It is consistent with these rules for the announcements of a 582 resignation of a sitting member of the IAB and of the confirmed 583 candidate for the mid-term vacancy created by that sitting member on 584 the IAB to all occur at the same time as long as the actual sequence 585 of events that occurred did so in the following order: 587 1. The NomCom completes the advice and consent process for the open 588 position being filled by the candidate currently sitting on the 589 IAB. 591 2. The newly confirmed candidate resigns from their current position 592 on the IAB. 594 3. The IAB with the new mid-term vacancy requests that the NomCom 595 fill the position. 597 4. The IAB Chair (or the Managing Director, IETF Secretariat, if no 598 Chair has been named or the vacancy was created via the departure 599 of the IAB Chair) informs the NomCom of the mid-term vacancy. 601 5. The NomCom acts on the request to fill the mid-term vacancy. 603 3.9. Announcements 605 All announcements must be made using at least the mechanism used by 606 the IETF Secretariat for its announcements, including a notice on the 607 IETF web site. 609 As of the publication of this document, the current mechanism is an 610 email message to both the "ietf" and the "ietf-announce" mailing 611 lists. 613 4. Nominating Committee Selection 615 The following set of rules apply to the creation of the NomCom and 616 the selection of its members. 618 4.1. Timeline 620 The completion of the process of selecting and organizing the members 621 of the NomCom is due within three months. 623 The completion of the selection and organization process is due at 624 least one month prior to the Third IETF. This ensures the NomCom is 625 fully operational and available for interviews and consultation 626 during the Third IETF. 628 4.2. Term 630 The term of a NomCom is expected to be 15 months. 632 It is the intent of this rule that the end of a NomCom's term overlap 633 by approximately three months the beginning of the term of the next 634 NomCom. 636 The term of a NomCom begins when its members are officially 637 announced. The term ends at the Third IETF (not three meetings), 638 i.e., the IETF meeting after the next NomCom's term begins. 640 A term is expected to begin at least two months prior to the Third 641 IETF to ensure the NomCom has at least one month to get organized 642 before preparing for the Third IETF. 644 A NomCom is expected to complete any work in progress before it is 645 dissolved at the end of its term. 647 During the period of time when the terms of the NomComs overlap, all 648 mid-term vacancies are to be relegated to the prior year's NomCom. 649 The prior year's NomCom has no other responsibilities during the 650 overlap period. At all times other than the overlap period, there is 651 exactly one official NomCom and it is responsible for all mid-term 652 vacancies. 654 When the prior year's NomCom is filling a mid-term vacancy during the 655 period of time that the terms overlap, the NomCom operate 656 independently. However, some coordination is needed between them. 657 Since the prior year's Chair is a non-voting advisor to the current 658 NomCom, the coordination is expected to be straightforward. 660 4.3. Structure 662 The NomCom comprises at least a Chair, 10 voting volunteers, two 663 liaisons, and an advisor. 665 Any committee member may propose the addition of an advisor to 666 participate in some or all of the deliberations of the committee. 667 The addition must be approved by the committee according to its 668 established voting mechanism. Advisors participate as individuals. 670 Committee members are encouraged to propose the addition of 671 advisor(s) who are knowledgeable about the operations of the IETF 672 Trust and/or IETF LLC, whether or not that NomCom is reviewing an 673 IETF Trust Trustee or IETF LLC Director position. The NomCom may 674 choose to ask the IETF Trust and/or IETF LLC to suggest advisors who 675 are knowledgeable about their operations but may select any advisor 676 they vote to approve. 678 Any committee member may propose the addition of a liaison from other 679 unrepresented organizations to participate in some or all of the 680 deliberations of the committee. The addition must be approved by the 681 committee according to its established voting mechanism. Liaisons 682 participate as representatives of their respective organizations. 684 The Chair is selected according to rules stated elsewhere in this 685 document. 687 The 10 voting volunteers are selected according to rules stated 688 elsewhere in this document. 690 The IESG and IAB liaisons are selected according to rules stated 691 elsewhere in this document. 693 The Internet Society Board of Trustees may appoint a liaison to the 694 NomCom at its own discretion. 696 The IETF Trust may appoint a liaison to the NomCom at its own 697 discretion. 699 The IETF LLC may appoint a liaison to the NomCom at its own 700 discretion. 702 The Chair of last year's NomCom serves as an advisor according to 703 rules stated elsewhere in this document. 705 The Chair, liaisons, and advisors do not vote on the selection of 706 candidates. They do vote on all other issues before the committee 707 unless otherwise specified in this document. 709 4.4. Chair Duties 711 The Chair of the NomCom is responsible for ensuring the NomCom 712 completes its assigned duties in a timely fashion and performs in the 713 best interests of the IETF community. 715 The Chair must be thoroughly familiar with the rules and guidance 716 indicated throughout this document. The Chair must ensure the NomCom 717 completes its assigned duties in a manner that is consistent with 718 this document. 720 The Chair must attest by proclamation at a plenary session of the 721 First IETF that the results of the committee represent its best 722 effort and the best interests of the IETF community. 724 The Chair does not vote on the selection of candidates. 726 4.5. Chair Selection 728 The Internet Society President appoints the Chair, who must meet the 729 same requirements for membership in the NomCom as a voting volunteer. 731 The NomCom Chair must agree to invest the time necessary to ensure 732 that the NomCom completes its assigned duties and to perform in the 733 best interests of the IETF community in that role. 735 The appointment is due no later than the Second IETF meeting to 736 ensure it can be announced during a plenary session at that meeting. 737 The completion of the appointment is necessary to ensure the annual 738 process can complete at the time specified elsewhere in this 739 document. 741 4.6. Temporary Chair 743 A Chair, in consultation with the Internet Society President, may 744 appoint a temporary substitute for the Chair position. 