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Galvin, Ed. 2 Internet-Draft eList eXpress LLC 3 Expires: August 16, 2004 February 16, 2004 5 IAB and IESG Selection, Confirmation, and Recall Process: Operation 6 of the Nominating and Recall Committees 7 draft-ietf-nomcom-rfc2727bis-09.txt 9 Status of this Memo 11 This document is an Internet-Draft and is in full conformance with 12 all provisions of Section 10 of RFC2026. 14 Internet-Drafts are working documents of the Internet Engineering 15 Task Force (IETF), its areas, and its working groups. Note that other 16 groups may also distribute working documents as Internet-Drafts. 18 Internet-Drafts are draft documents valid for a maximum of six months 19 and may be updated, replaced, or obsoleted by other documents at any 20 time. It is inappropriate to use Internet-Drafts as reference 21 material or to cite them other than as "work in progress." 23 The list of current Internet-Drafts can be accessed at http:// 24 www.ietf.org/ietf/1id-abstracts.txt. 26 The list of Internet-Draft Shadow Directories can be accessed at 27 http://www.ietf.org/shadow.html. 29 This Internet-Draft will expire on August 16, 2004. 31 Copyright Notice 33 Copyright (C) The Internet Society (2004). All Rights Reserved. 35 Abstract 37 The process by which the members of the IAB and IESG are selected, 38 confirmed, and recalled is specified. This document is a 39 self-consistent, organized compilation of the process as it was known 40 at the time of publication. 42 Discussion of this Draft 44 Please direct all comments, suggestions, and questions regarding this 45 draft to the following mailing list: 47 ietf-nomcom@lists.elistx.com 49 To subscribe to that mailing list you may send a message with the 50 single word "subscribe" in the body to: 52 ietf-nomcom-request@lists.elistx.com 54 Or you may visit the web-based subscription manager at: 56 58 Table of Contents 60 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 3 61 2. Definitions . . . . . . . . . . . . . . . . . . . . . . . . . 4 62 3. General . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 63 4. Nominating Committee Selection . . . . . . . . . . . . . . . . 12 64 5. Nominating Committee Operation . . . . . . . . . . . . . . . . 20 65 6. Dispute Resolution Process . . . . . . . . . . . . . . . . . . 26 66 7. Member Recall . . . . . . . . . . . . . . . . . . . . . . . . 28 67 8. Changes From RFC2727 . . . . . . . . . . . . . . . . . . . . . 30 68 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . 32 69 10. Security Considerations . . . . . . . . . . . . . . . . . . . 34 70 Informative References . . . . . . . . . . . . . . . . . . . . 35 71 Author's Address . . . . . . . . . . . . . . . . . . . . . . . 35 72 A. Oral Tradition . . . . . . . . . . . . . . . . . . . . . . . . 36 73 B. Nominating Committee Timeline . . . . . . . . . . . . . . . . 37 74 Intellectual Property and Copyright Statements . . . . . . . . 40 76 1. Introduction 78 This document is a revision of and supercedes RFC2727. [2] It is a 79 complete specification of the process by which members of the IAB and 80 IESG are selected, confirmed, and recalled as of the date of its 81 approval. 83 The following two assumptions continue to be true of this 84 specification. 86 1. The Internet Research Task Force (IRTF) and Internet Research 87 Steering Group (IRSG) are not a part of the process described 88 here. 90 2. The organization (and re-organization) of the IESG is not a part 91 of the process described here. 93 The time frames specified here use IETF meetings as a frame of 94 reference. The time frames assume that the IETF meets three times 95 per calendar year with approximately equal amounts of time between 96 them. The meetings are referred to as the First IETF, Second IETF, or 97 Third IETF as needed. 99 The next section lists the words and phrases commonly used throughout 100 this document with their intended meaning. 102 The majority of this document is divided into four major topics as 103 follows. 105 General: This a set of rules and constraints that apply to the 106 selection and confirmation process as a whole. 108 Nominating Committee Selection: This is the process by which the 109 volunteers who will serve on the committee are recognized. 111 Nominating Committee Operation: This is the set of principles, rules, 112 and constraints that guide the activities of the nominating 113 committee, including the confirmation process. 115 Member Recall: This is the process by which the behavior of a sitting 116 member of the IESG or IAB may be questioned, perhaps resulting in 117 the removal of the sitting member. 119 A final section describes how this document differs from its 120 predecessor: RFC2727. [2] 122 An appendix of useful facts and practices collected from previous 123 nominating committees is also included. 125 2. Definitions 127 The following words and phrases are commonly used throughout this 128 document. They are listed here with their intended meaning for the 129 convenience of the reader. 131 candidate: A nominee who has been selected to be considered for 132 confirmation by a confirming body. 134 confirmed candidate: A candidate that has been reviewed and approved 135 by a confirming body. 137 nominating committee term: The term begins when its members are 138 officially announced, which is expected to be prior to the Third 139 IETF to ensure it is fully operational at the Third IETF. The 140 term ends at the Third IETF (not three meetings) after the next 141 nominating committee's term begins. 143 nominee: A person who is being or has been considered for one or more 144 open positions of the IESG or IAB. 146 sitting member: A person who is currently serving a term of 147 membership in the IESG, IAB or ISOC Board of Trustees. 149 3. General 151 The following set of rules apply to the process as a whole. If 152 necessary, a paragraph discussing the interpretation of each rule is 153 included. 155 1. The completion of the annual process is due within 7 months. 157 The completion of the annual process is due one month prior to 158 the Friday of the week before the First IETF. It is expected to 159 begin at least 8 months prior to the Friday of the week before 160 the First IETF. 162 The process officially begins with the announcement of the Chair 163 of the committee. The process officially ends when all confirmed 164 candidates have been announced. 166 The annual process is comprised of three major components as 167 follows. 169 1. The selection and organization of the nominating committee 170 members. 172 2. The selection of candidates by the nominating committee. 174 3. The confirmation of the candidates. 176 There is an additional month set aside between when the annual 177 process is expected to end and the term of the new candidates is 178 to begin. This time may be used during unusual circumstances to 179 extend the time allocated for any of the components listed above. 181 2. The principal functions of the nominating committee are to review 182 each open IESG and IAB position and to either nominate its 183 incumbent or a superior candidate. 185 Although there is no term limit for serving in any IESG or IAB 186 position, the nominating committee may use length of service as 187 one of its criteria for evaluating an incumbent. 189 The nominating committee does not select the open positions to be 190 reviewed; it is instructed as to which positions to review. 192 The nominating committee will be given the title of the positions 193 to be reviewed and a brief summary of the desired expertise of 194 the candidate that is nominated to fill each position. 196 Incumbents must notify the nominating committee if they wish to 197 be nominated. 199 The nominating committee does not confirm its candidates; it 200 presents its candidates to the appropriate confirming body as 201 indicated below. 203 A superior candidate is one who the nominating committee believes 204 would contribute in such a way as to improve or enhance the body 205 to which he or she is nominated. 207 3. One-half of each of the then current IESG and IAB positions is 208 selected to be reviewed each year. 210 The intent of this rule to ensure the review of approximately 211 one-half of each of the IESG and IAB sitting members each year. 212 It is recognized that circumstances may exist that will require 213 the nominating committee to review more or less than one-half of 214 the current positions, e.g., if the IESG or IAB have re-organized 215 prior to this process and created new positions, if there are an 216 odd number of current positions, or if a member unexpectedly 217 resigns. 