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Miscellaneous warnings: ---------------------------------------------------------------------------- == The copyright year in the IETF Trust and authors Copyright Line does not match the current year -- The document date (March 26, 2019) is 1857 days in the past. Is this intentional? 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 1741 -- Looks like a reference, but probably isn't: '1' on line 1747 -- Looks like a reference, but probably isn't: '6' on line 1717 -- Looks like a reference, but probably isn't: '17' on line 1733 -- Looks like a reference, but probably isn't: '4' on line 1751 == Outdated reference: A later version (-11) exists of draft-ietf-iasa2-rfc4071bis-08 ** Downref: Normative reference to an Informational RFC: RFC 3710 ** Obsolete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 (~~), 2 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: September 27, 2019 J. Livingood, Ed. 7 Comcast 8 March 26, 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-06 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 September 27, 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 5 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 4.1 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, or IETF 286 Trust position, the NomCom may use length of service as one of its 287 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 Section 5 of [I-D.ietf-iasa2-rfc4071bis] for 332 additional guidance on terms length and term limits for the IETF LLC. 334 Confirmed IETF Trust Trustee candidates are expected to serve at 335 least a three-year term, except if a nominating or selection body 336 decides to use a shorter term to allow for initial staggered 337 appointments. Please refer to Section 2. of 338 [I-D.ietf-iasa2-trust-update] for additional guidance on terms length 339 and term limits for the IETF Trust. 341 The term of a confirmed candidate selected according to the mid-term 342 vacancy rules may be less than a full term (two years for IESG and 343 IAB, three years for the IETF Trust and IETF LLC), as stated 344 elsewhere in this document. 346 It is consistent with this rule for the NomCom to choose one or more 347 of the currently open positions to which it may assign a term of not 348 more than three years in order to ensure the ideal application of 349 this rule in the future. 351 It is consistent with this rule for the NomCom to choose one or more 352 of the currently open positions that share responsibilities with 353 other positions (both those being reviewed and those sitting) to 354 which it may assign a term of not more than three years to ensure 355 that all such members or Directors will not be reviewed at the same 356 time. 358 All sitting member terms end during the First IETF meeting 359 corresponding to the end of the term for which they were confirmed. 360 All confirmed candidate terms begin during the First IETF meeting 361 corresponding to the beginning of the term for which they were 362 confirmed. 364 For confirmed candidates of the IESG, the terms begin no later than 365 when the currently sitting members' terms end on the last day of the 366 meeting. A term may begin or end no sooner than the first day of the 367 meeting and no later than the last day of the meeting as determined 368 by the mutual agreement of the currently sitting member and the 369 confirmed candidate. A confirmed candidate's term may overlap the 370 sitting member's term during the meeting as determined by their 371 mutual agreement. 373 For confirmed candidates of the IAB, the terms overlap with the terms 374 of the sitting members for the entire week of the meeting. 376 For confirmed Trustee candidates of the IETF Trust, the term begins 377 at the next IETF Trust meeting or as dictated by the policies and 378 procedures of the IETF Trust. 380 For confirmed Director candidates of the IETF LLC, the term begins at 381 the next appropriate IETF LLC Board meeting or as dictated by the 382 policies and procedures of the IETF LLC. 384 For candidates confirmed under the mid-term vacancy rules, the term 385 begins as soon as possible after the confirmation. 387 3.5. Mid-term Vacancies 389 Mid-term vacancies are filled by the same rules as documented here 390 with four qualifications, namely: 392 1. When there is only one official NomCom, the body with the mid- 393 term vacancy relegates the responsibility to fill the vacancy to 394 it. If the mid-term vacancy occurs during the period of time 395 that the term of the prior year's NomCom overlaps with the term 396 of the current year's NomCom, the body with the mid-term vacancy 397 must relegate the responsibility to fill the vacancy to the prior 398 year's NomCom. 400 2. If it is the case that the NomCom is reconvening to fill the mid- 401 term vacancy, then the completion of the candidate selection and 402 confirmation process is due within six weeks, with all other time 403 periods otherwise unspecified prorated accordingly. 405 3. The confirming body has two weeks from the day it is notified of 406 a candidate to reject the candidate, otherwise the candidate is 407 assumed to have been confirmed. 409 4. The term of the confirmed candidate will be either: 411 A. the remainder of the term of the open position if that 412 remainder is not less than one year or 414 B. the remainder of the term of the open position plus the next 415 two-year term if that remainder is less than one year. 417 In both cases, a year is the period of time from a First IETF meeting 418 to the next First IETF meeting. 420 3.6. Confidentiality 422 All deliberations and supporting information that relates to specific 423 nominees, candidates, and confirmed candidates are confidential. 425 The NomCom and confirming body members will be exposed to 426 confidential information as a result of their deliberations, their 427 interactions with those they consult, and from those who provide 428 requested supporting information. All members and all other 429 participants are expected to handle this information in a manner 430 consistent with its sensitivity. 432 It is consistent with this rule for current NomCom members who have 433 served on prior NomComs to advise the current committee on 434 deliberations and results of the prior committee, as necessary and 435 appropriate. 437 The list of nominees willing to be considered for positions under 438 review in the current NomCom cycle is not confidential. The NomCom 439 may disclose a list of names of nominees who are willing to be 440 considered for positions under review to the community, in order to 441 obtain feedback from the community on these nominees. 443 The list of nominees disclosed for a specific position should contain 444 only the names of nominees who are willing to be considered for the 445 position under review. 447 The NomCom may choose not to include some names in the disclosed 448 list, at their discretion. 450 The NomCom may disclose an updated list, at its discretion. For 451 example, the NomCom might disclose an updated list if it identifies 452 errors/omissions in a previously disclosed version of the disclosed 453 list, or if the NomCom finds it necessary to call for additional 454 nominees, and these nominees indicate a willingness to be considered 455 before the NomCom has completed its deliberations. 457 Nominees may choose to ask people to provide feedback to the NomCom 458 but should not encourage any public statements of support. NomComs 459 should consider nominee-encouraged lobbying and campaigning to be 460 unacceptable behavior. 462 IETF community members are encouraged to provide feedback on nominees 463 to the NomCom but should not post statements of support/non-support 464 for nominees in any public forum. 466 3.7. Advice and Consent Model 468 Unless otherwise specified, the advice and consent model is used 469 throughout the process. This model is characterized as follows. 471 3.7.1. Positions To Be Reviewed 473 The chair of the IESG, IAB, IETF Trust and IETF LLC each informs the 474 NomCom of their respective positions to be reviewed. 476 The IESG, IAB, IETF Trust and IETF LLC are responsible for providing 477 a summary of the expertise desired of the candidates selected for 478 their respective open positions. The summaries are provided to the 479 NomCom for its consideration. 481 3.7.2. Candidate Selection 483 The NomCom selects candidates based on its understanding of the IETF 484 community's consensus of the qualifications required and advises each 485 confirming body of its respective candidates. 