746 There are a variety of ordinary circumstances that may arise from 747 time to time that could result in a Chair being unavailable to 748 oversee the activities of the committee. The Chair, in consultation 749 with the Internet Society President, may appoint a substitute from a 750 pool comprised of the liaisons currently serving on the committee and 751 the prior year's Chair or designee. 753 Any such appointment must be temporary and does not absolve the Chair 754 of any or all responsibility for ensuring the NomCom completes its 755 assigned duties in a timely fashion. 757 4.7. Liaisons 759 Liaisons are responsible for ensuring the NomCom in general and the 760 Chair in particular execute their assigned duties in the best 761 interests of the IETF community. 763 Liaisons are expected to represent the views of their respective 764 organizations during the deliberations of the committee. They should 765 provide information as requested or when they believe it would be 766 helpful to the committee. 768 Liaisons are expected to provide information to the NomCom regarding 769 the operation, responsibility, and composition of their respective 770 bodies. 772 Liaisons are expected to convey questions from the committee to their 773 respective organizations and responses to those questions to the 774 committee, as requested by the committee. 776 Liaisons are expected to review the operation and executing process 777 of the NomCom and to report any concerns or issues to the Chair of 778 the NomCom immediately. If they cannot resolve the issue between 779 themselves, liaisons must report it according to the dispute 780 resolution process stated elsewhere in this document. 782 Liaisons from confirming bodies are expected to assist the committee 783 in preparing the testimony it is required to provide with its 784 candidates. 786 Liaisons may have other NomCom responsibilities as required by their 787 respective organizations or requested by the NomCom, except that such 788 responsibilities may not conflict with any other provisions of this 789 document. 791 Liaisons do not vote on the selection of candidates. 793 4.8. Liaison Appointment 795 The sitting IAB and IESG members each appoint a liaison from their 796 current membership, someone who is not sitting in an open position, 797 to serve on the NomCom. 799 The sitting IETF Trust Trustees and IETF LLC Directors each may 800 appoint a liaison from their current membership, someone who is not 801 sitting in an open position, to serve on the NomCom. 803 4.9. Advisors 805 An advisor is responsible for such duties as specified by the 806 invitation that resulted in the appointment. 808 Advisors do not vote on the selection of candidates. 810 4.10. Past Chair 812 The Chair of the prior year's NomCom serves as an advisor to the 813 current committee. 815 The prior year's Chair is expected to review the actions and 816 activities of the current Chair and to report any concerns or issues 817 to the NomCom Chair immediately. If they cannot resolve the issue 818 between themselves, the prior year's Chair must report it according 819 to the dispute resolution process stated elsewhere in this document. 821 The prior year's Chair may select a designee from a pool composed of 822 the voting volunteers of the prior year's committee and all prior 823 Chairs if the Chair is unavailable. If the prior year's Chair is 824 unavailable or is unable or unwilling to make such a designation in a 825 timely fashion, the Chair of the current year's committee may select 826 a designee in consultation with the Internet Society President. 828 Selecting a prior year's committee member as the designee permits the 829 experience of the prior year's deliberations to be readily available 830 to the current committee. Selecting an earlier prior year Chair as 831 the designee permits the experience of being a Chair as well as that 832 Chair's committee deliberations to be readily available to the 833 current committee. 835 All references to "prior year's Chair" in this document refer to the 836 person serving in that role, whether it is the actual prior year's 837 Chair or a designee. 839 4.11. Voting Volunteers 841 Voting volunteers are responsible for completing the tasks of the 842 NomCom in a timely fashion. 844 Each voting volunteer is expected to participate in all activities of 845 the NomCom with a level of effort approximately equal to all other 846 voting volunteers. Specific tasks to be completed are established 847 and managed by the Chair according to rules stated elsewhere in this 848 document. 850 4.12. Milestones 852 The Chair must establish and announce milestones for the selection of 853 the NomCom members. 855 There is a defined time period during which the selection process is 856 due to be completed. The Chair must establish a set of milestones 857 which, if met in a timely fashion, will result in the completion of 858 the process on time. 860 4.13. Open Positions 862 The Chair (or the Managing Director, IETF Secretariat, if no Chair 863 has been named four weeks after the First IETF meeting of the year) 864 obtains the list of positions to be reviewed and announces it along 865 with a solicitation for names of volunteers from the IETF community 866 willing to serve on the NomCom. 868 If the Managing Director, IETF Secretariat issues the solicitation 869 for volunteers, the Managing Director, IETF Secretariat must also 870 collect responses to the solicitation and provide the names of 871 volunteers to the incoming NomCom Chair when the incoming NomCom 872 Chair is named. 874 At the Chair's request, the IETF Secretariat may perform other 875 clerical support tasks, as long as the task being performed does not 876 require NomCom Chair judgment, in the NomCom Chair's opinion, and as 877 long as the community is appropriately notified that this request is 878 being made. This request may come from the incoming NomCom Chair (if 879 one has been selected for this NomCom cycle) or the previous NomCom 880 Chair (if the search for an incoming NomCom Chair is still underway). 882 The solicitation must permit the community at least 30 days during 883 which they may choose to volunteer to be selected for the NomCom. 885 The list of open positions is published with the solicitation to 886 facilitate community members choosing between volunteering for an 887 open position and volunteering for the NomCom. 889 4.14. Volunteer Qualification 891 Members of the IETF community must have attended at least three of 892 the last five IETF meetings in order to volunteer. 894 The five meetings are the five most recent meetings that ended prior 895 to the date on which the solicitation for NomCom volunteers was 896 submitted for distribution to the IETF community. 898 The IETF Secretariat is responsible for confirming that volunteers 899 have met the attendance requirement. 