219 4. Confirmed candidates are expected to serve at least a 2 year 220 term. 222 The intent of this rule is to ensure that members of the IESG and 223 IAB serve the number of years that best facilitates the review of 224 one-half of the members each year. 226 The term of a confirmed candidate selected according to the 227 mid-term vacancy rules may be less than 2 years, as stated 228 elsewhere in this document. 230 It is consistent with this rule for the nominating committee to 231 choose one or more of the currently open positions to which it 232 may assign a term of not more than 3 years in order to ensure the 233 ideal application of this rule in the future. 235 It is consistent with this rule for the nominating committee to 236 choose one or more of the currently open positions that share 237 responsibilities with other positions (both those being reviewed 238 and those sitting) to which it may assign a term of not more than 239 3 years to ensure that all such members will not be reviewed at 240 the same time. 242 All sitting member terms end during the First IETF meeting 243 corresponding to the end of the term for which they were 244 confirmed. All confirmed candidate terms begin during the First 245 IETF meeting corresponding to the beginning of the term for which 246 they were confirmed. 248 For confirmed candidates of the IESG the terms begin no later 249 than when the currently sitting members' terms end on the last 250 day of the meeting. A term may begin or end no sooner than the 251 first day of the meeting and no later than the last day of the 252 meeting as determined by the mutual agreement of the currently 253 sitting member and the confirmed candidate. A confirmed 254 candidate's term may overlap the sitting member's term during the 255 meeting as determined by their mutual agreement. 257 For confirmed candidates of the IAB the terms overlap with the 258 terms of the sitting members for the entire week of the meeting. 260 For candidates confirmed under the mid-term vacancy rules, the 261 term begins as soon as possible after the confirmation. 263 5. Mid-term vacancies are filled by the same rules as documented 264 here with four qualifications. 266 First, when there is only one official nominating committee, the 267 body with the mid-term vacancy relegates the responsibility to 268 fill the vacancy to it. If the mid-term vacancy occurs during 269 the period of time that the term of the prior year's nominating 270 committee overlaps with the term of the current year's nominating 271 committee, the body with the mid-term vacancy must relegate the 272 responsibility to fill the vacancy to the prior year's nominating 273 committee. 275 Second, if it is the case that the nominating committee is 276 reconvening to fill the mid-term vacancy, then the completion of 277 the candidate selection and confirmation process is due within 6 278 weeks, with all other time periods otherwise unspecified prorated 279 accordingly. 281 Third, the confirming body has two weeks from the day it is 282 notified of a candidate to reject the candidate, otherwise the 283 candidate is assumed to have been confirmed. 285 Fourth, the term of the confirmed candidate will be either: 287 1. the remainder of the term of the open position if that 288 remainder is not less than one year. 290 2. the remainder of the term of the open position plus the next 291 2 year term if that remainder is less than one year. 293 In both cases a year is the period of time from a First IETF 294 meeting to the next First IETF meeting. 296 6. All deliberations and supporting information that relates to 297 specific nominees, candidates, and confirmed candidates are 298 confidential. 300 The nominating committee and confirming body members will be 301 exposed to confidential information as a result of their 302 deliberations, their interactions with those they consult, and 303 from those who provide requested supporting information. All 304 members and all other participants are expected to handle this 305 information in a manner consistent with its sensitivity. 307 It is consistent with this rule for current nominating committee 308 members who have served on prior nominating committees to advise 309 the current committee on deliberations and results of the prior 310 committee, as necessary and appropriate. 312 7. Unless otherwise specified, the advice and consent model is used 313 throughout the process. This model is characterized as follows. 315 1. The IETF Executive Director informs the nominating committee 316 of the IESG and IAB positions to be reviewed. 318 The IESG and IAB are responsible for providing summary of the 319 expertise desired of the candidates selected for their 320 respective open positions to the Executive Director. The 321 summaries are provided to the nominating committee for its 322 consideration. 324 2. The nominating committee selects candidates based on its 325 understanding of the IETF community's consensus of the 326 qualifications required and advises each confirming body of 327 its respective candidates. 329 3. The confirming bodies review their respective candidates, 330 they may at their discretion communicate with the nominating 331 committee, and then consent to some, all, or none of the 332 candidates. 334 The sitting IAB members review the IESG candidates. 336 The Internet Society Board of Trustees reviews the IAB 337 candidates. 339 The confirming bodies conduct their review using all 340 information and any means acceptable to them, including but 341 not limited to the supporting information provided by the 342 nominating committee, information known personally to members 343 of the confirming bodies and shared within the confirming 344 body, the results of interactions within the confirming 345 bodies, and the confirming bodies interpretation of what is 346 in the best interests of the IETF community. 348 If all of the candidates are confirmed, the job of the 349 nominating committee with respect to those open positions is 350 complete. 352 If some or none of the candidates submitted to a confirming 353 body are confirmed, the confirming body should communicate 354 with the nominating committee both to explain the reason why 355 all the candidates were not confirmed and to understand the 356 nominating committee's rationale for its candidates. 358 The confirming body may reject individual candidates, in 359 which case the nominating committee must select alternate 360 candidates for the rejected candidates. 362 Any additional time required by the nominating committee 363 should not exceed its maximum time allotment. 365 4. A confirming body decides whether it confirms each candidate 366 using a confirmation decision rule chosen by the confirming 367 body. 369 If a confirming body has no specific confirmation decision 370 rule, then confirming a given candidate should require at 371 least one-half of the confirming body's sitting members to 372 agree to that confirmation. 374 The decision may be made by conducting a formal vote, by 375 asserting consensus based on informal exchanges (e.g. email), 376 or by any other mechanism that is used to conduct the normal 377 business of the confirming body. 379 Regardless of which decision rule the confirming body uses, 380 any candidate that is not confirmed under that rule is 381 considered to be rejected. 383 The confirming body must make its decision within a 384 reasonable time frame. The results from the confirming body 385 must be reported promptly to the nominating committee. 387 8. The following rules apply to nominees candidates who are 388 currently sitting members of the IESG or IAB, and who are not 389 sitting in an open position being filled by the nominating 390 committe. 392 The confirmation of a candidate to an open position does not 393 automatically create a vacancy in the IESG or IAB position 394 currently occupied by the candidate. The mid-term vacancy can 395 not exist until, first, the candidate formally resigns from the 396 current position and, second, the body with the vacancy formally 397 decides for itself that it wants the nominating committee to fill 398 the mid-term vacancy according to the rules for a mid-term 399 vacancy documented elsewhere in this document. 