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Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 Network Working Group J. Galvin 3 INTERNET DRAFT CommerceNet 4 draft-ietf-poisson-nomcom-00.txt July 1997 6 IAB and IESG Selection, Confirmation, and Recall Process: 7 Operation of the Nominating and Recall Committees 9 Status of this Memo 11 This document is an Internet Draft. Internet Drafts are working 12 documents of the Internet Engineering Task Force (IETF), its Areas, 13 and its Working Groups. Note that other groups may also distribute 14 working documents as Internet Drafts. 16 Internet Drafts are valid for a maximum of six months and may be 17 updated, replaced, or obsoleted by other documents at any time. It 18 is inappropriate to use Internet Drafts as reference material or to 19 cite them other than as ``work in progress''. 21 To learn the current status of any Internet Draft, please check the 22 1id-abstracts.txt listing contained in one of the Internet Drafts 23 Shadow Directories on ds.internic.net (US East Coast), venera.isi.edu 24 (US West Coast), munnari.oz.au (Pacific Rim), or nic.nordu.net 25 (Europe). 27 Abstract 29 The process by which the members of the IAB and IESG are selected, 30 confirmed, and recalled is specified. The evolution of the process 31 has relied principally on oral tradition as a means by which the 32 lessons learned could be passed on to successive committees. This 33 document is a self-consistent, organized compilation of the process 34 as it is known today. 36 1. Introduction 38 This document supercedes RFC2027, the first complete specification of 39 the process by which members of the IAB and IESG are selected, 40 confirmed, and recalled. Prior to that time, a single paragraph in 41 RFC1602 is the extent to which the process had been formally 42 recorded. 44 This revision is based on the experience of the 1996 Nominating 45 Committee, the first committee to operate according to RFC2027. The 46 following two assumptions of that specification are also true for 47 this revision. 49 (1) The Internet Research Task Force (IRTF) and Internet Research 50 Steering Group (IRSG) are not a part of the process described 51 here. 53 (2) The organization (and re-organization) of the IESG is not a 54 part of the process described here. 56 The time frames specified here use IETF meetings as a frame of 57 reference with that meeting occurring during the North American 58 Spring time, i.e., the IETF meets at least on or about March of each 59 year. 61 The remainder of this document is divided into four major topics as 62 follows. 64 General 65 This a set of rules and constraints that apply to the selection 66 and confirmation process as a whole. 68 Nominating Committee Selection 69 This is the process by which volunteers from the IETF community 70 are recognized to serve on the committee that nominates 71 candidates to serve on the IESG and IAB. 73 Nominating Committee Operation 74 This is the set of principles, rules, and constraints that guide 75 the activities of the nominating committee, including the 76 confirmation process. 78 Member Recall 79 This is the process by which the behavior of a sitting member of 80 the IESG or IAB may be questioned, perhaps resulting in the 81 removal of the sitting member. 83 A final section describes how this document differs from its 84 predecessor: RFC2027. 86 2. General 88 The following set of rules apply to the selection and confirmation 89 process as a whole. If necessary, a paragraph discussing the 90 interpretation of each rule is included. 92 (1) The principal function of the nominating committee is to 93 recruit and nominate candidates for open IESG and IAB 94 positions. 96 The nominating committee does not select the open positions to 97 be filled; it is instructed as to which positions to fill. At a 98 minimum, the nominating committee will be given the title of the 99 position to be filled. The nominating committee may be given a 100 desirable set of qualifications for the candidates nominated to 101 fill a position. The nominating committee does not confirm its 102 candidates; it presents its candidates to the appropriate 103 confirming body as indicated below. 105 (2) The annual selection and confirmation process is expected to 106 be completed within 3 months. 108 The annual selection and confirmation process is expected to be 109 completed one month prior to the friday of the week before the 110 Spring IETF. It is expected to begin 4 months prior to the 111 friday of the week before the Spring IETF. 113 (3) One-half of each of the then current IESG and IAB positions is 114 selected to be refilled each year. 116 The intent of this rule to ensure the review of at least one- 117 half of each of the sitting IESG and IAB members each year. It 118 is recognized that circumstances may exist that will require the 119 nominating committee to refill more than one-half of the current 120 positions, e.g., if the IESG or IAB have re-organized prior to 121 this process and created new positions. 123 A position may be refilled with its sitting member, if the 124 sitting member is nominated by the nominating committee. 