901 Volunteers must provide their full name, email address, and primary 902 company or organization affiliation (if any) when volunteering. 904 Volunteers are expected to be familiar with the IETF processes and 905 procedures, which are readily learned by active participation in a 906 working group and especially by serving as a document editor or 907 working group chair. 909 4.15. Not Qualified 911 Any person who serves on the Internet Society Board of Trustees, the 912 IETF Trust, the IETF LLC Board of Directors, the IAB, or the IESG, 913 including those who serve on these bodies in ex officio positions, 914 may not volunteer to serve as voting members of the NomCom. In 915 addition, employees or contractors of the IETF LLC may not volunteer 916 to serve as voting members of the NomCom. Liaisons to these bodies 917 from other bodies or organizations are not excluded by this rule. 919 4.16. Selection Process 921 The Chair announces both the list of the pool of volunteers from 922 which the 10 voting volunteers will be randomly selected and the 923 method with which the selection will be completed. 925 The announcement should be made at least one week prior to the date 926 on which the random selection will occur. 928 The pool of volunteers must be enumerated or otherwise indicated 929 according to the needs of the selection method to be used. 931 The announcement must specify the data that will be used as input to 932 the selection method. The method must depend on random data whose 933 value is not known or available until the date on which the random 934 selection will occur. 936 It must be possible to independently verify that the selection method 937 used is both fair and unbiased. A method is fair if each eligible 938 volunteer is equally likely to be selected. A method is unbiased if 939 no one can influence its outcome in favor of a specific outcome. 941 It must be possible to repeat the selection method, either through 942 iteration or by restarting in such a way as to remain fair and 943 unbiased. This is necessary to replace selected volunteers should 944 they become unavailable after selection. 946 The selection method must produce an ordered list of volunteers. 948 One possible selection method is described in [RFC3797]. 950 4.17. Announcement of Selection Results 952 The Chair randomly selects the 10 voting volunteers from the pool of 953 names of volunteers and announces the members of the NomCom. 955 No more than two volunteers with the same primary affiliation may be 956 selected for the NomCom. The Chair reviews the primary affiliation 957 of each volunteer selected by the method in turn. If the primary 958 affiliation for a volunteer is the same as two previously selected 959 volunteers, that volunteer is removed from consideration and the 960 method is repeated to identify the next eligible volunteer. 962 There must be at least two announcements of all members of the 963 NomCom. 965 The first announcement should occur as soon after the random 966 selection as is reasonable for the Chair. The community must have at 967 least one week during which any member may challenge the results of 968 the random selection. 970 The challenge must be made in writing (email is acceptable) to the 971 Chair. The Chair has 48 hours to review the challenge and offer a 972 resolution to the member. If the resolution is not accepted by the 973 member, that member may report the challenge according to the dispute 974 resolution process stated elsewhere in this document. 976 If a selected volunteer, upon reading the announcement with the list 977 of selected volunteers, finds that two or more other volunteers have 978 the same affiliation, then the volunteer should notify the Chair who 979 will determine the appropriate action. 981 During at least the one week challenge period, the Chair must contact 982 each of the members and confirm their willingness and availability to 983 serve. The Chair should make every reasonable effort to contact each 984 member. 986 o If the Chair is unable to contact a liaison, the problem is 987 referred to the respective organization to resolve. The Chair 988 should allow a reasonable amount of time for the organization to 989 resolve the problem and then may proceed without the liaison. 991 o If the Chair is unable to contact an advisor, the Chair may elect 992 to proceed without the advisor, except for the prior year's Chair 993 for whom the Chair must consult with the Internet Society 994 President as stated elsewhere in this document. 996 o If the Chair is unable to contact a voting volunteer, the Chair 997 must repeat the random selection process in order to replace the 998 unavailable volunteer. There should be at least one day between 999 the announcement of the iteration and the selection process. 1001 After at least one week and confirming that 10 voting volunteers are 1002 ready to serve, the Chair makes the second announcement of the 1003 members of the NomCom, which officially begins the term of the 1004 NomCom. 1006 4.18. Committee Organization 1008 The Chair works with the members of the committee to organize itself 1009 in preparation for completing its assigned duties. 1011 The committee has approximately one month during which it can self- 1012 organize. Its responsibilities during this time include but are not 1013 limited to the following: 1015 o Setting up a regular teleconference schedule. 1017 o Setting up an internal web site. 1019 o Setting up a mailing list for internal discussions. 1021 o Setting up an email address for receiving community input. 1023 o Establishing operational procedures. 1025 o Establishing milestones in order to monitor the progress of the 1026 selection process. 1028 5. Nominating Committee Operation 1030 The following rules apply to the operation of the NomCom. If 1031 necessary, a paragraph discussing the interpretation of each rule is 1032 included. 1034 The rules are organized approximately in the order in which they 1035 would be invoked. 1037 5.1. Discretion 1039 All rules and special circumstances not otherwise specified are at 1040 the discretion of the committee. 1042 Exceptional circumstances will occasionally arise during the normal 1043 operation of the NomCom. This rule is intended to foster the 1044 continued forward progress of the committee. 1046 Any member of the committee may propose a rule for adoption by the 1047 committee. The rule must be approved by the committee according to 1048 its established voting mechanism. 1050 All members of the committee should consider whether the exception is 1051 worthy of mention in the next revision of this document and follow-up 1052 accordingly. 1054 5.2. Selection Timeline 1056 The completion of the process of selecting candidates to be confirmed 1057 by their respective confirming body is due within three months. 