401 The resignation should be effective as of when the term of the 402 new position begins. The resignation may remain confidential to 403 the IAB, IESG, and nominating committee until the confirmed 404 candidate is announced for the new position. The process, 405 according to rules set out elsewhere in this document, of filling 406 the seat vacated by the confirmed candidate may begin as soon as 407 the vacancy is publicly announced. 409 Filling a mid-term vacancy is a separate and independent action 410 from the customary action of filling open positions. In 411 particular, a nominating committee must complete its job with 412 respect to filling the open positions and then separately proceed 413 with the task of filling the mid-term vacancy according to the 414 rules for a mid-term vacancy documented elsewhere in this 415 document. 417 However, the following exception is permitted in the case where 418 the candidate for an open position is currently a sitting member 419 of the IAB. It is consistent with these rules for the 420 announcements of a resignation of a sitting member of the IAB and 421 of the confirmed candidate for the mid-term vacancy created by 422 that sitting member on the IAB to all occur at the same time as 423 long as the actual sequence of events that occurred did so in the 424 following order. 426 * The nominating committee completes the advice and consent 427 process for the open position being filled by the candidate 428 currently sitting on the IAB. 430 * The newly confirmed candidate resigns from their current 431 position on the IAB. 433 * The IAB with the new mid-term vacancy requests that the 434 nominating committee fill the position. 436 * The Executive Director of the IETF informs the nominating 437 committee of the mid-term vacancy. 439 * The nominating committee acts on the request to fill the 440 mid-term vacancy. 442 9. All announcements must be made using at least the mechanism used 443 by the IETF Secretariat for its announcements, including a notice 444 on the IETF web site. 446 As of the publication of this document, the current mechanism is 447 an email message to both the "ietf" and the "ietf-announce" 448 mailing lists. 450 4. Nominating Committee Selection 452 The following set of rules apply to the creation of the nominating 453 committee and the selection of its members. 455 1. The completion of the process of selecting and organizing the 456 members of the nominating committee is due within 3 months. 458 The completion of the selection and organization process is due 459 at least one month prior to the Third IETF. This ensures the 460 nominating committee is fully operational and available for 461 interviews and consultation during the Third IETF. 463 2. The term of a nominating committee is expected to be 15 months. 465 It is the intent of this rule that the end of a nominating 466 committee's term overlap by approximately three months the 467 beginning of the term of the next nominating committee. 469 The term of a nominating committee begins when its members are 470 officially announced. The term ends at the Third IETF (not 471 three meetings), i.e., the IETF meeting after the next 472 nominating committee's term begins. 474 A term is expected to begin at least two months prior to the 475 Third IETF to ensure the nominating committee has at least one 476 month to get organized before preparing for the Third IETF. 478 A nominating committee is expected to complete any 479 work-in-progress before it is dissolved at the end of its term. 481 During the period of time that the terms of the nominating 482 committees overlap, all mid-term vacancies are to be relegated 483 to the prior year's nominating committee. The prior year's 484 nominating committee has no other responsibilities during the 485 overlap period. At all times other than the overlap period 486 there is exactly one official nominating committee and it is 487 responsible for all mid-term vacancies. 489 When the prior year's nominating committee is filling a mid-term 490 vacancy during the period of time that the terms overlap, the 491 nominating committees operate independently. However, some 492 coordination is needed between them. Since the prior year's 493 Chair is a non-voting advisor to the current nominating 494 committee the coordination is expected to be straightforward. 496 3. The nominating committee comprises at least a Chair, 10 voting 497 volunteers, 3 liaisons, and an advisor. 499 Any committee member may propose the addition of an advisor to 500 participate in some or all of the deliberations of the 501 committee. The addition must be approved by the committee 502 according to its established voting mechanism. Advisors 503 participate as individuals. 505 Any committee member may propose the addition of a liaison from 506 other unrepresented organizations to participate in some or all 507 of the deliberations of the committee. The addition must be 508 approved by the committee according to its established voting 509 mechanism. Liaisons participate as representatives of their 510 respective organizations. 512 The Chair is selected according to rules stated elsewhere in 513 this document. 515 The 10 voting volunteers are selected according to rules stated 516 elsewhere in this document. 518 The IESG and IAB liaisons are selected according to rules stated 519 elsewhere in this document. 521 The Internet Society Board of Trustees may appoint a liaison to 522 the nominating committee at its own discretion. 524 The Chair of last year's nominating committee serves as an 525 advisor according to rules stated elsewhere in this document. 527 None of the Chair, liaisons, or advisors vote on the selection 528 of candidates. They do vote on all other issues before the 529 committee unless otherwise specified in this document. 531 4. The Chair of the nominating committee is responsible for 532 ensuring the nominating committee completes its assigned duties 533 in a timely fashion and performs in the best interests of the 534 IETF community. 536 The Chair must be thoroughly familiar with the rules and 537 guidance indicated throughout this document. The Chair must 538 ensure the nominating committee completes its assigned duties in 539 a manner that is consistent with this document. 541 The Chair must attest by proclamation at a plenary session of 542 the First IETF that the results of the committee represent its 543 best effort and the best interests of the IETF community. 545 The Chair does not vote on the selection of candidates. 547 5. The Internet Society President appoints the Chair, who must meet 548 the same requirements for membership in the nominating committee 549 as a voting volunteer. 551 The nominating committee Chair must agree to invest the time 552 necessary to ensure that the nominating committee completes its 553 assigned duties and to perform in the best interests of the IETF 554 community in that role. 556 The appointment is due no later than the Second IETF meeting to 557 ensure it can be announced during a plenary session at that 558 meeting. The completion of the appointment is necessary to 559 ensure the annual process can complete at the time specified 560 elsewhere in this document. 562 6. A Chair, in consultation with the Internet Society President, 563 may appoint a temporary substitute for the Chair position. 565 There are a variety of ordinary circumstances that may arise 566 from time to time that could result in a Chair being unavailable 567 to oversee the activities of the committee. The Chair, in 568 consultation with the Internet Society President, may appoint a 569 substitute from a pool comprised of the liaisons currently 570 serving on the committee and the prior year's Chair or designee. 572 Any such appointment must be temporary and does not absolve the 573 Chair of any or all responsibility for ensuring the nominating 574 committee completes its assigned duties in a timely fashion. 576 7. Liaisons are responsible for ensuring the nominating committee 577 in general and the Chair in particular execute their assigned 578 duties in the best interests of the IETF community. 580 Liaisons are expected to represent the views of their respective 581 organizations during the deliberations of the committee. They 582 should provide information as requested or when they believe it 583 would be helpful to the committee. 585 Liaisons from the IESG and IAB are expected to provide 586 information to the nominating committee regarding the operation, 587 responsibility, and composition of their respective bodies. 589 Liaisons are expected to convey questions from the committee to 590 their respective organizations and responses to those questions 591 to the committee, as requested by the committee. 