487 3.7.3. Candidate Review 489 The confirming bodies review their respective candidates, they may at 490 their discretion communicate with the NomCom, and then consent to 491 some, all, or none of the candidates. 493 The sitting IAB members review the IESG candidates. 495 The Internet Society Board of Trustees reviews the IAB candidates. 497 The sitting IESG members review the IETF Trust Trustee Candidates. 499 The IETF LLC candidate is reviewed as specified in 500 [I-D.ietf-iasa2-rfc4071bis]. 502 The confirming bodies conduct their review using all information and 503 any means acceptable to them, including but not limited to the 504 supporting information provided by the NomCom, information known 505 personally to members of the confirming bodies and shared within the 506 confirming body, the results of interactions within the confirming 507 bodies, and the confirming bodies' interpretation of what is in the 508 best interests of the IETF community. 510 If all of the candidates are confirmed, the job of the NomCom with 511 respect to those open positions is complete. 513 If some or none of the candidates submitted to a confirming body are 514 confirmed, the confirming body should communicate with the NomCom 515 both to explain the reason why all the candidates were not confirmed 516 and to understand the NomCom's rationale for its candidates. 518 The confirming body may reject individual candidates, in which case 519 the NomCom must select alternate candidates for the rejected 520 candidates. 522 Any additional time required by the NomCom should not exceed its 523 maximum time allotment. 525 3.7.4. Confirmation 527 A confirming body decides whether it confirms each candidate using a 528 confirmation decision rule chosen by the confirming body. 530 If a confirming body has no specific confirmation decision rule, then 531 confirming a given candidate should require at least one-half of the 532 confirming body's sitting members to agree to that confirmation. 534 The decision may be made by conducting a formal vote, by asserting 535 consensus based on informal exchanges (e.g., email), or by any other 536 mechanism that is used to conduct the normal business of the 537 confirming body. 539 Regardless of which decision rule the confirming body uses, any 540 candidate that is not confirmed under that rule is considered to be 541 rejected. 543 The confirming body must make its decision within a reasonable time 544 frame. The results from the confirming body must be reported 545 promptly to the NomCom. 547 3.8. Sitting Members and Directors 549 The following rules apply to nominees and candidates who are 550 currently sitting members of the IESG or IAB, or IETF LLC Directors 551 and who are not sitting in an open position being filled by the 552 NomCom. 554 The confirmation of a candidate to an open position does not 555 automatically create a vacancy in the IESG, IAB, IETF Trust, or IETF 556 LLC position currently occupied by the candidate. The mid-term 557 vacancy cannot exist until, first, the candidate formally resigns 558 from the current position and, second, the body with the vacancy 559 formally decides for itself that it wants the NomCom to fill the mid- 560 term vacancy according to the rules for a mid-term vacancy documented 561 elsewhere in this document. 563 The resignation should be effective as of when the term of the new 564 position begins. The resignation may remain confidential to the 565 IESG, IAB, IETF Trust, IETF LLC, and NomCom until the confirmed 566 candidate is announced for the new position. The process, according 567 to rules set out elsewhere in this document, of filling the seat 568 vacated by the confirmed candidate may begin as soon as the vacancy 569 is publicly announced. 571 Filling a mid-term vacancy is a separate and independent action from 572 the customary action of filling open positions. In particular, a 573 NomCom must complete its job with respect to filling the open 574 positions and then separately proceed with the task of filling the 575 mid-term vacancy according to the rules for a mid-term vacancy 576 documented elsewhere in this document. 578 However, the following exception is permitted in the case where the 579 candidate for an open position is currently a sitting member of the 580 IAB. It is consistent with these rules for the announcements of a 581 resignation of a sitting member of the IAB and of the confirmed 582 candidate for the mid-term vacancy created by that sitting member on 583 the IAB to all occur at the same time as long as the actual sequence 584 of events that occurred did so in the following order: 586 1. The NomCom completes the advice and consent process for the open 587 position being filled by the candidate currently sitting on the 588 IAB. 590 2. The newly confirmed candidate resigns from their current position 591 on the IAB. 593 3. The IAB with the new mid-term vacancy requests that the NomCom 594 fill the position. 596 4. The IAB Chair (or the Managing Director, IETF Secretariat, if no 597 Chair has been named or the vacancy was created via the departure 598 of the IAB Chair) informs the NomCom of the mid-term vacancy. 600 5. The NomCom acts on the request to fill the mid-term vacancy. 602 3.9. Announcements 604 All announcements must be made using at least the mechanism used by 605 the IETF Secretariat for its announcements, including a notice on the 606 IETF web site. 608 As of the publication of this document, the current mechanism is an 609 email message to both the "ietf" and the "ietf-announce" mailing 610 lists. 612 4. Nominating Committee Selection 614 The following set of rules apply to the creation of the NomCom and 615 the selection of its members. 617 4.1. Timeline 619 The completion of the process of selecting and organizing the members 620 of the NomCom is due within three months. 622 The completion of the selection and organization process is due at 623 least one month prior to the Third IETF. This ensures the NomCom is 624 fully operational and available for interviews and consultation 625 during the Third IETF. 627 4.2. Term 629 The term of a NomCom is expected to be 15 months. 631 It is the intent of this rule that the end of a NomCom's term overlap 632 by approximately three months the beginning of the term of the next 633 NomCom. 635 The term of a NomCom begins when its members are officially 636 announced. The term ends at the Third IETF (not three meetings), 637 i.e., the IETF meeting after the next NomCom's term begins. 639 A term is expected to begin at least two months prior to the Third 640 IETF to ensure the NomCom has at least one month to get organized 641 before preparing for the Third IETF. 643 A NomCom is expected to complete any work in progress before it is 644 dissolved at the end of its term. 646 During the period of time when the terms of the NomComs overlap, all 647 mid-term vacancies are to be relegated to the prior year's NomCom. 648 The prior year's NomCom has no other responsibilities during the 649 overlap period. At all times other than the overlap period, there is 650 exactly one official NomCom and it is responsible for all mid-term 651 vacancies. 653 When the prior year's NomCom is filling a mid-term vacancy during the 654 period of time that the terms overlap, the NomCom operate 655 independently. However, some coordination is needed between them. 656 Since the prior year's Chair is a non-voting advisor to the current 657 NomCom, the coordination is expected to be straightforward. 659 4.3. Structure 661 The NomCom comprises at least a Chair, 10 voting volunteers, two 662 liaisons, and an advisor. 664 Any committee member may propose the addition of an advisor to 665 participate in some or all of the deliberations of the committee. 666 The addition must be approved by the committee according to its 667 established voting mechanism. Advisors participate as individuals. 669 Committee members are encouraged to propose the addition of 670 advisor(s) who are knowledgeable about the operations of the IETF 671 Trust and/or IETF LLC, whether or not that NomCom is reviewing an 672 IETF Trust Trustee or IETF LLC Director position. The NomCom may 673 choose to ask the IETF Trust and/or IETF LLC to suggest advisors who 674 are knowledgeable about their operations but may select any advisor 675 they vote to approve. 