1059 The completion of the selection process is due at least two months 1060 prior to the First IETF. This ensures the NomCom has sufficient time 1061 to complete the confirmation process. 1063 5.3. Confirmation Timeline 1065 The completion of the process of confirming the candidates is due 1066 within one month. 1068 The completion of the confirmation process is due at least one month 1069 prior to the First IETF. 1071 5.4. Milestones 1073 The Chair must establish a set of NomCom milestones for the candidate 1074 selection and confirmation process. 1076 There is a defined time period during which the candidate selection 1077 and confirmation process must be completed. The Chair must establish 1078 a set of milestones that, if met in a timely fashion, will result in 1079 the completion of the process on time. The Chair should allow time 1080 for iterating the activities of the committee if one or more 1081 candidates are not confirmed. 1083 The Chair should ensure that all committee members are aware of the 1084 milestones. 1086 5.5. Voting Mechanism 1088 The Chair must establish a voting mechanism. 1090 The committee must be able to objectively determine when a decision 1091 has been made during its deliberations. The criteria for determining 1092 closure must be established and known to all members of the NomCom. 1094 5.6. Voting Quorum 1096 At least a quorum of committee members must participate in a vote. 1098 Only voting volunteers vote on a candidate selection. For a 1099 candidate selection vote, a quorum is comprised of at least seven of 1100 the voting volunteers. 1102 At all other times, a quorum is present if at least 75% of the NomCom 1103 members are participating. 1105 5.7. Voting Member Recall 1107 Any member of the NomCom may propose to the committee that any other 1108 member except the Chair be recalled. The process for recalling the 1109 Chair is defined elsewhere in this document. 1111 There are a variety of ordinary circumstances that may arise that 1112 could result in one or more members of the committee being 1113 unavailable to complete their assigned duties, for example, health 1114 concerns, family issues, or a change of priorities at work. A 1115 committee member may choose to resign for unspecified personal 1116 reasons. In addition, the committee may not function well as a group 1117 because a member may be disruptive or otherwise uncooperative. 1119 Regardless of the circumstances, if individual committee members 1120 cannot work out their differences between themselves, the entire 1121 committee may be called upon to discuss and review the circumstances. 1122 If a resolution is not forthcoming, a vote may be conducted. A 1123 member may be recalled if at least a quorum of all committee members 1124 agree, including the vote of the member being recalled. 1126 If a liaison member is recalled, the committee must notify the 1127 affected organization and must allow a reasonable amount of time for 1128 a replacement to be identified by the organization before proceeding. 1130 If an advisor member other than the prior year's Chair is recalled, 1131 the committee may choose to proceed without the advisor. In the case 1132 of the prior year's Chair, the Internet Society President must be 1133 notified and the current Chair must be allowed a reasonable amount of 1134 time to consult with the Internet Society President to identify a 1135 replacement before proceeding. 1137 If a single voting volunteer position on the NomCom is vacated, 1138 regardless of the circumstances, the committee may choose to proceed 1139 with only nine voting volunteers at its own discretion. In all other 1140 cases, a new voting member must be selected, and the Chair must 1141 repeat the random selection process including an announcement of the 1142 iteration prior to the actual selection as stated elsewhere in this 1143 document. 1145 A change in the primary affiliation of a voting volunteer during the 1146 term of the NomCom is not a cause to request the recall of that 1147 volunteer, even if the change would result in more than two voting 1148 volunteers with the same affiliation. 1150 5.8. Chair Recall 1152 Only the prior year's Chair may request the recall of the current 1153 Chair. 1155 It is the responsibility of the prior year's Chair to ensure the 1156 current Chair completes the assigned tasks in a manner consistent 1157 with this document and in the best interests of the IETF community. 1159 Any member of the committee who has an issue or concern regarding the 1160 Chair should report it to the prior year's Chair immediately. The 1161 prior year's Chair is expected to report it to the Chair immediately. 1162 If they cannot resolve the issue between themselves, the prior year's 1163 Chair must report it according to the dispute resolution process 1164 stated elsewhere in this document. 1166 5.9. Deliberations 1168 All members of the NomCom may participate in all deliberations. 1170 The emphasis of this rule is that no member can be explicitly 1171 excluded from any deliberation. However, a member may individually 1172 choose not to participate in a deliberation. 1174 5.10. Call for Nominees 1176 The Chair announces the open positions to be reviewed, the desired 1177 expertise provided by the Managing Director, IETF Secretariat, and 1178 the call for nominees. 1180 The call for nominees must include a request for comments regarding 1181 the past performance of incumbents, which will be considered during 1182 the deliberations of the NomCom. 1184 The call must request that a nomination include a valid, working 1185 email address, a telephone number, or both for the nominee. The 1186 nomination must include the set of skills or expertise the nominator 1187 believes the nominee has that would be desirable. 1189 5.11. Nominations 1191 Any member of the IETF community may nominate any member of the IETF 1192 community for any open position, whose eligibility to serve will be 1193 confirmed by the NomCom. 1195 A self-nomination is permitted. 1197 NomCom members are not eligible to be considered for filling any open 1198 position by the NomCom on which they serve. They become ineligible 1199 as soon as the term of the NomCom on which they serve officially 1200 begins. They remain ineligible for the duration of that NomCom's 1201 term. 1203 Although each NomCom's term overlaps with the following NomCom's 1204 term, NomCom members are eligible for nomination by the following 1205 committee if not otherwise disqualified. 1207 Members of the IETF community who were recalled from any IESG, IAB, 1208 or IETF LLC position during the previous two years are not eligible 1209 to be considered for filling any open position. 