593 Liaisons from the IESG, IAB, and Internet Society Board of 594 Trustees (if one was appointed) are expected to review the 595 operation and executing process of the nominating committee and 596 to report any concerns or issues to the Chair of the nominating 597 committee immediately. If they can not resolve the issue 598 between themselves, liaisons must report it according to the 599 dispute resolution process stated elsewhere in this document. 601 Liaisons from confirming bodies are expected to assist the 602 committee in preparing the testimony it is required to provide 603 with its candidates. 605 Liaisons may have other nominating committee responsibilities as 606 required by their respective organizations or requested by the 607 nominating committee, except that such responsibilities may not 608 conflict with any other provisions of this document. 610 Liaisons do not vote on the selection of candidates. 612 8. The sitting IAB and IESG members each appoint a liaison from 613 their current membership, someone who is not sitting in an open 614 position, to serve on the nominating committee. 616 9. An advisor is responsible for such duties as specified by the 617 invitation that resulted in the appointment. 619 Advisors do not vote on the selection of candidates. 621 10. The Chair of the prior year's nominating committee serves as an 622 advisor to the current committee. 624 The prior year's Chair is expected to review the actions and 625 activities of the current Chair and to report any concerns or 626 issues to the nominating committee Chair immediately. If they 627 can not resolve the issue between themselves, the prior year's 628 Chair must report it according to the dispute resolution process 629 stated elsewhere in this document. 631 The prior year's Chair may select a designee from a pool 632 composed of the voting volunteers of the prior year's committee 633 and all prior Chairs if the Chair is unavailable. If the prior 634 year's Chair is unavailable or is unable or unwilling to make 635 such a designation in a timely fashion, the Chair of the current 636 year's committee may select a designee in consultation with the 637 Internet Society President. 639 Selecting a prior year's committee member as the designee 640 permits the experience of the prior year's deliberations to be 641 readily available to the current committee. Selecting an 642 earlier prior year Chair as the designee permits the experience 643 of being a Chair as well as that Chair's committee deliberations 644 to be readily available to the current committee. 646 All references to "prior year's Chair" in this document refer to 647 the person serving in that role, whether it is the actual prior 648 year's Chair or a designee. 650 11. Voting volunteers are responsible for completing the tasks of 651 the nominating committee in a timely fashion. 653 Each voting volunteer is expected to participate in all 654 activities of the nominating committee with a level of effort 655 approximately equal to all other voting volunteers. Specific 656 tasks to be completed are established and managed by the Chair 657 according to rules stated elsewhere in this document. 659 12. The Chair must establish and announce milestones for the 660 selection of the nominating committee members. 662 There is a defined time period during which the selection 663 process is due to be completed. The Chair must establish a set 664 of milestones which, if met in a timely fashion, will result in 665 the completion of the process on time. 667 13. The Chair obtains the list of IESG and IAB positions to be 668 reviewed and announces it along with a solicitation for names of 669 volunteers from the IETF community willing to serve on the 670 nominating committee. 672 The solicitation must permit the community at least 30 days 673 during which they may choose to volunteer to be selected for the 674 nominating committee. 676 The list of open positions is published with the solicitation to 677 facilitate community members choosing between volunteering for 678 an open position and volunteering for the nominating committee. 680 14. Members of the IETF community must have attended at least 3 of 681 the last 5 IETF meetings in order to volunteer. 683 The 5 meetings are the five most recent meetings that ended 684 prior to the date on which the solicitation for nominating 685 committee volunteers was submitted for distribution to the IETF 686 community. 688 The IETF Secretariat is responsible for confirming that 689 volunteers have met the attendance requirement. 691 Volunteers must provide their full name, email address, and 692 primary company or organization affiliation (if any) when 693 volunteering. 695 Volunteers are expected to be familiar with the IETF processes 696 and procedures, which are readily learned by active 697 participation in a working group and especially by serving as a 698 document editor or working group chair. 700 15. Members of the Internet Society Board of Trustees, sitting 701 members of the IAB, and sitting members of the IESG may not 702 volunteer to serve on the nominating committee. 704 16. The Chair announces both the list of the pool of volunteers from 705 which the 10 voting volunteers will be randomly selected and the 706 method with which the selection will be completed. 708 The announcement should be made at least 1 week prior to the 709 date on which the random selection will occur. 711 The pool of volunteers must be enumerated or otherwise indicated 712 according to the needs of the selection method to be used. 714 The announcement must specify the data that will be used as 715 input to the selection method. The method must depend on random 716 data whose value is not known or available until the date on 717 which the random selection will occur. 719 It must be possible to independently verify that the selection 720 method used is both fair and unbiased. A method is fair if each 721 eligible volunteer is equally likely to be selected. A method 722 is unbiased if no one can influence its outcome in favor of a 723 specific outcome. 725 It must be possible to repeat the selection method, either 726 through iteration or by restarting in such a way as to remain 727 fair and unbiased. This is necessary to replace selected 728 volunteers should they become unavailable after selection. 730 The selection method must produce an ordered list of volunteers. 732 One possible selection method is described in RFC2777 [1]. 734 17. The Chair randomly selects the 10 voting volunteers from the 735 pool of names of volunteers and announces the members of the 736 nominating committee. 738 No more than two volunteers with the same primary affiliation 739 may be selected for the nominating committee. The Chair reviews 740 the primary affiliation of each volunteer selected by the method 741 in turn. If the primary affiliation for a volunteer is the same 742 as two previously selected volunteers, that volunteer is removed 743 from consideration and the method is repeated to identify the 744 next eligible volunteer. 746 There must be at least two announcements of all members of the 747 nominating committee. 749 The first announcement should occur as soon after the random 750 selection as is reasonable for the Chair. The community must 751 have at least 1 week during which any member may challenge the 752 results of the random selection. 754 The challenge must be made in writing (email is acceptable) to 755 the Chair. The Chair has 48 hours to review the challenge and 756 offer a resolution to the member. If the resolution is not 757 accepted by the member, that member may report the challenge 758 according to the dispute resolution process stated elsewhere in 759 this document. 761 If a selected volunteer, upon reading the announcement with the 762 list of selected volunteers, finds that two or more other 763 volunteers have the same affiliation, then the volunteer should 764 notify the Chair who will determine the appropriate action. 766 During at least the 1 week challenge period the Chair must 767 contact each of the members and confirm their willingness and 768 availability to serve. The Chair should make every reasonable 769 effort to contact each member. 771 * If the Chair is unable to contact a liaison the problem is 772 referred to the respective organization to resolve. The 773 Chair should allow a reasonable amount of time for the 774 organization to resolve the problem and then may proceed 775 without the liaison. 