126 (4) Confirmed candidates are expected to serve at least a 2 year 127 term. 129 The intent of this rule is to ensure that members of the IESG 130 and IAB serve the number of years that best facilitates the 131 review of one-half of the members each year. 133 It is consistent with this rule for the nominating committee to 134 choose one or more of the currently open positions to which it 135 may assign a term greater than 2 years in order to ensure the 136 ideal application of this rule in the future. 138 It is consistent with this rule for the nominating committee to 139 choose one or more of the currently open positions that share 140 responsibilities with other positions (both those being refilled 141 and those sitting) to which it may assign a term greater than 2 142 years to ensure that all such members will not be refilled at 143 the same time. 145 All member terms end during the Spring IETF meeting 146 corresponding to the end of the term for which they were 147 confirmed. The term ends no later than the second to last day 148 and no sooner than the Open Plenary session of the Spring IETF, 149 as determined by the mutual agreement of the confirmed candidate 150 and the currently sitting member. The term begins no later than 151 the last day and no sooner than the Open Plenary session of the 152 Spring IETF meeting, as determined by the mutual agreement of 153 the confirmed candidate and the currently sitting member. 155 (5) Mid-term IESG vacancies are filled by the same rules as 156 documented here with four qualifications. First, the most 157 recently constituted nominating committee is reconvened to 158 nominate a candidate to fill the vacancy. Second, the 159 selection and confirmation process is expected to be completed 160 within 1 month, with a prorated time period for all other time 161 periods not otherwise specified. Third, the confirming body 162 has two weeks from the day it is notified of a candidate to 163 reject the candidate, otherwise the candidate is assumed to 164 have been confirmed. Fourth, the term of the confirmed 165 candidate will be either: 167 a. the remainder of the term of the open position if that remainder 168 is not less than one year. 170 b. the remainder of the term of the open position plus the next 2 171 year term if that remainder is less than one year. 173 (6) Mid-term IAB vacancies are filled by the same rules as 174 documented here with four qualifications. First, the most 175 recently constituted nominating committee is reconvened to 176 nominate a candidate to fill the vacancy. Second, the 177 selection and confirmation process is expected to be completed 178 within 1 month, with a prorated time period for all other time 179 periods not otherwise specified. Third, the confirming body 180 has two weeks from the day it is notified of a candidate to 181 reject the candidate, otherwise the candidate is assumed to 182 have been confirmed. Fourth, the term of the confirmed 183 candidate will be either: 185 a. the remainder of the term of the open position if that remainder 186 is not less than one year. 188 b. the remainder of the term of the open position plus the next 2 189 year term if that remainder is less than one year. 191 (7) All deliberations and supporting information of all the 192 participants in the selection and confirmation process are 193 confidential. 195 The nominating committee and confirming body members will be 196 exposed to confidential information as a result of their 197 deliberations, their interactions with those they consult, and 198 from nominees who provide requested supporting information. All 199 members and all other participants are expected to handle this 200 information in a manner consistent with its sensitivity. 202 (8) Unless otherwise specified, the advise and consent model is 203 used throughout the process. This model is characterized as 204 follows. 206 a. The IETF Executive Director advises the nominating committee of 207 the IESG and IAB positions to be refilled. 209 b. The nominating committee selects candidates and advises the 210 confirming bodies of them. 212 c. The sitting IAB members review the IESG candidates, consenting 213 to some, all, or none. 215 If all of the candidates are confirmed, the job of the 216 nominating committee with respect to filling the open IESG 217 positions is considered complete. If some or none of the 218 candidates are confirmed, the nominating committee must 219 reconvene to select alternate candidates for the rejected 220 candidates. Any additional time required by the nominating 221 committee should not exceed its maximum time allotment. 223 d. The Internet Society Board of Trustees reviews the IAB 224 candidates, consenting to some, all, or none. 226 If all of the candidates are confirmed, the job of the 227 nominating committee with respect to filling the open IAB 228 positions is considered complete. If some or none of the 229 candidates are confirmed, the nominating committee must 230 reconvene to select alternate candidates for the rejected 231 candidates. Any additional time required by the nominating 232 committee should not exceed its maximum time allotment. 