677 Any committee member may propose the addition of a liaison from other 678 unrepresented organizations to participate in some or all of the 679 deliberations of the committee. The addition must be approved by the 680 committee according to its established voting mechanism. Liaisons 681 participate as representatives of their respective organizations. 683 The Chair is selected according to rules stated elsewhere in this 684 document. 686 The 10 voting volunteers are selected according to rules stated 687 elsewhere in this document. 689 The IESG and IAB liaisons are selected according to rules stated 690 elsewhere in this document. 692 The Internet Society Board of Trustees may appoint a liaison to the 693 NomCom at its own discretion. 695 The IETF Trust may appoint a liaison to the NomCom at its own 696 discretion. 698 The IETF LLC may appoint a liaison to the NomCom at its own 699 discretion. 701 The Chair of last year's NomCom serves as an advisor according to 702 rules stated elsewhere in this document. 704 The Chair, liaisons, and advisors do not vote on the selection of 705 candidates. They do vote on all other issues before the committee 706 unless otherwise specified in this document. 708 4.4. Chair Duties 710 The Chair of the NomCom is responsible for ensuring the NomCom 711 completes its assigned duties in a timely fashion and performs in the 712 best interests of the IETF community. 714 The Chair must be thoroughly familiar with the rules and guidance 715 indicated throughout this document. The Chair must ensure the NomCom 716 completes its assigned duties in a manner that is consistent with 717 this document. 719 The Chair must attest by proclamation at a plenary session of the 720 First IETF that the results of the committee represent its best 721 effort and the best interests of the IETF community. 723 The Chair does not vote on the selection of candidates. 725 4.5. Chair Selection 727 The Internet Society President appoints the Chair, who must meet the 728 same requirements for membership in the NomCom as a voting volunteer. 730 The NomCom Chair must agree to invest the time necessary to ensure 731 that the NomCom completes its assigned duties and to perform in the 732 best interests of the IETF community in that role. 734 The appointment is due no later than the Second IETF meeting to 735 ensure it can be announced during a plenary session at that meeting. 736 The completion of the appointment is necessary to ensure the annual 737 process can complete at the time specified elsewhere in this 738 document. 740 4.6. Temporary Chair 742 A Chair, in consultation with the Internet Society President, may 743 appoint a temporary substitute for the Chair position. 745 There are a variety of ordinary circumstances that may arise from 746 time to time that could result in a Chair being unavailable to 747 oversee the activities of the committee. The Chair, in consultation 748 with the Internet Society President, may appoint a substitute from a 749 pool comprised of the liaisons currently serving on the committee and 750 the prior year's Chair or designee. 752 Any such appointment must be temporary and does not absolve the Chair 753 of any or all responsibility for ensuring the NomCom completes its 754 assigned duties in a timely fashion. 756 4.7. Liaisons 758 Liaisons are responsible for ensuring the NomCom in general and the 759 Chair in particular execute their assigned duties in the best 760 interests of the IETF community. 762 Liaisons are expected to represent the views of their respective 763 organizations during the deliberations of the committee. They should 764 provide information as requested or when they believe it would be 765 helpful to the committee. 767 Liaisons are expected to provide information to the NomCom regarding 768 the operation, responsibility, and composition of their respective 769 bodies. 771 Liaisons are expected to convey questions from the committee to their 772 respective organizations and responses to those questions to the 773 committee, as requested by the committee. 775 Liaisons are expected to review the operation and executing process 776 of the NomCom and to report any concerns or issues to the Chair of 777 the NomCom immediately. If they cannot resolve the issue between 778 themselves, liaisons must report it according to the dispute 779 resolution process stated elsewhere in this document. 781 Liaisons from confirming bodies are expected to assist the committee 782 in preparing the testimony it is required to provide with its 783 candidates. 785 Liaisons may have other NomCom responsibilities as required by their 786 respective organizations or requested by the NomCom, except that such 787 responsibilities may not conflict with any other provisions of this 788 document. 790 Liaisons do not vote on the selection of candidates. 792 4.8. Liaison Appointment 794 The sitting IAB and IESG members each appoint a liaison from their 795 current membership, someone who is not sitting in an open position, 796 to serve on the NomCom. 798 The sitting IETF Trust Trustees and IETF LLC Directors each may 799 appoint a liaison from their current membership, someone who is not 800 sitting in an open position, to serve on the NomCom. 802 4.9. Advisors 804 An advisor is responsible for such duties as specified by the 805 invitation that resulted in the appointment. 807 Advisors do not vote on the selection of candidates. 809 4.10. Past Chair 811 The Chair of the prior year's NomCom serves as an advisor to the 812 current committee. 814 The prior year's Chair is expected to review the actions and 815 activities of the current Chair and to report any concerns or issues 816 to the NomCom Chair immediately. If they cannot resolve the issue 817 between themselves, the prior year's Chair must report it according 818 to the dispute resolution process stated elsewhere in this document. 820 The prior year's Chair may select a designee from a pool composed of 821 the voting volunteers of the prior year's committee and all prior 822 Chairs if the Chair is unavailable. If the prior year's Chair is 823 unavailable or is unable or unwilling to make such a designation in a 824 timely fashion, the Chair of the current year's committee may select 825 a designee in consultation with the Internet Society President. 827 Selecting a prior year's committee member as the designee permits the 828 experience of the prior year's deliberations to be readily available 829 to the current committee. Selecting an earlier prior year Chair as 830 the designee permits the experience of being a Chair as well as that 831 Chair's committee deliberations to be readily available to the 832 current committee. 834 All references to "prior year's Chair" in this document refer to the 835 person serving in that role, whether it is the actual prior year's 836 Chair or a designee. 838 4.11. Voting Volunteers 840 Voting volunteers are responsible for completing the tasks of the 841 NomCom in a timely fashion. 843 Each voting volunteer is expected to participate in all activities of 844 the NomCom with a level of effort approximately equal to all other 845 voting volunteers. Specific tasks to be completed are established 846 and managed by the Chair according to rules stated elsewhere in this 847 document. 849 4.12. Milestones 851 The Chair must establish and announce milestones for the selection of 852 the NomCom members. 854 There is a defined time period during which the selection process is 855 due to be completed. The Chair must establish a set of milestones 856 which, if met in a timely fashion, will result in the completion of 857 the process on time. 859 4.13. Open Positions 861 The Chair (or the Managing Director, IETF Secretariat, if no Chair 862 has been named four weeks after the First IETF meeting of the year) 863 obtains the list of positions to be reviewed and announces it along 864 with a solicitation for names of volunteers from the IETF community 865 willing to serve on the NomCom. 867 If the Managing Director, IETF Secretariat issues the solicitation 868 for volunteers, the Managing Director, IETF Secretariat must also 869 collect responses to the solicitation and provide the names of 870 volunteers to the incoming NomCom Chair when the incoming NomCom 871 Chair is named. 