777 * If the Chair is unable to contact an advisor the Chair may 778 elect to proceed without the advisor, except for the prior 779 year's Chair for whom the Chair must consult with the 780 Internet Society President as stated elsewhere in this 781 document. 783 * If the Chair is unable to contact a voting volunteer the 784 Chair must repeat the random selection process in order to 785 replace the unavailable volunteer. There should be at least 786 1 day between the announcement of the iteration and the 787 selection process. 789 After at least 1 week and confirming that 10 voting volunteers 790 are ready to serve, the Chair makes the second announcement of 791 the members of the nominating committee, which officially begins 792 the term of the nominating committee. 794 18. The Chair works with the members of the committee to organize 795 itself in preparation for completing its assigned duties. 797 The committee has approximately one month during which it can 798 self-organize. Its responsibilities during this time include 799 but are not limited to the following. 801 * Setting up a regular teleconference schedule. 803 * Setting up an internal web site. 805 * Setting up a mailing list for internal discussions. 807 * Setting up an email address for receiving community input. 809 * Establishing operational procedures. 811 * Establishing milestones in order to monitor the progress of 812 the selection process. 814 5. Nominating Committee Operation 816 The following rules apply to the operation of the nominating 817 committee. If necessary, a paragraph discussing the interpretation 818 of each rule is included. 820 The rules are organized approximately in the order in which they 821 would be invoked. 823 1. All rules and special circumstances not otherwise specified are 824 at the discretion of the committee. 826 Exceptional circumstances will occasionally arise during the 827 normal operation of the nominating committee. This rule is 828 intended to foster the continued forward progress of the 829 committee. 831 Any member of the committee may propose a rule for adoption by 832 the committee. The rule must be approved by the committee 833 according to its established voting mechanism. 835 All members of the committee should consider whether the 836 exception is worthy of mention in the next revision of this 837 document and follow-up accordingly. 839 2. The completion of the process of selecting candidates to be 840 confirmed by their respective confirming body is due within 3 841 months. 843 The completion of the selection process is due at least two 844 month's prior to the First IETF. This ensures the nominating 845 committee has sufficient time to complete the confirmation 846 process. 848 3. The completion of the process of confirming the candidates is 849 due within 1 month. 851 The completion of the confirmation process is due at least one 852 month prior to the First IETF. 854 4. The Chair must establish for the nominating committee a set of 855 milestones for the candidate selection and confirmation process. 857 There is a defined time period during which the candidate 858 selection and confirmation process must be completed. The Chair 859 must establish a set of milestones which, if met in a timely 860 fashion, will result in the completion of the process on time. 861 The Chair should allow time for iterating the activities of the 862 committee if one or more candidates is not confirmed. 864 The Chair should ensure that all committee members are aware of 865 the milestones. 867 5. The Chair must establish a voting mechanism. 869 The committee must be able to objectively determine when a 870 decision has been made during its deliberations. The criteria 871 for determining closure must be established and known to all 872 members of the nominating committee. 874 6. At least a quorum of committee members must participate in a 875 vote. 877 Only voting volunteers vote on a candidate selection. For a 878 candidate selection vote a quorum is comprised of at least 7 of 879 the voting volunteers. 881 At all other times a quorum is present if at least 75% of the 882 nominating committee members are participating. 884 7. Any member of the nominating committee may propose to the 885 committee that any other member except the Chair be recalled. 886 The process for recalling the Chair is defined elsewhere in this 887 document. 889 There are a variety of ordinary circumstances that may arise 890 that could result in one or more members of the committee being 891 unavailable to complete their assigned duties, for example 892 health concerns, family issues, or a change of priorities at 893 work. A committee member may choose to resign for unspecified 894 personal reasons. In addition, the committee may not function 895 well as a group because a member may be disruptive or otherwise 896 uncooperative. 898 Regardless of the circumstances, if individual committee members 899 can not work out their differences between themselves, the 900 entire committee may be called upon to discuss and review the 901 circumstances. If a resolution is not forthcoming a vote may be 902 conducted. A member may be recalled if at least a quorum of all 903 committee members agree, including the vote of the member being 904 recalled. 906 If a liaison member is recalled the committee must notify the 907 affected organization and must allow a reasonable amount of time 908 for a replacement to be identified by the organization before 909 proceeding. 911 If an advisor member other than the prior year's Chair is 912 recalled, the committee may choose to proceed without the 913 advisor. In the case of the prior year's Chair, the Internet 914 Society President must be notified and the current Chair must be 915 allowed a reasonable amount of time to consult with the Internet 916 Society President to identify a replacement before proceeding. 918 If a voting volunteer member is recalled, regardless of the 919 circumstances, the committee may choose to proceed with only 9 920 voting volunteers at its own discretion. In all other cases the 921 Chair must repeat the random selection process including an 922 announcement of the iteration prior to the actual selection as 923 stated elsewhere in this document. 925 A change in the primary affiliation of a voting volunteer during 926 the term of the nominating committee is not a cause to request 927 the recall of that volunteer, even if the change would result in 928 more than two voting volunteers with the same affiliation. 930 8. Only the prior year's Chair may request the recall of the 931 current Chair. 933 It is the responsibility of the prior year's Chair to ensure the 934 current Chair completes the assigned tasks in a manner 935 consistent with this document and in the best interests of the 936 IETF community. 938 Any member of the committee who has an issue or concern 939 regarding the Chair should report it to the prior year's Chair 940 immediately. The prior year's Chair is expected to report it to 941 the Chair immediately. If they can not resolve the issue 942 between themselves, the prior year's Chair must report it 943 according to the dispute resolution process stated elsewhere in 944 this document. 946 9. All members of the nominating committee may participate in all 947 deliberations. 949 The emphasis of this rule is that no member can be explicitly 950 excluded from any deliberation. However, a member may 951 individually choose not to participate in a deliberation. 953 10. The Chair announces the open positions to be reviewed, the 954 desired expertise provided by the IETF Executive Director, and 955 the call for nominees. 957 The call for nominees must include a request for comments 958 regarding the past performance of incumbents, which will be 959 considered during the deliberations of the nominating committee. 961 The call must request that a nomination include a valid, working 962 email address, a telephone number, or both for the nominee. The 963 nomination must include the set of skills or expertise the 964 nominator believes the nominee has that would be desirable. 966 11. Any member of the IETF community may nominate any member of the 967 IETF community for any open position, whose eligibility to serve 968 will be confirmed by the nominating committee. 970 A self-nomination is permitted. 972 Nominating committee members are not eligible to be considered 973 for filling any open position by the nominating committee on 974 which they serve. They become ineligible as soon as the term of 975 the nominating committee on which they serve officially begins. 