234 e. The confirming bodies decide their consent according to a 235 mechanism of their own choosing, which must ensure that at least 236 one-half of the sitting members agree with the decision. 238 At least one-half of the sitting members of the confirming 239 bodies must agree to either confirm or reject each individual 240 nominee. The agreement must be decided within a reasonable 241 timeframe. The agreement may be decided by conducting a formal 242 vote, by asserting consensus based on informal exchanges 243 (email), or by whatever mechanism is used to conduct the normal 244 business of the confirming body. 246 3. Nominating Committee Selection 248 The following set of rules apply to the creation of the nominating 249 committee and the selection of its members. 251 (1) The committee is comprised of at least a non-voting Chair, 10 252 voting volunteers, and 3 non-voting liaisons. 254 A Chair is permitted to invite additional non-voting advisors to 255 participate in some or all of the deliberations of the 256 committee. 258 (2) The Internet Society President appoints the non-voting Chair, 259 who must meet the usual requirements for membership in the 260 nominating committee. 262 The nominating committee Chair must agree to invest the time 263 necessary to complete the duties of the nominating committee and 264 to perform in the best interests of the IETF community during 265 the performance of those duties. 267 (3) The Chair obtains the list of IESG and IAB positions to be 268 refilled and publishes it along with a solicitation for names 269 of volunteers from the IETF community willing to serve on the 270 nominating committee. 272 The list of open positions is published with the solicitation to 273 facilitate community members choosing between volunteering for 274 an open position and volunteering for the nominating committee. 276 The list and solicitation must be publicized using at least the 277 same mechanism used by the IETF secretariat for its 278 announcements. 280 (4) Members of the IETF community must have attended at least 2 of 281 the last 3 IETF meetings in order to volunteer. 283 (5) The Chair announces the pool of volunteers from which the 10 284 voting volunteers will be randomly selected. 286 The announcement must be made using at least the same mechanism 287 used by the IETF secretariat for its announcements. 289 (6) Internet Society Board of Trustees, sitting members of the 290 IAB, and sitting members of the IESG may not volunteer. 292 (7) The Chair randomly selects the 10 voting voluteers from the 293 pool of names of volunteers using a method that can be 294 independently verified to be unbiased and fair. 296 A method is fair if each eligible volunteer is equally likely to 297 be selected. A method is unbiased if no one can influence its 298 outcome. 300 The method must include an announcement of an enumerated list of 301 the pool of names together with the specific algorithm for how 302 names will be chosen from the list. The output of the selection 303 algorithm must depend on random data whose value is not known at 304 the time the list and algorithm are announced. 306 One possible method is to compute the MD5 hash of future winning 307 lottery numbers and use the result to select names from the 308 list. 310 All announcements must be made using at least the mechanism used 311 by the IETF secretariat for its announcements. 313 (8) The sitting IAB and IESG members each appoint a non-voting 314 liaison to the nominating committee from their current 315 membership who are not sitting in an open position. 317 (9) The Chair of the prior year's nominating committee serves as a 318 non-voting liaison. 320 The prior year's Chair may designate an alternate voting member 321 from the prior year's committee if the Chair is unavailable. 323 (10) The Chair may solicit additional non-voting liaisons from 324 other organizations, who must meet the usual requirements for 325 membership in the nominating committee. 327 4. Nominating Committee Operation 329 The following rules apply to the operation of the nominating 330 committee. If necessary, a paragraph discussing the interpretation 331 of each rule is included. 333 The rules are organized approximately in the order in which they 334 would be invoked. 336 The term nominee refers to an individual under consideration by the 337 nominating committee. The term candidate refers to a nominee that 338 has been selected by the nominating committee to be considered for 339 confirmation by a confirming body. A confirmed candidate is a 340 candidate that has been reviewed and approved by a confirming body. 342 (1) All rules and special circumstances not otherwise specified 343 are at the discretion of the Chair. 345 Exceptional circumstances will occasionally arise during the 346 normal operation of the nominating committee. This rule is 347 intended to foster the continued forward progress of the 348 committee. All members of the committee should consider whether 349 the exception is worthy of mention in the next revision of this 350 document and followup accordingly. 