873 At the Chair's request, the IETF Secretariat may perform other 874 clerical support tasks, as long as the task being performed does not 875 require NomCom Chair judgment, in the NomCom Chair's opinion, and as 876 long as the community is appropriately notified that this request is 877 being made. This request may come from the incoming NomCom Chair (if 878 one has been selected for this NomCom cycle) or the previous NomCom 879 Chair (if the search for an incoming NomCom Chair is still underway). 881 The solicitation must permit the community at least 30 days during 882 which they may choose to volunteer to be selected for the NomCom. 884 The list of open positions is published with the solicitation to 885 facilitate community members choosing between volunteering for an 886 open position and volunteering for the NomCom. 888 4.14. Volunteer Qualification 890 Members of the IETF community must have attended at least three of 891 the last five IETF meetings in order to volunteer. 893 The five meetings are the five most recent meetings that ended prior 894 to the date on which the solicitation for NomCom volunteers was 895 submitted for distribution to the IETF community. 897 The IETF Secretariat is responsible for confirming that volunteers 898 have met the attendance requirement. 900 Volunteers must provide their full name, email address, and primary 901 company or organization affiliation (if any) when volunteering. 903 Volunteers are expected to be familiar with the IETF processes and 904 procedures, which are readily learned by active participation in a 905 working group and especially by serving as a document editor or 906 working group chair. 908 4.15. Not Qualified 910 Any person who serves on the Internet Society Board of Trustees, the 911 IETF Trust, the IETF LLC Board of Directors, the IAB, or the IESG, 912 including those who serve on these bodies in ex officio positions, 913 may not volunteer to serve as voting members of the NomCom. In 914 addition, employees or contractors of the IETF LLC may not volunteer 915 to serve as voting members of the NomCom. Liaisons to these bodies 916 from other bodies or organizations are not excluded by this rule. 918 4.16. Selection Process 920 The Chair announces both the list of the pool of volunteers from 921 which the 10 voting volunteers will be randomly selected and the 922 method with which the selection will be completed. 924 The announcement should be made at least one week prior to the date 925 on which the random selection will occur. 927 The pool of volunteers must be enumerated or otherwise indicated 928 according to the needs of the selection method to be used. 930 The announcement must specify the data that will be used as input to 931 the selection method. The method must depend on random data whose 932 value is not known or available until the date on which the random 933 selection will occur. 935 It must be possible to independently verify that the selection method 936 used is both fair and unbiased. A method is fair if each eligible 937 volunteer is equally likely to be selected. A method is unbiased if 938 no one can influence its outcome in favor of a specific outcome. 940 It must be possible to repeat the selection method, either through 941 iteration or by restarting in such a way as to remain fair and 942 unbiased. This is necessary to replace selected volunteers should 943 they become unavailable after selection. 945 The selection method must produce an ordered list of volunteers. 947 One possible selection method is described in [RFC3797]. 949 4.17. Announcement of Selection Results 951 The Chair randomly selects the 10 voting volunteers from the pool of 952 names of volunteers and announces the members of the NomCom. 954 No more than two volunteers with the same primary affiliation may be 955 selected for the NomCom. The Chair reviews the primary affiliation 956 of each volunteer selected by the method in turn. If the primary 957 affiliation for a volunteer is the same as two previously selected 958 volunteers, that volunteer is removed from consideration and the 959 method is repeated to identify the next eligible volunteer. 961 There must be at least two announcements of all members of the 962 NomCom. 964 The first announcement should occur as soon after the random 965 selection as is reasonable for the Chair. The community must have at 966 least one week during which any member may challenge the results of 967 the random selection. 969 The challenge must be made in writing (email is acceptable) to the 970 Chair. The Chair has 48 hours to review the challenge and offer a 971 resolution to the member. If the resolution is not accepted by the 972 member, that member may report the challenge according to the dispute 973 resolution process stated elsewhere in this document. 975 If a selected volunteer, upon reading the announcement with the list 976 of selected volunteers, finds that two or more other volunteers have 977 the same affiliation, then the volunteer should notify the Chair who 978 will determine the appropriate action. 980 During at least the one week challenge period, the Chair must contact 981 each of the members and confirm their willingness and availability to 982 serve. The Chair should make every reasonable effort to contact each 983 member. 985 o If the Chair is unable to contact a liaison, the problem is 986 referred to the respective organization to resolve. The Chair 987 should allow a reasonable amount of time for the organization to 988 resolve the problem and then may proceed without the liaison. 990 o If the Chair is unable to contact an advisor, the Chair may elect 991 to proceed without the advisor, except for the prior year's Chair 992 for whom the Chair must consult with the Internet Society 993 President as stated elsewhere in this document. 995 o If the Chair is unable to contact a voting volunteer, the Chair 996 must repeat the random selection process in order to replace the 997 unavailable volunteer. There should be at least one day between 998 the announcement of the iteration and the selection process. 1000 After at least one week and confirming that 10 voting volunteers are 1001 ready to serve, the Chair makes the second announcement of the 1002 members of the NomCom, which officially begins the term of the 1003 NomCom. 1005 4.18. Committee Organization 1007 The Chair works with the members of the committee to organize itself 1008 in preparation for completing its assigned duties. 1010 The committee has approximately one month during which it can self- 1011 organize. Its responsibilities during this time include but are not 1012 limited to the following: 1014 o Setting up a regular teleconference schedule. 1016 o Setting up an internal web site. 1018 o Setting up a mailing list for internal discussions. 1020 o Setting up an email address for receiving community input. 1022 o Establishing operational procedures. 1024 o Establishing milestones in order to monitor the progress of the 1025 selection process. 1027 5. Nominating Committee Operation 1029 The following rules apply to the operation of the NomCom. If 1030 necessary, a paragraph discussing the interpretation of each rule is 1031 included. 1033 The rules are organized approximately in the order in which they 1034 would be invoked. 1036 5.1. Discretion 1038 All rules and special circumstances not otherwise specified are at 1039 the discretion of the committee. 1041 Exceptional circumstances will occasionally arise during the normal 1042 operation of the NomCom. This rule is intended to foster the 1043 continued forward progress of the committee. 1045 Any member of the committee may propose a rule for adoption by the 1046 committee. The rule must be approved by the committee according to 1047 its established voting mechanism. 1049 All members of the committee should consider whether the exception is 1050 worthy of mention in the next revision of this document and follow-up 1051 accordingly. 1053 5.2. Selection Timeline 1055 The completion of the process of selecting candidates to be confirmed 1056 by their respective confirming body is due within three months. 1058 The completion of the selection process is due at least two months 1059 prior to the First IETF. This ensures the NomCom has sufficient time 1060 to complete the confirmation process. 1062 5.3. Confirmation Timeline 1064 The completion of the process of confirming the candidates is due 1065 within one month. 1067 The completion of the confirmation process is due at least one month 1068 prior to the First IETF. 1070 5.4. Milestones 1072 The Chair must establish a set of NomCom milestones for the candidate 1073 selection and confirmation process. 