976 They remain ineligible for the duration of that nominating 977 committee's term. 979 Although each nominating committee's term overlaps with the 980 following nominating committee's term, nominating committee 981 members are eligible for nomination by the following committee 982 if not otherwise disqualified. 984 Members of the IETF community who were recalled from any IESG or 985 IAB position during the previous two years are not eligible to 986 be considered for filling any open position. 988 12. The nominating committee selects candidates based on its 989 understanding of the IETF community's consensus of the 990 qualifications required to fill the open positions. 992 The intent of this rule is to ensure that the nominating 993 committee consults with a broad base of the IETF community for 994 input to its deliberations. In particular, the nominating 995 committee must determine if the desired expertise for the open 996 positions matches its understanding of the qualifications 997 desired by the IETF community. 999 The consultations are permitted to include names of nominees, if 1000 all parties to the consultation agree to observe the same 1001 confidentiality rules as the nominating committee itself. 1003 A broad base of the community should include the existing 1004 members of the IAB and IESG, especially sitting members who 1005 share responsibilities with open positions, e.g., co-Area 1006 Directors, and working group chairs, especially those in the 1007 areas with open positions. 1009 Only voting volunteer members vote to select candidates. 1011 13. Nominees should be advised that they are being considered and 1012 must consent to their nomination prior to being chosen as 1013 candidates. 1015 Although the nominating committee will make every reasonable 1016 effort to contact and to remain in contact with nominees, any 1017 nominee whose contact information changes during the process and 1018 who wishes to still be considered should inform the nominating 1019 committee of the changes. 1021 A nominee's consent must be written (email is acceptable) and 1022 must include a commitment to provide the resources necessary to 1023 fill the open position and an assurance that the nominee will 1024 perform the duties of the position for which they are being 1025 considered in the best interests of the IETF community. 1027 Consenting to a nomination must occur prior to a nominee being a 1028 candidate and may occur as soon after the nomination as needed 1029 by the nominating committee. 1031 Consenting to a nomination must not imply the nominee will be a 1032 candidate. 1034 The nominating committee should help nominees provide 1035 justification to their employers. 1037 14. The nominating committee advises the confirming bodies of their 1038 candidates, specifying a single candidate for each open position 1039 and testifying as to how each candidate meets the qualifications 1040 of an open position. 1042 For each candidate, the testimony must include a brief statement 1043 of the qualifications for the position that is being filled, 1044 which may be exactly the expertise that was requested. If the 1045 qualifications differ from the expertise originally requested a 1046 brief statement explaining the difference must be included. 1048 The testimony may include either or both of a brief resume of 1049 the candidate and a brief summary of the deliberations of the 1050 nominating committee. 1052 15. Confirmed candidates must consent to their confirmation and 1053 rejected candidates and nominees must be notified before 1054 confirmed candidates are announced. 1056 It is not necessary to notify and get consent from all confirmed 1057 candidates together. 1059 A nominee may not know they were a candidate. This permits a 1060 candidate to be rejected by a confirming body without the 1061 nominee knowing about the rejection. 1063 Rejected nominees, who consented to their nomination, and 1064 rejected candidates must be notified prior to announcing the 1065 confirmed candidates. 1067 It is not necessary to announce all confirmed candidates 1068 together. 1070 The nominating committee must ensure that all confirmed 1071 candidates are prepared to serve prior to announcing their 1072 confirmation. 1074 16. The nominating committee should archive the information it has 1075 collected or produced for a period of time not to exceed its 1076 term. 1078 The purpose of the archive is to assist the nominating committee 1079 should it be necessary for it to fill a mid-term vacancy. 1081 The existence of an archive, how it is implemented, and what 1082 information to archive is at the discretion of the committee. 1083 The decision must be approved by a quorum of the voting 1084 volunteer members. 1086 The implementation of the archive should make every reasonable 1087 effort to ensure that the confidentiality of the information it 1088 contains is maintained. 1090 6. Dispute Resolution Process 1092 The dispute resolution process described here is to be used as 1093 indicated elsewhere in this document. Its applicability in other 1094 circumstances is beyond the scope of this document. 1096 The nominating committee operates under a strict rule of 1097 confidentiality. For this reason when process issues arise it is 1098 best to make every reasonable effort to resolve them within the 1099 committee. However, when circumstances do not permit this or no 1100 resolution is forthcoming, the process described here is to be used. 1102 The following rules apply to the process. 1104 1. The results of this process are final and binding. There is no 1105 appeal. 1107 2. The process begins with the submission of a request as described 1108 below to the Internet Society President. 1110 3. As soon as the process begins, the nominating committee may 1111 continue those activities that are unrelated to the issue to be 1112 resolved except that it must not submit any candidates to a 1113 confirming body until the issue is resolved. 1115 4. All parties to the process are subject to the same 1116 confidentiality rules as each member of the nominating committee. 1118 5. The process should be completed within two weeks. 1120 The process is as follows. 1122 1. The party seeking resolution submits a written request (email is 1123 acceptable) to the Internet Society President detailing the issue 1124 to be resolved. 1126 2. The Internet Society President appoints an arbiter to investigate 1127 and resolve the issue. A self-appointment is permitted. 1129 3. The arbiter investigates the issue making every reasonable effort 1130 to understand both sides of the issue. Since the arbiter is 1131 subject to the same confidentiality obligations as all nominating 1132 committee members, all members are expect to cooperate fully with 1133 the arbiter and to provide all relevant information to the 1134 arbiter for review. 1136 4. After consultation with the two principal parties to the issue, 1137 the arbiter decides on a resolution. Whatever actions are 1138 necessary to execute the resolution are immediately begun and 1139 completed as quickly as possible. 1141 5. The arbiter summarizes the issue, the resolution, and the 1142 rationale for the resolution for the Internet Society President. 1144 6. In consultation with the Internet Society President, the arbiter 1145 prepares a report of the dispute and its resolution. The report 1146 should include all information that in the judgement of the 1147 arbiter does not violate the confidentiality requirements of the 1148 nominating committee. 1150 7. The Chair includes the dispute report when reporting on the 1151 activities of the nominating committee to the IETF community. 1153 7. Member Recall 1155 The following rules apply to the recall process. If necessary, a 1156 paragraph discussing the interpretation of each rule is included. 1158 1. At any time, at least 20 members of the IETF community, who are 1159 qualified to be voting members of a nominating committee, may 1160 request by signed petition (email is acceptable) to the Internet 1161 Society President the recall of any sitting IAB or IESG member. 1163 All individual and collective qualifications of nominating 1164 committee eligibility are applicable, including that no more than 1165 two signatories may have the same primary affiliation. 1167 Each signature must include a full name, email address, and 1168 primary company or organization affiliation. 