1211 5.12. Candidate Selection 1213 The NomCom selects candidates based on its understanding of the IETF 1214 community's consensus of the qualifications required to fill the open 1215 positions. 1217 The intent of this rule is to ensure that the NomCom consults with a 1218 broad base of the IETF community for input to its deliberations. In 1219 particular, the NomCom must determine if the desired expertise for 1220 the open positions matches its understanding of the qualifications 1221 desired by the IETF community. 1223 The consultations are permitted to include names of nominees, if all 1224 parties to the consultation agree to observe the same confidentiality 1225 rules as the NomCom itself, or the names are public as discussed in 1226 Section 3.6. Feedback on individual nominees should always be 1227 confidential. 1229 A broad base of the community should include the existing members of 1230 the IESG and IAB, IETF Trust Trustees, and IETF LLC Directors, 1231 especially sitting members who share responsibilities with open 1232 positions, e.g., co-Area Directors, and working group chairs, 1233 especially those in the areas with open positions. 1235 Only voting volunteer members vote to select candidates. 1237 5.13. Consent to Nomination 1239 Nominees should be advised that they are being considered and must 1240 consent to their nomination prior to being chosen as candidates. 1242 Although the NomCom will make every reasonable effort to contact and 1243 to remain in contact with nominees, any nominee whose contact 1244 information changes during the process and who wishes to still be 1245 considered should inform the NomCom of the changes. 1247 A nominee's consent must be written (email is acceptable) and must 1248 include a commitment to provide the resources necessary to fill the 1249 open position and an assurance that the nominee will perform the 1250 duties of the position for which they are being considered in the 1251 best interests of the IETF community. 1253 Consenting to a nomination must occur prior to a nominee being a 1254 candidate and may occur as soon after the nomination as needed by the 1255 NomCom. 1257 Consenting to a nomination must not imply the nominee will be a 1258 candidate. 1260 The NomCom should help nominees provide justification to their 1261 employers. 1263 5.14. Notifying Confirming Bodies 1265 The NomCom advises the confirming bodies of their candidates, 1266 specifying a single candidate for each open position and testifying 1267 as to how each candidate meets the qualifications of an open 1268 position. 1270 For each candidate, the testimony must include a brief statement of 1271 the qualifications for the position that is being filled, which may 1272 be exactly the expertise that was requested. If the qualifications 1273 differ from the expertise originally requested, a brief statement 1274 explaining the difference must be included. 1276 The testimony may include a brief resume of the candidate and/or a 1277 brief summary of the deliberations of the NomCom. 1279 5.15. Confirming Candidates 1281 Confirmed candidates must consent to their confirmation, and rejected 1282 candidates and nominees must be notified before confirmed candidates 1283 are announced. 1285 It is not necessary to notify and get consent from all confirmed 1286 candidates together. 1288 A nominee may not know they were a candidate. This permits a 1289 candidate to be rejected by a confirming body without the nominee 1290 knowing about the rejection. 1292 Rejected nominees, who consented to their nomination, and rejected 1293 candidates must be notified prior to announcing the confirmed 1294 candidates. 1296 It is not necessary to announce all confirmed candidates together. 1298 The NomCom must ensure that all confirmed candidates are prepared to 1299 serve prior to announcing their confirmation. 1301 5.16. Archives 1303 The NomCom should archive the information it has collected or 1304 produced for a period of time but not to exceed its term. 1306 The purpose of the archive is to assist the NomCom should it be 1307 necessary for it to fill a mid-term vacancy. 1309 The existence of an archive, how it is implemented, and what 1310 information to archive is at the discretion of the committee. The 1311 decision must be approved by a quorum of the voting volunteer 1312 members. 1314 The implementation of the archive should make every reasonable effort 1315 to ensure that the confidentiality of the information it contains is 1316 maintained. 1318 6. Dispute Resolution Process 1320 The dispute resolution process described here is to be used as 1321 indicated elsewhere in this document. Its applicability in other 1322 circumstances is beyond the scope of this document. 1324 The NomCom operates under a strict rule of confidentiality. For this 1325 reason, when process issues arise, it is best to make every 1326 reasonable effort to resolve them within the committee. However, 1327 when circumstances do not permit this, or no resolution is 1328 forthcoming, the process described here is to be used. 1330 The following rules apply to the process. 1332 1. The results of this process are final and binding. There is no 1333 appeal. 1335 2. The process begins with the submission of a request as described 1336 below to the Internet Society President. 1338 3. As soon as the process begins, the NomCom may continue those 1339 activities that are unrelated to the issue to be resolved except 1340 that it must not submit any candidates to a confirming body until 1341 the issue is resolved. 1343 4. All parties to the process are subject to the same 1344 confidentiality rules as each member of the NomCom. 1346 5. The process should be completed within two weeks. 1348 The process is as follows: 1350 1. The party seeking resolution submits a written request (email is 1351 acceptable) to the Internet Society President detailing the issue 1352 to be resolved. 1354 2. The Internet Society President appoints an arbiter to investigate 1355 and resolve the issue. A self-appointment is permitted. 1357 3. The arbiter investigates the issue making every reasonable effort 1358 to understand both sides of the issue. Since the arbiter is 1359 subject to the same confidentiality obligations as all NomCom 1360 members, all members are expected to cooperate fully with the 1361 arbiter and to provide all relevant information to the arbiter 1362 for review. 1364 4. After consultation with the two principal parties to the issue, 1365 the arbiter decides on a resolution. Whatever actions are 1366 necessary to execute the resolution are immediately begun and 1367 completed as quickly as possible. 1369 5. The arbiter summarizes the issue, the resolution, and the 1370 rationale for the resolution for the Internet Society President. 