1075 There is a defined time period during which the candidate selection 1076 and confirmation process must be completed. The Chair must establish 1077 a set of milestones that, if met in a timely fashion, will result in 1078 the completion of the process on time. The Chair should allow time 1079 for iterating the activities of the committee if one or more 1080 candidates are not confirmed. 1082 The Chair should ensure that all committee members are aware of the 1083 milestones. 1085 5.5. Voting Mechanism 1087 The Chair must establish a voting mechanism. 1089 The committee must be able to objectively determine when a decision 1090 has been made during its deliberations. The criteria for determining 1091 closure must be established and known to all members of the NomCom. 1093 5.6. Voting Quorum 1095 At least a quorum of committee members must participate in a vote. 1097 Only voting volunteers vote on a candidate selection. For a 1098 candidate selection vote, a quorum is comprised of at least seven of 1099 the voting volunteers. 1101 At all other times, a quorum is present if at least 75% of the NomCom 1102 members are participating. 1104 5.7. Voting Member Recall 1106 Any member of the NomCom may propose to the committee that any other 1107 member except the Chair be recalled. The process for recalling the 1108 Chair is defined elsewhere in this document. 1110 There are a variety of ordinary circumstances that may arise that 1111 could result in one or more members of the committee being 1112 unavailable to complete their assigned duties, for example, health 1113 concerns, family issues, or a change of priorities at work. A 1114 committee member may choose to resign for unspecified personal 1115 reasons. In addition, the committee may not function well as a group 1116 because a member may be disruptive or otherwise uncooperative. 1118 Regardless of the circumstances, if individual committee members 1119 cannot work out their differences between themselves, the entire 1120 committee may be called upon to discuss and review the circumstances. 1121 If a resolution is not forthcoming, a vote may be conducted. A 1122 member may be recalled if at least a quorum of all committee members 1123 agree, including the vote of the member being recalled. 1125 If a liaison member is recalled, the committee must notify the 1126 affected organization and must allow a reasonable amount of time for 1127 a replacement to be identified by the organization before proceeding. 1129 If an advisor member other than the prior year's Chair is recalled, 1130 the committee may choose to proceed without the advisor. In the case 1131 of the prior year's Chair, the Internet Society President must be 1132 notified and the current Chair must be allowed a reasonable amount of 1133 time to consult with the Internet Society President to identify a 1134 replacement before proceeding. 1136 If a single voting volunteer position on the NomCom is vacated, 1137 regardless of the circumstances, the committee may choose to proceed 1138 with only nine voting volunteers at its own discretion. In all other 1139 cases, a new voting member must be selected, and the Chair must 1140 repeat the random selection process including an announcement of the 1141 iteration prior to the actual selection as stated elsewhere in this 1142 document. 1144 A change in the primary affiliation of a voting volunteer during the 1145 term of the NomCom is not a cause to request the recall of that 1146 volunteer, even if the change would result in more than two voting 1147 volunteers with the same affiliation. 1149 5.8. Chair Recall 1151 Only the prior year's Chair may request the recall of the current 1152 Chair. 1154 It is the responsibility of the prior year's Chair to ensure the 1155 current Chair completes the assigned tasks in a manner consistent 1156 with this document and in the best interests of the IETF community. 1158 Any member of the committee who has an issue or concern regarding the 1159 Chair should report it to the prior year's Chair immediately. The 1160 prior year's Chair is expected to report it to the Chair immediately. 1161 If they cannot resolve the issue between themselves, the prior year's 1162 Chair must report it according to the dispute resolution process 1163 stated elsewhere in this document. 1165 5.9. Deliberations 1167 All members of the NomCom may participate in all deliberations. 1169 The emphasis of this rule is that no member can be explicitly 1170 excluded from any deliberation. However, a member may individually 1171 choose not to participate in a deliberation. 1173 5.10. Call for Nominees 1175 The Chair announces the open positions to be reviewed, the desired 1176 expertise provided by the Managing Director, IETF Secretariat, and 1177 the call for nominees. 1179 The call for nominees must include a request for comments regarding 1180 the past performance of incumbents, which will be considered during 1181 the deliberations of the NomCom. 1183 The call must request that a nomination include a valid, working 1184 email address, a telephone number, or both for the nominee. The 1185 nomination must include the set of skills or expertise the nominator 1186 believes the nominee has that would be desirable. 1188 5.11. Nominations 1190 Any member of the IETF community may nominate any member of the IETF 1191 community for any open position, whose eligibility to serve will be 1192 confirmed by the NomCom. 1194 A self-nomination is permitted. 1196 NomCom members are not eligible to be considered for filling any open 1197 position by the NomCom on which they serve. They become ineligible 1198 as soon as the term of the NomCom on which they serve officially 1199 begins. They remain ineligible for the duration of that NomCom's 1200 term. 1202 Although each NomCom's term overlaps with the following NomCom's 1203 term, NomCom members are eligible for nomination by the following 1204 committee if not otherwise disqualified. 1206 Members of the IETF community who were recalled from any IESG, IAB, 1207 IETF Trust, or IETF LLC position during the previous two years are 1208 not eligible to be considered for filling any open position. 1210 5.12. Candidate Selection 1212 The NomCom selects candidates based on its understanding of the IETF 1213 community's consensus of the qualifications required to fill the open 1214 positions. 1216 The intent of this rule is to ensure that the NomCom consults with a 1217 broad base of the IETF community for input to its deliberations. In 1218 particular, the NomCom must determine if the desired expertise for 1219 the open positions matches its understanding of the qualifications 1220 desired by the IETF community. 1222 The consultations are permitted to include names of nominees, if all 1223 parties to the consultation agree to observe the same confidentiality 1224 rules as the NomCom itself, or the names are public as discussed in 1225 Section 3.6. Feedback on individual nominees should always be 1226 confidential. 1228 A broad base of the community should include the existing members of 1229 the IESG and IAB, IETF Trust Trustees, and IETF LLC Directors, 1230 especially sitting members who share responsibilities with open 1231 positions, e.g., co-Area Directors, and working group chairs, 1232 especially those in the areas with open positions. 1234 Only voting volunteer members vote to select candidates. 1236 5.13. Consent to Nomination 1238 Nominees should be advised that they are being considered and must 1239 consent to their nomination prior to being chosen as candidates. 1241 Although the NomCom will make every reasonable effort to contact and 1242 to remain in contact with nominees, any nominee whose contact 1243 information changes during the process and who wishes to still be 1244 considered should inform the NomCom of the changes. 1246 A nominee's consent must be written (email is acceptable) and must 1247 include a commitment to provide the resources necessary to fill the 1248 open position and an assurance that the nominee will perform the 1249 duties of the position for which they are being considered in the 1250 best interests of the IETF community. 1252 Consenting to a nomination must occur prior to a nominee being a 1253 candidate and may occur as soon after the nomination as needed by the 1254 NomCom. 1256 Consenting to a nomination must not imply the nominee will be a 1257 candidate. 1259 The NomCom should help nominees provide justification to their 1260 employers. 