1170 The IETF Secretariat is responsible for confirming that each 1171 signatory is qualified to be a voting member of a nominating 1172 committee. A valid petition must be signed by at least 20 1173 qualified signatories. 1175 The petition must include a statement of justification for the 1176 recall and all relevant and appropriate supporting documentation. 1178 The petition and its signatories must be announced to the IETF 1179 community. 1181 2. Internet Society President shall appoint a Recall Committee 1182 Chair. 1184 The Internet Society President must not evaluate the recall 1185 request. It is explicitly the responsibility of the IETF 1186 community to evaluate the behavior of its leaders. 1188 3. The recall committee is created according to the same rules as is 1189 the nominating committee with the qualifications that both the 1190 person being investigated and the parties requesting the recall 1191 must not be a member of the recall committee in any capacity. 1193 4. The recall committee operates according to the same rules as the 1194 nominating committee with the qualification that there is no 1195 confirmation process. 1197 5. The recall committee investigates the circumstances of the 1198 justification for the recall and votes on its findings. 1200 The investigation must include at least both an opportunity for 1201 the member being recalled to present a written statement and 1202 consultation with third parties. 1204 6. A 3/4 majority of the members who vote on the question is 1205 required for a recall. 1207 7. If a sitting member is recalled the open position is to be filled 1208 according to the mid-term vacancy rules. 1210 8. Changes From RFC2727 1212 This section describes the substantive changes from RFC2727, listed 1213 approximately in the order in which they appear in the document. 1215 1. A section with definitions for words and phrases used throughout 1216 the document was inserted. 1218 2. The role of term limits as a selection criterion was clarified. 1220 3. The NOMCOM must now be provided with a brief description of the 1221 desirable expertise for each candidate to be nominated for each 1222 position. 1224 4. Because of the overlapping terms of successive nominating 1225 committees, the specific committee responsible for a mid-term 1226 vacancy was specified. 1228 5. The characterization of the advice and consent model was revised 1229 to permit the confirming body to communicate with the nominating 1230 committee during the approval process. 1232 6. A general rule was added to define that all announcements are 1233 made with the usual IETF Secretariat mechanism. 1235 7. Details regarding the expected timeline of the selection and 1236 operation of the committee were made even more explicit. An 1237 Appendix was added that captures all the details for the 1238 convenience of the reader. 1240 8. The term of the nominating committee was extended to 1241 approximately 15 months such that it explicitly overlaps by 1242 approximately 3 months the next year's nominating committee's 1243 term. 1245 9. The terms voting member and non-voting member were replaced by 1246 voting volunteers, liaisons, and advisors. All members vote at 1247 all times except that only voting volunteers vote on a candidate 1248 selection. 1250 10. The responsibilities of the Chair, liaisons, advisors, and 1251 voting volunteers is now explicitly stated. 1253 11. Processes for recalling members of the committee were added. 1255 12. Liaisons and advisors are no longer required to meet the usual 1256 requirements for nominating committee membership. 1258 13. The Internet Society Board of Trustees may appoint a non-voting 1259 liaison. 1261 14. The eligibility qualifications for the nominating committee were 1262 changed to require attendance at 3 out of 5 of the last five 1263 meetings, to require volunteers to submit identifying contact 1264 information, and to request that volunteers be familiar with 1265 IETF processes and procedures. 1267 15. Some additional clarification was added to the method used to 1268 select volunteers. 1270 16. The process for selecting the 10 voting volunteers had several 1271 clarifications and additional requirements added, including a 1272 challenge process and the requirement to disallow more than two 1273 volunteers with the same primary affiliation. 1275 17. Nominations for open positions should include both contact 1276 information and a description of the skills or expertise the 1277 nominator believes the nominee possesses. 1279 18. Nominees are requested to keep the nominating committee informed 1280 of changes in their contact information. Editorially, the 1281 distinction between a nominee and candidate was emphasized. 1283 19. A description of a testimony to be provided with each candidate 1284 to a confirming body by the nominating committee is specified. 1286 20. The rules regarding the announcement of confirmed candidates 1287 were substantially rewritten to make it easier to understand. 1289 21. The nominating committee is permitted to keep an archive for the 1290 duration of its term of the information it collects and produces 1291 for its own internal use. 1293 22. A dispute resolution process for addressing process concerns was 1294 added. 1296 23. The process for recalling a sitting member of the IAB and IESG 1297 requires at least 20 eligible members of the IETF community to 1298 sign a petition requesting the recall. 1300 24. The section on Security Considerations was expanded. 1302 25. Appendix A, Oral Tradition, has been added. 1304 26. Appendix B, Nominating Committee Timeline, has been added as a 1305 convenience to the reader. 1307 9. Acknowledgements 1309 There have been a number of people involved with the development of 1310 this document over the years as it has progressed from RFC2027 1311 through RFC2282 and RFC2727 to its current version. 1313 A great deal of credit goes to the first three Nominating Committee 1314 Chairs: 1316 1993 - Jeff Case 1318 1994 - Fred Baker 1320 1995 - John Curran 1322 who had the pleasure of operating without the benefit of a documented 1323 process. It was their fine work and oral tradition that became the 1324 first version of this document. 1326 Of course we can not overlook the bug discovery burden that each of 1327 the Chairs since the first publication have had to endure: 1329 1996 - Guy Almes 1331 1997 - Geoff Huston 1333 1998 - Mike St. Johns 1335 1999 - Donald Eastlake 1337 2000 - Avri Doria 1339 2001 - Bernard Adoba 1341 2002 - Ted T'so 1343 2003 - Phil Roberts 1345 The bulk of the early credit goes to the members of the POISSON 1346 Working Group, previously the POISED Working Group. The prose here 1347 would not be what it is were it not for the attentive and insightful 1348 review of its members. Specific acknowledgement must be extended to 1349 Scott Bradner and John Klensin, who consistently contributed to the 1350 improvement of the first three versions of this document. 1352 In January 2002 a new working group was formed, the Nominating 1353 Committee Working Group (nomcom), to revise the RFC2727 version. 1354 This working group was guided by the efforts of a design team whose 1355 members were as follows: 1357 Bernard Adoba 1359 Harald Alvestrand - Chair of the IETF 1361 Leslie Daigle - Chair of the IAB 1363 Avri Doria - Chair of the Working Group 1365 James Galvin - Editor of the Document 1367 Joel Halpern 1369 Thomas Narten 1371 10. Security Considerations 1373 Any selection, confirmation, or recall process necessarily involves 1374 investigation into the qualifications and activities of prospective 1375 candidates. The investigation may reveal confidential or otherwise 1376 private information about candidates to those participating in the 1377 process. Each person who participates in any aspect of the process 1378 must maintain the confidentiality of any and all information not 1379 explicitly identified as suitable for public dissemination. 1381 When the nominating committee decides it is necessary to share 1382 confidential or otherwise private information with others, the 1383 dissemination must be minimal and must include a prior commitment 1384 from all persons consulted to observe the same confidentiality rules 1385 as the nominating committee itself. 1387 Informative References 1389 [1] Eastlake, D., "Publicly Verifiable Nomcom Random Selection", RFC 1390 2777, February 2000. 1392 [2] Galvin, J., "IAB and IESG Selection, Confirmation, and Recall 1393 Process: Operation of the Nominating and Recall Committees", BCP 1394 10, RFC 2727, February 2000. 