1372 6. In consultation with the Internet Society President, the arbiter 1373 prepares a report of the dispute and its resolution. The report 1374 should include all information that in the judgment of the 1375 arbiter does not violate the confidentiality requirements of the 1376 NomCom. 1378 7. The Chair includes the dispute report when reporting on the 1379 activities of the NomCom to the IETF community. 1381 7. Member, Trustee, and Director Recall 1383 The following rules apply to the recall process. If necessary, a 1384 paragraph discussing the interpretation of each rule is included. 1386 It applies to IESG and IAB Members, the NomCom appointed IETF Trust 1387 Trustees, and the NomCom appointed IETF LLC Directors. 1389 7.1. Petition 1391 At any time, a signed petition (email is acceptable) may be submitted 1392 to the Internet Society President to request the recall of any 1393 sitting IESG or IAB member, or NomCom appointed IETF Trust Trustee, 1394 or NomCom appointed IETF LLC Director. There are two different types 1395 of petitions: a petition by participants of the IETF community, and a 1396 petition by the Ombudsteam as described in [RFC7776]. 1398 7.1.1. Community Petition 1400 A recall petition can be made by at least 20 members of the IETF 1401 community who are qualified to be voting members of a NomCom. All 1402 individual and collective qualifications of NomCom eligibility are 1403 applicable, including that no more than two signatories may have the 1404 same primary affiliation. 1406 Each signature must include a full name, email address, and primary 1407 company or organization affiliation. 1409 The IETF Secretariat is responsible for confirming that each 1410 signatory is qualified to be a voting member of a NomCom. A valid 1411 petition must be signed by at least 20 qualified signatories. 1413 The petition must include a statement of justification for the recall 1414 and all relevant and appropriate supporting documentation. 1416 The petition and its signatories must be announced to the IETF 1417 community. 1419 7.1.2. Ombudsteam Petition 1421 The Ombudsteam process allows the Ombudsteam to form a recall 1422 petition on its own without requiring 20 signatories from the 1423 community. As defined in [RFC7776], the petition and its signatories 1424 (the Ombudsteam) shall be announced to the IETF community, and a 1425 Recall Committee Chair shall be appointed to complete the Recall 1426 Committee process. It is expected that the Recall Committee will 1427 receive a briefing from the Ombudsteam explaining why recall is 1428 considered an appropriate remedy. 1430 7.2. Recall Committee Chair 1432 The Internet Society President shall appoint a Recall Committee 1433 Chair. 1435 The Internet Society President must not evaluate the recall request. 1436 It is explicitly the responsibility of the IETF community to evaluate 1437 the behavior of its leaders. 1439 7.3. Recall Committee Creation 1441 The recall committee is created according to the same rules as is the 1442 NomCom with the qualifications that both the person being 1443 investigated and the parties requesting the recall must not be a 1444 member of the recall committee in any capacity. 1446 7.4. Recall Committee Rules 1448 The recall committee operates according to the same rules as the 1449 NomCom with the qualification that there is no confirmation process. 1451 7.5. Recall Committee Operation 1453 The recall committee investigates the circumstances of the 1454 justification for the recall and votes on its findings. 1456 The investigation must include at least both an opportunity for the 1457 member being recalled to present a written statement and consultation 1458 with third parties. 1460 7.6. 3/4 Majority 1462 A 3/4 majority of the members who vote on the question is required 1463 for a recall. 1465 7.7. Position To Be Filled 1467 If a sitting member is recalled, the open position is to be filled 1468 according to the mid-term vacancy rules. 1470 8. IANA Considerations 1472 No IANA actions required. 1474 9. Security Considerations 1476 Any selection, confirmation, or recall process necessarily involves 1477 investigation into the qualifications and activities of prospective 1478 candidates. The investigation may reveal confidential or otherwise 1479 private information about candidates to those participating in the 1480 process. Each person who participates in any aspect of the process 1481 must maintain the confidentiality of any and all information not 1482 explicitly identified as suitable for public dissemination. 1484 When the NomCom decides it is necessary to share confidential or 1485 otherwise private information with others, the dissemination must be 1486 minimal and must include a prior commitment from all persons 1487 consulted to observe the same confidentiality rules as the NomCom 1488 itself. 1490 10. References 1492 10.1. Normative References 1494 [I-D.ietf-iasa2-rfc4071bis] 1495 Haberman, B., Hall, J., and J. Livingood, "Structure of 1496 the IETF Administrative Support Activity, Version 2.0", 1497 draft-ietf-iasa2-rfc4071bis-03 (work in progress), 1498 December 2018. 1500 [I-D.ietf-iasa2-trust-update] 1501 Arkko, J. and T. Hardie, "Update to the Process for 1502 Selection of Trustees for the IETF Trust", draft-ietf- 1503 iasa2-trust-update-02 (work in progress), October 2018. 1505 [RFC3710] Alvestrand, H., "An IESG charter", RFC 3710, DOI 10.17487/ 1506 RFC3710, February 2004, . 1509 [RFC3777] Galvin, J., Ed., "IAB and IESG Selection, Confirmation, 1510 and Recall Process: Operation of the Nominating and Recall 1511 Committees", RFC 3777, DOI 10.17487/RFC3777, June 2004, 1512 . 1514 [RFC7437] Kucherawy, M., Ed., "IAB, IESG, and IAOC Selection, 1515 Confirmation, and Recall Process: Operation of the 1516 Nominating and Recall Committees", BCP 10, RFC 7437, DOI 1517 10.17487/RFC7437, January 2015, . 1520 [RFC7776] Resnick, P. and A. Farrel, "IETF Anti-Harassment 1521 Procedures", BCP 25, RFC 7776, DOI 10.17487/RFC7776, March 1522 2016, . 1524 10.2. Informative References 1526 [Err232] RFC Errata, "Erratum ID 232", RFC 3777. 1528 [Err4179] RFC Errata, "Erratum ID 4179", RFC 3777. 1530 [RFC3797] Eastlake 3rd, D., "Publicly Verifiable Nominations 1531 Committee (NomCom) Random Selection", RFC 3797, DOI 1532 10.17487/RFC3797, June 2004, . 1535 [RFC8318] Dawkins, S., "IAB, IESG, and IAOC Selection, Confirmation, 1536 and Recall Process: IAOC Advisor for the Nominating 1537 Committee", BCP 10, RFC 8318, DOI 10.17487/RFC8318, 1538 January 2018, . 1540 Appendix A. Changes Since RFC 3777 1542 o Converted source file from nroff to XML, resulting in some 1543 reformatting. 1545 o Applied errata for RFC 3777 ([Err232] and [Err4179]). 1547 o Applied RFC 5078 update. 1549 o Applied RFC 5633 update. 1551 o Applied RFC 5680 update. 1553 o Applied RFC 6859 update. 1555 o Corrected a few grammatical errors. 1557 o Added a reference to RFC 3710. 