1262 5.14. Notifying Confirming Bodies 1264 The NomCom advises the confirming bodies of their candidates, 1265 specifying a single candidate for each open position and testifying 1266 as to how each candidate meets the qualifications of an open 1267 position. 1269 For each candidate, the testimony must include a brief statement of 1270 the qualifications for the position that is being filled, which may 1271 be exactly the expertise that was requested. If the qualifications 1272 differ from the expertise originally requested, a brief statement 1273 explaining the difference must be included. 1275 The testimony may include a brief resume of the candidate and/or a 1276 brief summary of the deliberations of the NomCom. 1278 5.15. Confirming Candidates 1280 Confirmed candidates must consent to their confirmation, and rejected 1281 candidates and nominees must be notified before confirmed candidates 1282 are announced. 1284 It is not necessary to notify and get consent from all confirmed 1285 candidates together. 1287 A nominee may not know they were a candidate. This permits a 1288 candidate to be rejected by a confirming body without the nominee 1289 knowing about the rejection. 1291 Rejected nominees, who consented to their nomination, and rejected 1292 candidates must be notified prior to announcing the confirmed 1293 candidates. 1295 It is not necessary to announce all confirmed candidates together. 1297 The NomCom must ensure that all confirmed candidates are prepared to 1298 serve prior to announcing their confirmation. 1300 5.16. Archives 1302 The NomCom should archive the information it has collected or 1303 produced for a period of time but not to exceed its term. 1305 The purpose of the archive is to assist the NomCom should it be 1306 necessary for it to fill a mid-term vacancy. 1308 The existence of an archive, how it is implemented, and what 1309 information to archive is at the discretion of the committee. The 1310 decision must be approved by a quorum of the voting volunteer 1311 members. 1313 The implementation of the archive should make every reasonable effort 1314 to ensure that the confidentiality of the information it contains is 1315 maintained. 1317 6. Dispute Resolution Process 1319 The dispute resolution process described here is to be used as 1320 indicated elsewhere in this document. Its applicability in other 1321 circumstances is beyond the scope of this document. 1323 The NomCom operates under a strict rule of confidentiality. For this 1324 reason, when process issues arise, it is best to make every 1325 reasonable effort to resolve them within the committee. However, 1326 when circumstances do not permit this, or no resolution is 1327 forthcoming, the process described here is to be used. 1329 The following rules apply to the process. 1331 1. The results of this process are final and binding. There is no 1332 appeal. 1334 2. The process begins with the submission of a request as described 1335 below to the Internet Society President. 1337 3. As soon as the process begins, the NomCom may continue those 1338 activities that are unrelated to the issue to be resolved except 1339 that it must not submit any candidates to a confirming body until 1340 the issue is resolved. 1342 4. All parties to the process are subject to the same 1343 confidentiality rules as each member of the NomCom. 1345 5. The process should be completed within two weeks. 1347 The process is as follows: 1349 1. The party seeking resolution submits a written request (email is 1350 acceptable) to the Internet Society President detailing the issue 1351 to be resolved. 1353 2. The Internet Society President appoints an arbiter to investigate 1354 and resolve the issue. A self-appointment is permitted. 1356 3. The arbiter investigates the issue making every reasonable effort 1357 to understand both sides of the issue. Since the arbiter is 1358 subject to the same confidentiality obligations as all NomCom 1359 members, all members are expected to cooperate fully with the 1360 arbiter and to provide all relevant information to the arbiter 1361 for review. 1363 4. After consultation with the two principal parties to the issue, 1364 the arbiter decides on a resolution. Whatever actions are 1365 necessary to execute the resolution are immediately begun and 1366 completed as quickly as possible. 1368 5. The arbiter summarizes the issue, the resolution, and the 1369 rationale for the resolution for the Internet Society President. 1371 6. In consultation with the Internet Society President, the arbiter 1372 prepares a report of the dispute and its resolution. The report 1373 should include all information that in the judgment of the 1374 arbiter does not violate the confidentiality requirements of the 1375 NomCom. 1377 7. The Chair includes the dispute report when reporting on the 1378 activities of the NomCom to the IETF community. 1380 7. Member, Trustee, and Director Recall 1382 The following rules apply to the recall process. If necessary, a 1383 paragraph discussing the interpretation of each rule is included. 1385 It applies to IESG and IAB Members, the NomCom appointed IETF Trust 1386 Trustees, and the NomCom appointed IETF LLC Directors. 1388 7.1. Petition 1390 At any time, a signed petition (email is acceptable) may be submitted 1391 to the Internet Society President to request the recall of any 1392 sitting IESG or IAB member, or NomCom appointed IETF Trust Trustee, 1393 or NomCom appointed IETF LLC Director. There are two different types 1394 of petitions: a petition by participants of the IETF community, and a 1395 petition by the Ombudsteam as described in [RFC7776]. 1397 7.1.1. Community Petition 1399 A recall petition can be made by at least 20 members of the IETF 1400 community who are qualified to be voting members of a NomCom. All 1401 individual and collective qualifications of NomCom eligibility are 1402 applicable, including that no more than two signatories may have the 1403 same primary affiliation. 1405 Each signature must include a full name, email address, and primary 1406 company or organization affiliation. 1408 The IETF Secretariat is responsible for confirming that each 1409 signatory is qualified to be a voting member of a NomCom. A valid 1410 petition must be signed by at least 20 qualified signatories. 1412 The petition must include a statement of justification for the recall 1413 and all relevant and appropriate supporting documentation. 1415 The petition and its signatories must be announced to the IETF 1416 community. 1418 7.1.2. Ombudsteam Petition 1420 The Ombudsteam process allows the Ombudsteam to form a recall 1421 petition on its own without requiring 20 signatories from the 1422 community. As defined in [RFC7776], the petition and its signatories 1423 (the Ombudsteam) shall be announced to the IETF community, and a 1424 Recall Committee Chair shall be appointed to complete the Recall 1425 Committee process. It is expected that the Recall Committee will 1426 receive a briefing from the Ombudsteam explaining why recall is 1427 considered an appropriate remedy. 1429 7.2. Recall Committee Chair 1431 The Internet Society President shall appoint a Recall Committee 1432 Chair. 1434 The Internet Society President must not evaluate the recall request. 1435 It is explicitly the responsibility of the IETF community to evaluate 1436 the behavior of its leaders. 1438 7.3. Recall Committee Creation 1440 The recall committee is created according to the same rules as is the 1441 NomCom with the qualifications that both the person being 1442 investigated and the parties requesting the recall must not be a 1443 member of the recall committee in any capacity. 1445 7.4. Recall Committee Rules 1447 The recall committee operates according to the same rules as the 1448 NomCom with the qualification that there is no confirmation process. 1450 7.5. Recall Committee Operation 1452 The recall committee investigates the circumstances of the 1453 justification for the recall and votes on its findings. 1455 The investigation must include at least both an opportunity for the 1456 member being recalled to present a written statement and consultation 1457 with third parties. 1459 7.6. 3/4 Majority 1461 A 3/4 majority of the members who vote on the question is required 1462 for a recall. 1464 7.7. Position To Be Filled 1466 If a sitting member is recalled, the open position is to be filled 1467 according to the mid-term vacancy rules. 1469 8. IANA Considerations 1471 No IANA actions required. 