352 (2) The Chair must establish and publicize milestones, which must 353 include at least a call for nominations. 355 There is a defined time period during which the selection and 356 confirmation process must be completed. The Chair must 357 establish a set of milestones which, if met in a timely fashion, 358 will result in the completion of the process on time. The Chair 359 should allow time for iterating the activities of the committee 360 if one or more candidates is not confirmed. 362 The milestones must be publicized using at least the same 363 mechanism used by the IETF secretariat for its announcements. 365 (3) The Chair must establish a voting mechanism. 367 The committee must be able to objectively determine when a 368 decision has been made during its deliberations. The criteria 369 for determining closure must be established and known to all 370 members of the nominating committee. 372 (4) At least a quorum of committee members must participate in a 373 vote. A quorum is comprised of at least 7 voting members. 375 (5) The Chair may establish a process by which a member of the 376 nominating committee may be recalled. 378 The process, if established, must be agreed to by a 3/4 majority 379 of the members of the nominating committee, including the non- 380 voting members since they would be subject to the same process. 382 (6) All members of the nominating committee may participate in all 383 deliberations. 385 The emphasis of this rule is that no member, whether voting or 386 non-voting, can be explicitly excluded from any deliberation. 387 However, a member may individually choose not to participate in 388 a deliberation. 390 (7) The Chair announces the open positions to be filled and the 391 call for nominees. 393 The announcements must be publicized using at least the same 394 mechanism used by the IETF secretariat for its announcements. 396 (8) Any member of the IETF community may nominate any member of 397 the IETF community for any open position. 399 A self-nomination is permitted. 401 (9) Nominating committee members must not be nominees. 403 To be a nominee is to enter the process of being selected as a 404 candidate and confirmed. Nominating committee members are not 405 eligible to be considered for filling any open position. 407 (10) Members of the IETF community who were recalled from any IESG 408 or IAB position during the previous two years must not be 409 nominees. 411 (11) The nominating committee selects candidates based on its 412 understanding of the IETF community's consensus of the 413 qualifications required to fill the open positions. 415 The intent of this rule is to ensure that the nominating 416 committee consults with a broad base of the IETF community for 417 input to its deliberations. 419 The consultations are permitted to include a slate of nominees, 420 if all parties to the consultation agree to observe customary 421 and reasonable rules of confidentiality. 423 A broad base of the community should include the existing 424 members of the IAB and IESG, especially sitting members who 425 share responsibilities with open positions, e.g., co-Area 426 Directors. 428 (12) Nominees should be advised that they are being considered and 429 must consent to their nomination prior to being confirmed. 431 The nominating committee should help nominees provide 432 justification to their employers. 434 A nominee's consent must be written (email is acceptable) and 435 include a commitment to provide the resources necessary to fill 436 the open position and an assurance that the nominee will perform 437 the duties of the position for which they are being considered 438 in the best interests of the IETF community. 440 (13) The nominating committee advises the confirming bodies of 441 their candidates, specifying a single candidate for each open 442 position and a testament as to how each candidate meets the 443 qualifications of an open position. 445 The testament may include a brief resume of the candidate and a 446 summary of the deliberations of the nominating committee. 448 (14) With respect to any action to be taken in the context of 449 notifying and announcing confirmed candidates, and notifying 450 rejected nominees and candidates, the action must be valid 451 according to all of the rules specified below prior to its 452 execution. 454 a. Up until a candidate is confirmed, the identity of the candidate 455 must be kept confidential. 457 b. The identity of all nominees must be kept confidential (except 458 that the nominee may publicize their intentions). 460 c. Rejected nominees may be notified as soon as they are rejected. 462 d. Rejected candidates may be notified as soon as they are 463 rejected. 465 e. Rejected nominees and candidates must be notified prior to 466 announcing confirmed candidates. 468 f. Confirmed candidates may be notified and announced as soon as 469 they are confirmed. 