1559 Appendix B. Changes Since RFC 7437 1561 o Changed all mentions of the Internet Administrative Oversight 1562 committee (IAOC), and replaced it with the appropriate references 1563 to the IETF Administration LLC (IETF LLC). This included making 1564 changes on an as needed basis to some aspects of the process for 1565 the IETF LLC, in accordance with IASA2. 1567 o Revised definition of IETF Executive Director, and added 1568 definition of "Managing Director, IETF Secretariat". Changed text 1569 to "Managing Director, IETF Secretariat" where appropriate. 1571 o Added references to appropriate IASA2 documents. 1573 o Modified the Advice and Consent model to enable IESG, IAB, and 1574 IETF LLC to communicate directly with the NomCom rather than via 1575 the Managing Director, IETF Secretariat. 1577 o Updated removal text to reflect the new LLC rules, which enables 1578 removal via the LLC or the IETF recall process, except for the 1579 ISOC-appointed Director. 1581 o Updated the document to clarify that there are members of the IAB 1582 and IESG, Trustees of the IETF Trust, and Director of the IETF 1583 LLC. 1585 o Updated document to also specify procedures for the NomCom 1586 appointed IETF Trust Trustees. 1588 o Revised Abstract and Introduction to provide current context. 1590 o Changed "nominating committee" to "NomCom" throughout the document 1591 because it is what most use to describe the IETF Nominating 1592 Committee. 1594 o Added that the IETF Trust Trustees and IETF LLC Directors, each 1595 may appoint a liaison to the NomCom. 1597 o Incorporated the update to RFC7437 done by RFC7776. 1599 o Incorporated the update to RFC7437 done by [RFC8318] and updated 1600 it to refer to the IETF Trust and IETF LLC, instead of the IAOC. 1602 o Editorial changes. 1604 Appendix C. Oral Tradition 1606 Over the years, various NomComs have learned through oral tradition 1607 passed on by liaisons that there are certain consistencies in the 1608 process and information considered during deliberations. Some items 1609 from that oral tradition are collected here to facilitate its 1610 consideration by future NomComs. 1612 1. It has been found that experience as an IETF Working Group Chair 1613 or an IRTF Research Group Chair is helpful in giving a nominee 1614 experience of what the job of an Area Director involves. It also 1615 helps a NomCom judge the technical, people, and process 1616 management skills of the nominee. 1618 2. No person should serve both on the IAB and as an Area Director, 1619 except the IETF Chair whose roles as an IAB member and Area 1620 Director of the General Area are set out elsewhere. 1622 3. The strength of the IAB is found in part in the balance of the 1623 demographics of its members (e.g., national distribution, years 1624 of experience, gender, etc.), the combined skill set of its 1625 members, and the combined sectors (e.g., industry, academia, 1626 etc.) represented by its members. 1628 4. There are no term limits explicitly because the issue of 1629 continuity versus turnover should be evaluated each year 1630 according to the expectations of the IETF community, as it is 1631 understood by each NomCom. 1633 5. The number of NomCom members with the same primary affiliation is 1634 limited in order to avoid the appearance of improper bias in 1635 choosing the leadership of the IETF. Rather than defining 1636 precise rules for how to define "affiliation", the IETF community 1637 depends on the honor and integrity of the participants to make 1638 the process work. 1640 Appendix D. Nominating Committee Timeline 1642 This appendix is included for the convenience of the reader and is 1643 not to be interpreted as the definitive timeline. It is intended to 1644 capture the detail described elsewhere in this document in one place. 1645 Although every effort has been made to ensure the description here is 1646 consistent with the description elsewhere, if there are any conflicts 1647 the definitive rule is the one in the main body of this document. 1649 The only absolute in the timeline rules for the annual process is 1650 that its completion is due by the First IETF of the year after the 1651 NomCom begins its term. This is supported by the fact that the 1652 confirmed candidate terms begin during the week of the First IETF. 1654 The overall annual process is designed to be completed in seven 1655 months. It is expected to start nine months prior to the First IETF. 1656 The time is split between three major components of the process 1657 roughly as follows: 1659 1. First is the selection and organization of the committee members. 1660 Three months are allotted for this process. 1662 2. Second is the selection of the candidates by the NomCom. Four 1663 months are allotted for this process. 1665 3. Third is the confirmation of the candidates by their respective 1666 confirming bodies. Two months are allotted for this process. 1668 The following list captures the details of the milestones within each 1669 component. For illustrative purposes, the list presumes the Friday 1670 before the First IETF is March 1. Numbers shown in square brackets 1671 indicate the expected number of weeks at each step. 1673 1. BEGIN Eight Months Prior to First IETF (approx. June 1); 1674 Internet Society President appoints the Chair. The appointment 1675 must be done no later than the Second IETF or eight months prior 1676 to the First IETF, whichever comes first. The Chair must be 1677 announced and recognized during a plenary session of the Second 1678 IETF. [0] 1680 2. The Chair establishes and announces milestones to ensure the 1681 timely selection of the NomCom members. [1] 1683 3. The Chair contacts the IESG, IAB, and Internet Society Board of 1684 Trustees and requests a liaison. The Chair contacts the prior 1685 year's Chair and requests an advisor. The Chair obtains the 1686 list of IESG, IAB, IETF Trust, and IETF LLC open positions and 1687 descriptions from the chairs of each group. [0] 1689 4. The Chair announces the solicitation for voting volunteer 1690 members that must remain open for at least 30 days. The 1691 announcement must be done no later than seven months and two 1692 weeks prior to the First IETF (approx. June 15). [6] 1694 5. After the solicitation closes, the Chair announces the pool of 1695 volunteers and the date of the random selection, which must be 1696 at least one week in the future. The announcement must be done 1697 no later than six months and two weeks prior to the First IETF 1698 (approx. July 15). [1] 1700 6. On the appointed day, the random selection occurs and the Chair 1701 announces the members of the committee and the one week 1702 challenge period. The announcement must be done no later than 1703 six months and one week prior to the First IETF (approx. July 1704 22). [1] 1706 7. During the challenge period, the Chair contacts each of the 1707 committee members and confirms their availability to 1708 participate. [0] 1710 8. After the challenge period closes, the Chair announces the 1711 members of the committee and its term begins. The announcement 1712 must be done no later than six months prior to the First IETF 1713 (approx. August 1). [1] 1715 9. The committee has one month during which it is to self-organize 1716 in preparation for completing its assigned duties. This must be 1717 done no later than five months prior to the First IETF (approx. 