1473 9. Security Considerations 1475 Any selection, confirmation, or recall process necessarily involves 1476 investigation into the qualifications and activities of prospective 1477 candidates. The investigation may reveal confidential or otherwise 1478 private information about candidates to those participating in the 1479 process. Each person who participates in any aspect of the process 1480 must maintain the confidentiality of any and all information not 1481 explicitly identified as suitable for public dissemination. 1483 When the NomCom decides it is necessary to share confidential or 1484 otherwise private information with others, the dissemination must be 1485 minimal and must include a prior commitment from all persons 1486 consulted to observe the same confidentiality rules as the NomCom 1487 itself. 1489 10. References 1491 10.1. Normative References 1493 [I-D.ietf-iasa2-rfc4071bis] 1494 Haberman, B., Hall, J., and J. Livingood, "Structure of 1495 the IETF Administrative Support Activity, Version 2.0", 1496 draft-ietf-iasa2-rfc4071bis-08 (work in progress), March 1497 2019. 1499 [I-D.ietf-iasa2-trust-update] 1500 Arkko, J. and T. Hardie, "Update to the Process for 1501 Selection of Trustees for the IETF Trust", draft-ietf- 1502 iasa2-trust-update-03 (work in progress), February 2019. 1504 [RFC3710] Alvestrand, H., "An IESG charter", RFC 3710, DOI 10.17487/ 1505 RFC3710, February 2004, . 1508 [RFC3777] Galvin, J., Ed., "IAB and IESG Selection, Confirmation, 1509 and Recall Process: Operation of the Nominating and Recall 1510 Committees", RFC 3777, DOI 10.17487/RFC3777, June 2004, 1511 . 1513 [RFC7437] Kucherawy, M., Ed., "IAB, IESG, and IAOC Selection, 1514 Confirmation, and Recall Process: Operation of the 1515 Nominating and Recall Committees", BCP 10, RFC 7437, DOI 1516 10.17487/RFC7437, January 2015, . 1519 [RFC7776] Resnick, P. and A. Farrel, "IETF Anti-Harassment 1520 Procedures", BCP 25, RFC 7776, DOI 10.17487/RFC7776, March 1521 2016, . 1523 10.2. Informative References 1525 [Err232] RFC Errata, "Erratum ID 232", RFC 3777. 1527 [Err4179] RFC Errata, "Erratum ID 4179", RFC 3777. 1529 [RFC3797] Eastlake 3rd, D., "Publicly Verifiable Nominations 1530 Committee (NomCom) Random Selection", RFC 3797, DOI 1531 10.17487/RFC3797, June 2004, . 1534 [RFC8318] Dawkins, S., "IAB, IESG, and IAOC Selection, Confirmation, 1535 and Recall Process: IAOC Advisor for the Nominating 1536 Committee", BCP 10, RFC 8318, DOI 10.17487/RFC8318, 1537 January 2018, . 1539 Appendix A. Changes Since RFC 3777 1541 o Converted source file from nroff to XML, resulting in some 1542 reformatting. 1544 o Applied errata for RFC 3777 ([Err232] and [Err4179]). 1546 o Applied RFC 5078 update. 1548 o Applied RFC 5633 update. 1550 o Applied RFC 5680 update. 1552 o Applied RFC 6859 update. 1554 o Corrected a few grammatical errors. 1556 o Added a reference to RFC 3710. 1558 Appendix B. Changes Since RFC 7437 1560 o Changed all mentions of the Internet Administrative Oversight 1561 committee (IAOC), and replaced it with the appropriate references 1562 to the IETF Administration LLC (IETF LLC). This included making 1563 changes on an as needed basis to some aspects of the process for 1564 the IETF LLC, in accordance with IASA2. 1566 o Revised definition of IETF Executive Director, and added 1567 definition of "Managing Director, IETF Secretariat". Changed text 1568 to "Managing Director, IETF Secretariat" where appropriate. 1570 o Added references to appropriate IASA2 documents. 1572 o Modified the Advice and Consent model to enable IESG, IAB, and 1573 IETF LLC to communicate directly with the NomCom rather than via 1574 the Managing Director, IETF Secretariat. 1576 o Updated removal text to reflect the new LLC rules, which enables 1577 removal via the LLC or the IETF recall process, except for the 1578 ISOC-appointed Director. 1580 o Updated the document to clarify that there are members of the IAB 1581 and IESG, Trustees of the IETF Trust, and Director of the IETF 1582 LLC. 1584 o Updated document to also specify procedures for the NomCom 1585 appointed IETF Trust Trustees. 1587 o Revised Abstract and Introduction to provide current context. 1589 o Changed "nominating committee" to "NomCom" throughout the document 1590 because it is what most use to describe the IETF Nominating 1591 Committee. 1593 o Added that the IETF Trust Trustees and IETF LLC Directors, each 1594 may appoint a liaison to the NomCom. 1596 o Incorporated the update to RFC7437 done by RFC7776. 1598 o Incorporated the update to RFC7437 done by [RFC8318] and updated 1599 it to refer to the IETF Trust and IETF LLC, instead of the IAOC. 1601 o Editorial changes. 1603 Appendix C. Oral Tradition 1605 Over the years, various NomComs have learned through oral tradition 1606 passed on by liaisons that there are certain consistencies in the 1607 process and information considered during deliberations. Some items 1608 from that oral tradition are collected here to facilitate its 1609 consideration by future NomComs. 1611 1. It has been found that experience as an IETF Working Group Chair 1612 or an IRTF Research Group Chair is helpful in giving a nominee 1613 experience of what the job of an Area Director involves. It also 1614 helps a NomCom judge the technical, people, and process 1615 management skills of the nominee. 1617 2. No person should serve both on the IAB and as an Area Director, 1618 except the IETF Chair whose roles as an IAB member and Area 1619 Director of the General Area are set out elsewhere. 1621 3. The strength of the IAB is found in part in the balance of the 1622 demographics of its members (e.g., national distribution, years 1623 of experience, gender, etc.), the combined skill set of its 1624 members, and the combined sectors (e.g., industry, academia, 1625 etc.) represented by its members. 1627 4. There are no term limits explicitly because the issue of 1628 continuity versus turnover should be evaluated each year 1629 according to the expectations of the IETF community, as it is 1630 understood by each NomCom. 1632 5. The number of NomCom members with the same primary affiliation is 1633 limited in order to avoid the appearance of improper bias in 1634 choosing the leadership of the IETF. Rather than defining 1635 precise rules for how to define "affiliation", the IETF community 1636 depends on the honor and integrity of the participants to make 1637 the process work. 1639 Appendix D. Nominating Committee Timeline 1641 This appendix is included for the convenience of the reader and is 1642 not to be interpreted as the definitive timeline. It is intended to 1643 capture the detail described elsewhere in this document in one place. 1644 Although every effort has been made to ensure the description here is 1645 consistent with the description elsewhere, if there are any conflicts 1646 the definitive rule is the one in the main body of this document. 1648 The only absolute in the timeline rules for the annual process is 1649 that its completion is due by the First IETF of the year after the 1650 NomCom begins its term. This is supported by the fact that the 1651 confirmed candidate terms begin during the week of the First IETF. 1653 The overall annual process is designed to be completed in seven 1654 months. It is expected to start nine months prior to the First IETF. 1655 The time is split between three major components of the process 1656 roughly as follows: 1658 1. First is the selection and organization of the committee members. 1659 Three months are allotted for this process. 1661 2. Second is the selection of the candidates by the NomCom. Four 1662 months are allotted for this process. 1664 3. Third is the confirmation of the candidates by their respective 1665 confirming bodies. Two months are allotted for this process. 