471 It is consistent with these rules for a nominee to never know if 472 they were a candidate or not. 474 It is consistent with these rules for a nominating committee to 475 reject some nominees early in the process and to keep some 476 nominees as alternates in case a candidate is rejected by a 477 confirming body. In the matter of whether a confirmed candidate 478 was a first choice or an alternate, that information need not 479 ever be disclosed and, in fact, probably never should be. 481 It is consistent with these rules for confirmed candidates to be 482 notified and announced as quickly as possible instead of 483 requiring all confirmed candidates to wait until all open 484 positions have been refilled. 486 It is consistent with these rules for members of the nominating 487 committee to use a slate of prospective nominees as a point of 488 discussion when consulting with individual members of the IETF 489 community. 491 The announcements must be publicized using at least the same 492 mechanism used by the IETF secretariat for its announcements. 494 5. Member Recall 496 The following rules apply to the recall process. If necessary, a 497 paragraph discussing the interpretation of each rule is included. 499 (1) Anyone may request the recall of any sitting IAB or IESG 500 member, at any time, upon written (email is acceptable) 501 request with justification to the Internet Society President. 503 (2) Internet Society President shall appoint a Recall Committee 504 Chair. 506 The Internet Society President must not evaluate the recall 507 request. It is explicitly the responsibility of the IETF 508 community to evaluate the behavior of its leaders. 510 (3) The recall committee is created according to the same rules as 511 is the nominating committee with the qualifications that the 512 person being investigated and the person requesting the recall 513 must not be a member of the recall committee in any capacity. 515 (4) The recall committee operates according to the same rules as 516 the nominating committee with the qualification that there is 517 no confirmation process. 519 (5) The recall committee investigates the circumstances of the 520 justification for the recall and votes on its findings. 522 The investigation must include at least both an opportunity for 523 the member being recalled to present a written statement and 524 consultation with third parties. 526 (6) A 3/4 majority of the members who vote on the question is 527 required for a recall. 529 If a sitting member is recalled the open position is to be 530 filled according to the mid-term vacancy rules. 532 6. Changes From RFC2027 534 (1) In order to foster better communication between nominating 535 committees from one year to the next the Chair of each year's 536 committee has been added as a non-voting liaison of the next 537 year's committee. 539 (2) In order to confirm the eligibility of each volunteer in the 540 pool of names from which nominating committee members are 541 chosen the Chair must announce the list prior to the random 542 selection 544 (3) In order to confirm the random selection process used to 545 select voting nominating committee members the Chair must 546 announce the fair and unbiased method used in advance of its 547 execution. 549 (4) Some guidance was added to ensure that the nominating 550 committee consults with a broad base of the IETF community. 552 (5) Some guidance was added to ensure that the nominating 553 committee understands that it may name prospective nominees 554 when consulting with individual members of the IETF community. 556 (6) Some guidance was added to ensure that the nominating 557 committee understands that it is responsible for ensuring that 558 an appropriate set of one-half of each of the IESG and IAB 559 positions are reviewed each year. 561 7. Security Considerations 563 Any selection, confirmation, or recall process necessarily involves 564 investigation into the qualifications and activities of prospective 565 candidates. The investigation may reveal confidential or otherwise 566 private information about candidates to those participating in the 567 process. Each person who participates in any aspect of the process 568 has a responsibility to maintain the confidentiality of any and all 569 information not explicitly identified as suitable for public 570 dissemination. 572 8. Editor's Address 574 James M. Galvin 575 CommerceNet 576 3209A Corporate Court 577 Ellicott City, MD 21042 579 Email: galvin@commerce.net 580 Phone: +1 410.203.2707 582 Table of Contents 584 Status of this Memo ........................................... 1 585 Abstract ...................................................... 1 586 1 Introduction ................................................. 1 587 2 General ...................................................... 3 588 3 Nominating Committee Selection ............................... 6 589 4 Nominating Committee Operation ............................... 8 590 5 Member Recall ................................................ 12 591 6 Changes From RFC2027 ......................................... 12 592 7 Security Considerations ...................................... 13 593 8 Editor's Address ............................................. 13