1396 [3] Galvin, J., "IAB and IESG Selection, Confirmation, and Recall 1397 Process: Operation of the Nominating and Recall Committees", BCP 1398 10, RFC 2282, February 1998. 1400 Author's Address 1402 James M. Galvin (editor) 1403 eList eXpress LLC 1404 607 Trixsam Road 1405 Sykesville, MD 21784 1406 US 1408 Phone: +1 410-549-4619 1409 Fax: +1 410-795-7978 1410 EMail: galvin+ietf@elistx.com 1411 URI: http://www.elistx.com/ 1413 Appendix A. Oral Tradition 1415 Over the years various nominating committees have learned through 1416 oral tradition passed on by liaisons that there are certain 1417 consistencies in the process and information considered during 1418 deliberations. Some items from that oral tradition are collected 1419 here to facilitate its consideration by future nominating committees. 1421 1. It has been found that experience as an IETF Working Group Chair 1422 or an IRTF Research Group Chair is helpful in giving a nominee 1423 experience of what the job of an Area Director involves. It is 1424 also helps a nominating committee judge the technical, people, 1425 and process management skills of the nominee. 1427 2. No person should serve both on the IAB and as an Area Director, 1428 except the IETF Chair whose roles as an IAB member and Area 1429 Director of the General Area are set out elsewhere. 1431 3. The strength of the IAB is found in part in the balance of the 1432 demographics of its members (e.g., national distribution, years 1433 of experience, gender, etc.), the combined skill set of its 1434 members, and the combined sectors (e.g., industry, academia, 1435 etc.) represented by its members. 1437 4. There are no term limits explicitly because the issue of 1438 continuity versus turnover should be evaluated each year 1439 according to the expectations of the IETF community, as it is 1440 understood by each nominating committee. 1442 5. The number of nominating committee members with the same primary 1443 affiliation is limited in order to avoid the appearance of 1444 improper bias in choosing the leadership of the IETF. Rather 1445 than defining precise rules for how to define "affiliation," the 1446 IETF community depends on the honor and integrity of the 1447 participants to make the process work. 1449 Appendix B. Nominating Committee Timeline 1451 This appendix is included for the convenience of the reader and is 1452 not to be interpreted as the definitive timeline. It is intended to 1453 capture the detail described elsewhere in this document in one place. 1454 Although every effort has been made to ensure the description here is 1455 consistent with the description elsewhere, if there are any conflicts 1456 the definitive rule is the one in the main body of this document. 1458 The only absolute in the timeline rules for the annual process is 1459 that its completion is due by the First IETF of the year after the 1460 nominating committee begins its term. This is supported by the fact 1461 that the confirmed candidate terms begin during the week of the First 1462 IETF. 1464 The overall annual process is designed to be completed in 7 months. 1465 It is expected to start 8 months prior to the First IETF. The 7 1466 months is split between three major components of the process as 1467 follows. 1469 1. First is the selection and organization of the committee members. 1470 Three months are allotted for this process. 1472 2. Second is the selection of the candidates by the nominating 1473 committee. Three months are allotted for this process. 1475 3. Third is the confirmation of the candidates by their respective 1476 confirming bodies. One month is allotted for this process 1478 The following figure captures the details of the milestones within 1479 each component. For illustrative purposes the figure presumes the 1480 Friday before the First IETF is March 1. 1482 0. BEGIN 8 Months Prior to First IETF (approx. July 1); Internet 1483 Society President appoints the Chair. The appointment must be 1484 done no later than the Second IETF or 8 months prior to the First 1485 IETF, whichever comes first. The Chair must be announced and 1486 recognized during a plenary session of the Second IETF. 1488 1. The Chair establishes and announces milestones to ensure the 1489 timely selection of the nominating committee members. 1491 2. The Chair contacts the IESG, IAB, and Internet Society Board of 1492 Trustees and requests a liaison. The Chair contacts the prior 1493 year's Chair and requests an advisor. The Chair obtains the list 1494 of IESG and IAB open positions and descriptions from the IETF 1495 Executive Director. 1497 3. The Chair announces the solicitation for voting volunteer members 1498 that must remain open for at least 30 days. The announcement must 1499 be done no later than 7 months and 2 weeks prior to the First IETF 1500 (approx. July 15). 1502 4. After the solicitation closes the Chair announces the pool of 1503 volunteers and the date of the random selection, which must be at 1504 least 1 week in the future. The announcement must be done no 1505 later than 6 months and 2 weeks prior to the First IETF 1506 (approx. August 15). 1508 5. On the appointed day the random selection occurs and the Chair 1509 announces the members of the committee and the 1 week challenge 1510 period. The announcement must be done no later than 6 months and 1511 1 week prior to the First IETF (approx. August 22). 1513 6. During the challenge period the Chair contacts each of the 1514 committee members and confirms their availability to participate. 1516 7. After the challenge period closes the Chair announces the members of 1517 the committee and its term begins. The announcement must be done no 1518 later than 6 months prior to the First IETF (approx. September 1). 1520 8. The committee has one month during which it is to self-organize in 1521 preparation for completing its assigned duties. This must be done no 1522 later than 5 months prior to the First IETF (approx. October 1). 1524 9. END the Committee Member Selection Process; BEGIN the Selection of 1525 Candidates; Time is at least 5 months prior to the First IETF 1526 (approx. October 1). 1528 10. The Chair establishes and announces the milestones to ensure the 1529 timely selection of the candidates, including a call for 1530 nominations for the open positions. The announcement must be done 1531 no later than 5 months prior to the First IETF (approx. October 1532 1). 1534 11. Over the next 3 months the nominating committee collects input and 1535 deliberates. It should plan to conduct interviews and other 1536 consultations during the Third IETF. The committee is due to 1537 complete its candidate selection no later than 2 months prior to the 1538 First IETF (approx. January 1). 1540 12. END the Selection of Candidates; BEGIN the Confirmation of 1541 Candidates; Time is at least 2 months prior to the First IETF 1542 (approx. January 1); 1544 13. The committee presents its candidates to their respective confirming 1545 bodies. The presentation must be done no later than 2 months prior 1546 to the First IETF (approx. January 1). 1548 14. The confirming bodies have 1 month to deliberate and, in 1549 communication with the nominating committee, accept or reject 1550 candidates. 1552 15. The Chair announces the confirmed candidates. The announcement 1553 must be done no later than 1 month prior to the First IETF 1554 (approx. February 1). 1556 Figure 1: The Timeline 1558 Intellectual Property Statement 1560 The IETF takes no position regarding the validity or scope of any 1561 intellectual property or other rights that might be claimed to 1562 pertain to the implementation or use of the technology described in 1563 this document or the extent to which any license under such rights 1564 might or might not be available; neither does it represent that it 1565 has made any effort to identify any such rights. Information on the 1566 IETF's procedures with respect to rights in standards-track and 1567 standards-related documentation can be found in BCP-11. 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All Rights Reserved. 1584 This document and translations of it may be copied and furnished to 1585 others, and derivative works that comment on or otherwise explain it 1586 or assist in its implementation may be prepared, copied, published 1587 and distributed, in whole or in part, without restriction of any 1588 kind, provided that the above copyright notice and this paragraph are 1589 included on all such copies and derivative works. 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