1667 The following list captures the details of the milestones within each 1668 component. For illustrative purposes, the list presumes the Friday 1669 before the First IETF is March 1. Numbers shown in square brackets 1670 indicate the expected number of weeks at each step. 1672 1. BEGIN Eight Months Prior to First IETF (approx. June 1); 1673 Internet Society President appoints the Chair. The appointment 1674 must be done no later than the Second IETF or eight months prior 1675 to the First IETF, whichever comes first. The Chair must be 1676 announced and recognized during a plenary session of the Second 1677 IETF. [0] 1679 2. The Chair establishes and announces milestones to ensure the 1680 timely selection of the NomCom members. [1] 1682 3. The Chair contacts the IESG, IAB, and Internet Society Board of 1683 Trustees and requests a liaison. The Chair contacts the prior 1684 year's Chair and requests an advisor. The Chair obtains the 1685 list of IESG, IAB, IETF Trust, and IETF LLC open positions and 1686 descriptions from the chairs of each group. [0] 1688 4. The Chair announces the solicitation for voting volunteer 1689 members that must remain open for at least 30 days. The 1690 announcement must be done no later than seven months and two 1691 weeks prior to the First IETF (approx. June 15). [6] 1693 5. After the solicitation closes, the Chair announces the pool of 1694 volunteers and the date of the random selection, which must be 1695 at least one week in the future. The announcement must be done 1696 no later than six months and two weeks prior to the First IETF 1697 (approx. July 15). [1] 1699 6. On the appointed day, the random selection occurs and the Chair 1700 announces the members of the committee and the one week 1701 challenge period. The announcement must be done no later than 1702 six months and one week prior to the First IETF (approx. July 1703 22). [1] 1705 7. During the challenge period, the Chair contacts each of the 1706 committee members and confirms their availability to 1707 participate. [0] 1709 8. After the challenge period closes, the Chair announces the 1710 members of the committee and its term begins. The announcement 1711 must be done no later than six months prior to the First IETF 1712 (approx. August 1). [1] 1714 9. The committee has one month during which it is to self-organize 1715 in preparation for completing its assigned duties. This must be 1716 done no later than five months prior to the First IETF (approx. 1717 September 15). [6] 1719 10. END the Committee Member Selection Process; BEGIN the Selection 1720 of Candidates; Time is at least five months prior to the First 1721 IETF (approx. September 22). [0] 1723 11. The Chair establishes and announces the milestones to ensure the 1724 timely selection of the candidates, including a call for 1725 nominations for the open positions. The announcement must be 1726 done no later than five months prior to the First IETF (approx. 1727 October 1). [1] 1729 12. Over the next three months, the NomCom collects input and 1730 deliberates. It should plan to conduct interviews and other 1731 consultations during the Third IETF. The committee is due to 1732 complete its candidate selection no later than two months prior 1733 to the First IETF (approx. January 1). [17] 1735 13. END the Selection of Candidates; BEGIN the Confirmation of 1736 Candidates; Time is at least two months prior to the First IETF 1737 (approx. January 1). [0] 1739 14. The committee presents its candidates to their respective 1740 confirming bodies. The presentation must be done no later than 1741 two months prior to the First IETF (approx. January 1). [0] 1743 15. The confirming bodies have one month to deliberate and, in 1744 communication with the NomCom, accept or reject candidates. [4] 1746 16. The Chair notifies and advises unsuccessful nominees that they 1747 have not been selected. [1] 1749 17. The Chair announces the confirmed candidates. The announcement 1750 must be done no later than one month prior to the First IETF 1751 (approx. February 1). [4] 1753 Appendix E. Acknowledgments 1755 A great deal of work went into the RFCs that preceded this one. The 1756 2014 NomCom and this editor would like to thank all of them once 1757 again for the time and energy it took to get us to where we are now. 1758 In no particular order, we acknowledge: 1760 Jeff Case Fred Baker John Curran 1761 Guy Almes Geoff Huston Mike St. Johns 1762 Donald Eastlake Avri Doria Bernard Adoba 1763 Ted T'so Phil Roberts Jim Galvin 1764 Harald Alvestrand Leslie Daigle Joel Halpern 1765 Thomas Narten Spencer Dawkins Barry Leiba 1766 Lars Eggert Ross Callon Brian Carpenter 1767 Robert Elz Bernie Hoeneisen John Klensin 1768 Danny McPherson S. Moonesamy Scott Bradner 1769 Ralph Droms Pekka Savola 1771 Allison Mankin and Russ White provided early reviews and feedback 1772 about this document. 1774 Jari Arkko was very helpful by independently verifying that the 1775 previous text from all the merged documents was marshaled correctly 1776 into this one, and Adrian Farrel and Brian Carpenter caught the nits 1777 that fell through the cracks. 1779 Appendix F. Change log [RFC Editor: Please remove] 1781 draft-ietf-iasa2-rfc74337bis-06, 2019-March-25 1783 * Removed IETF LLC from the list of positions who have term 1784 limits in Section 3.2. 1785 * Added IETF Trust to the list of positions who can be recalled 1786 in Section 5.11. 1787 * Editorial changes. 1789 draft-ietf-iasa2-rfc74337bis-05, 2019-January-11: 1791 * Changed text to point to appropriate Sections of 1792 [I-D.ietf-iasa2-rfc4071bis]. 1793 * Editorial changes. 1795 draft-ietf-iasa2-rfc74337bis-04, 2019-January-3: 1797 * Added IETF Trust to the title. 1798 * Changed references to point to current IASA 2.0 structure 1799 document [I-D.ietf-iasa2-rfc4071bis] 1800 * Added IETF Trust to a few places it was missing. 1801 * Editorial changes. 1803 draft-ietf-iasa2-rfc74337bis-03, 2018-October-22: 1805 * Revised Section 7 to focus on repeal of the the NomCom appoint 1806 LLC Director positions. 1807 * Added that the IETF Trust Trustees and IETF LLC Directors, each 1808 may appoint a liaison to the NomCom. 1809 * Incorporated the update to RFC7437 done by RFC7776. 1810 * Incorporated the update to RFC7437 done by [RFC8318] and 1811 updated it to refer to the IETF Trust and IETF LLC. instead of 1812 the IAOC. 1813 * Editorial changes. 1815 draft-ietf-iasa2-rfc74337bis-02, 2018-October-19: 1817 * Added "IETF" before Nominating and Recall Committees in the 1818 title. 1819 * Added leading capitalization to Trustee(s) and Director(s) for 1820 consistency. 1821 * Fixed other minor grammatical, spelling, or abbreviation nits. 1823 draft-ietf-iasa2-rfc74337bis-01, 2018-October-16: 1825 * Modified the Advice and Consent model to enable IESG, IAB, and 1826 IETF LLC to communicate directly with the NomCom rather than 1827 via the Managing Director, IETF Secretariat. 1828 * Updated member removal text to reflect the new LLC rules, which 1829 enables removal via the LLC or the IETF recall process, except 1830 for the ISOC-appointed Director. 1831 * Removed discussion text from the volunteer eligibility section. 1832 This means that IETF LLC employees and contractors cannot 1833 volunteer for the NomCom but does not extend that prohibition 1834 to ISOC employees and contractors. 1836 * Updated the document to clarify that there are members of the 1837 IAB and IESG, Trustees of the IETF Trust, and Directors of the 1838 IETF LLC. 1839 * Removed ISOC Board of Trustees members from the definition of 1840 "sitting members" because it doesn't apply. 1841 * Updated document to also include procedures for the NomCom 1842 appointed IETF Trust Trustees. 1843 * Revised Abstract and Introduction to provide current context. 1844 * Changed "nominating committee" to "NomCom" throughout the 1845 document because it is what most use to describe the IETF 1846 Nominating Committee. 1847 * Added an no-actions IANA Considerations Section. 1848 * Editorial changes. 1850 draft-ietf-iasa2-rfc74337bis-00, 2018-October-12: 1851 Initial bis draft, Changes include: 1853 * Changed all mentions of the Internet Administrative Oversight 1854 committee (IAOC), and replaced it with the appropriate 1855 references to the IETF Administration LLC (IETF LLC). This 1856 included making changes on an as needed basis to some aspects 1857 of the process for the IETF LLC, in accordance with IASA2. 1858 * Revised definition of IETF Executive Director, and added 1859 definition of "Managing Director, IETF Secretariat". Changed 1860 text to "Managing Director, IETF Secretariat" where 1861 appropriate. 1862 * Added references to appropriate IASA2 documents. 1863 * Corrected a few grammatical errors. 1865 Authors' Addresses 1867 Murray S. Kucherawy (editor) 1868 270 Upland Drive 1869 San Francisco, CA 94127 1870 United States 1872 Email: superuser@gmail.com 1874 Robert M. Hinden (editor) 1875 Check Point Software 1876 San Carlos, CA 1877 USA 1879 Email: bob.hinden@gmail.com 1880 Jason Livingood (editor) 1881 Comcast 1882 Philadelphia, PA 1883 USA 1885 Email: jason_livingood@comcast.com