1718 September 15). [6] 1720 10. END the Committee Member Selection Process; BEGIN the Selection 1721 of Candidates; Time is at least five months prior to the First 1722 IETF (approx. September 22). [0] 1724 11. The Chair establishes and announces the milestones to ensure the 1725 timely selection of the candidates, including a call for 1726 nominations for the open positions. The announcement must be 1727 done no later than five months prior to the First IETF (approx. 1728 October 1). [1] 1730 12. Over the next three months, the NomCom collects input and 1731 deliberates. It should plan to conduct interviews and other 1732 consultations during the Third IETF. The committee is due to 1733 complete its candidate selection no later than two months prior 1734 to the First IETF (approx. January 1). [17] 1736 13. END the Selection of Candidates; BEGIN the Confirmation of 1737 Candidates; Time is at least two months prior to the First IETF 1738 (approx. January 1). [0] 1740 14. The committee presents its candidates to their respective 1741 confirming bodies. The presentation must be done no later than 1742 two months prior to the First IETF (approx. January 1). [0] 1744 15. The confirming bodies have one month to deliberate and, in 1745 communication with the NomCom, accept or reject candidates. [4] 1747 16. The Chair notifies and advises unsuccessful nominees that they 1748 have not been selected. [1] 1750 17. The Chair announces the confirmed candidates. The announcement 1751 must be done no later than one month prior to the First IETF 1752 (approx. February 1). [4] 1754 Appendix E. Acknowledgments 1756 A great deal of work went into the RFCs that preceded this one. The 1757 2014 NomCom and this editor would like to thank all of them once 1758 again for the time and energy it took to get us to where we are now. 1759 In no particular order, we acknowledge: 1761 Jeff Case Fred Baker John Curran 1762 Guy Almes Geoff Huston Mike St. Johns 1763 Donald Eastlake Avri Doria Bernard Adoba 1764 Ted T'so Phil Roberts Jim Galvin 1765 Harald Alvestrand Leslie Daigle Joel Halpern 1766 Thomas Narten Spencer Dawkins Barry Leiba 1767 Lars Eggert Ross Callon Brian Carpenter 1768 Robert Elz Bernie Hoeneisen John Klensin 1769 Danny McPherson S. Moonesamy Scott Bradner 1770 Ralph Droms Pekka Savola 1772 Allison Mankin and Russ White provided early reviews and feedback 1773 about this document. 1775 Jari Arkko was very helpful by independently verifying that the 1776 previous text from all the merged documents was marshaled correctly 1777 into this one, and Adrian Farrel and Brian Carpenter caught the nits 1778 that fell through the cracks. 1780 Appendix F. Change log [RFC Editor: Please remove] 1782 draft-ietf-iasa2-rfc74337bis-04, 2019-January-3: 1784 * Added IETF Trust to the title. 1785 * Changed references to point to current IASA 2.0 structure 1786 document [I-D.ietf-iasa2-rfc4071bis] 1787 * Added IETF Trust to a few places it was missing. 1788 * Editorial changes. 1790 draft-ietf-iasa2-rfc74337bis-03, 2018-October-22: 1792 * Revised Section 7 to focus on repeal of the the NomCom appoint 1793 LLC Director positions. 1794 * Added that the IETF Trust Trustees and IETF LLC Directors, each 1795 may appoint a liaison to the NomCom. 1796 * Incorporated the update to RFC7437 done by RFC7776. 1797 * Incorporated the update to RFC7437 done by [RFC8318] and 1798 updated it to refer to the IETF Trust and IETF LLC. instead of 1799 the IAOC. 1800 * Editorial changes. 1802 draft-ietf-iasa2-rfc74337bis-02, 2018-October-19: 1804 * Added "IETF" before Nominating and Recall Committees in the 1805 title. 1806 * Added leading capitalization to Trustee(s) and Director(s) for 1807 consistency. 1808 * Fixed other minor grammatical, spelling, or abbreviation nits. 1810 draft-ietf-iasa2-rfc74337bis-01, 2018-October-16: 1812 * Modified the Advice and Consent model to enable IESG, IAB, and 1813 IETF LLC to communicate directly with the NomCom rather than 1814 via the Managing Director, IETF Secretariat. 1815 * Updated member removal text to reflect the new LLC rules, which 1816 enables removal via the LLC or the IETF recall process, except 1817 for the ISOC-appointed Director. 1818 * Removed discussion text from the volunteer eligibility section. 1819 This means that IETF LLC employees and contractors cannot 1820 volunteer for the NomCom but does not extend that prohibition 1821 to ISOC employees and contractors. 1822 * Updated the document to clarify that there are members of the 1823 IAB and IESG, Trustees of the IETF Trust, and Directors of the 1824 IETF LLC. 1825 * Removed ISOC Board of Trustees members from the definition of 1826 "sitting members" because it doesn't apply. 1827 * Updated document to also include procedures for the NomCom 1828 appointed IETF Trust Trustees. 1829 * Revised Abstract and Introduction to provide current context. 1830 * Changed "nominating committee" to "NomCom" throughout the 1831 document because it is what most use to describe the IETF 1832 Nominating Committee. 1833 * Added an no-actions IANA Considerations Section. 1834 * Editorial changes. 1836 draft-ietf-iasa2-rfc74337bis-00, 2018-October-12: 1837 Initial bis draft, Changes include: 1839 * Changed all mentions of the Internet Administrative Oversight 1840 committee (IAOC), and replaced it with the appropriate 1841 references to the IETF Administration LLC (IETF LLC). This 1842 included making changes on an as needed basis to some aspects 1843 of the process for the IETF LLC, in accordance with IASA2. 1844 * Revised definition of IETF Executive Director, and added 1845 definition of "Managing Director, IETF Secretariat". Changed 1846 text to "Managing Director, IETF Secretariat" where 1847 appropriate. 1848 * Added references to appropriate IASA2 documents. 1849 * Corrected a few grammatical errors. 1851 Authors' Addresses 1853 Murray S. Kucherawy (editor) 1854 270 Upland Drive 1855 San Francisco, CA 94127 1856 United States 1858 Email: superuser@gmail.com 1860 Robert M. Hinden (editor) 1861 Check Point Software 1862 San Carlos, CA 1863 USA 1865 Email: bob.hinden@gmail.com 1867 Jason Livingood (editor) 1868 Comcast 1869 Philadelphia, PA 1870 USA 1872 Email: jason_livingood@comcast.com