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Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 Network Working Group M. Kucherawy, Ed. 3 Internet-Draft November 15, 2016 4 Obsoletes: 7437 (if approved) 5 Intended status: Best Current Practice 6 Expires: May 19, 2017 8 IAB, IESG, and IAOC Selection, Confirmation, and Recall Process: 9 Operation of the Nominating and Recall Committees 10 draft-kucherawy-rfc7437bis-06 12 Abstract 14 The process by which the members of the IAB and IESG, and some 15 members of the IAOC, are selected, confirmed, and recalled is 16 specified in this document. This document is a self-consistent, 17 organized compilation of the process as it has evolved since the 18 publication of [RFC7437]. 20 Status of This Memo 22 This Internet-Draft is submitted in full conformance with the 23 provisions of BCP 78 and BCP 79. 25 Internet-Drafts are working documents of the Internet Engineering 26 Task Force (IETF). Note that other groups may also distribute 27 working documents as Internet-Drafts. The list of current Internet- 28 Drafts is at http://datatracker.ietf.org/drafts/current/. 30 Internet-Drafts are draft documents valid for a maximum of six months 31 and may be updated, replaced, or obsoleted by other documents at any 32 time. It is inappropriate to use Internet-Drafts as reference 33 material or to cite them other than as "work in progress." 35 This Internet-Draft will expire on May 19, 2017. 37 Copyright Notice 39 Copyright (c) 2016 IETF Trust and the persons identified as the 40 document authors. All rights reserved. 42 This document is subject to BCP 78 and the IETF Trust's Legal 43 Provisions Relating to IETF Documents 44 (http://trustee.ietf.org/license-info) in effect on the date of 45 publication of this document. Please review these documents 46 carefully, as they describe your rights and restrictions with respect 47 to this document. Code Components extracted from this document must 48 include Simplified BSD License text as described in Section 4.e of 49 the Trust Legal Provisions and are provided without warranty as 50 described in the Simplified BSD License. 52 Table of Contents 54 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 55 2. Definitions . . . . . . . . . . . . . . . . . . . . . . . . . 4 56 3. General . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 57 3.1. Completion Due . . . . . . . . . . . . . . . . . . . . . 5 58 3.2. Nominating Committee Principal Functions . . . . . . . . 6 59 3.3. Positions To Be Reviewed . . . . . . . . . . . . . . . . 6 60 3.4. Term Lengths . . . . . . . . . . . . . . . . . . . . . . 7 61 3.5. Mid-term Vacancies . . . . . . . . . . . . . . . . . . . 8 62 3.6. Confidentiality . . . . . . . . . . . . . . . . . . . . . 8 63 3.7. Advice and Consent Model . . . . . . . . . . . . . . . . 9 64 3.8. Sitting Members . . . . . . . . . . . . . . . . . . . . . 11 65 3.9. Announcements . . . . . . . . . . . . . . . . . . . . . . 12 66 4. Nominating Committee Selection . . . . . . . . . . . . . . . 12 67 4.1. Timeline . . . . . . . . . . . . . . . . . . . . . . . . 12 68 4.2. Term . . . . . . . . . . . . . . . . . . . . . . . . . . 13 69 4.3. Structure . . . . . . . . . . . . . . . . . . . . . . . . 13 70 4.4. Chair Duties . . . . . . . . . . . . . . . . . . . . . . 14 71 4.5. Chair Selection . . . . . . . . . . . . . . . . . . . . . 15 72 4.6. Temporary Chair . . . . . . . . . . . . . . . . . . . . . 15 73 4.7. Liaisons . . . . . . . . . . . . . . . . . . . . . . . . 16 74 4.8. Liaison Appointment . . . . . . . . . . . . . . . . . . . 16 75 4.9. Advisors . . . . . . . . . . . . . . . . . . . . . . . . 17 76 4.10. Past Chair . . . . . . . . . . . . . . . . . . . . . . . 17 77 4.11. Selecting Volunteers . . . . . . . . . . . . . . . . . . 17 78 4.12. Milestones . . . . . . . . . . . . . . . . . . . . . . . 18 79 4.13. Open Positions . . . . . . . . . . . . . . . . . . . . . 18 80 4.14. Volunteer Qualification . . . . . . . . . . . . . . . . . 18 81 4.15. Not Qualified . . . . . . . . . . . . . . . . . . . . . . 19 82 4.16. Selection Process . . . . . . . . . . . . . . . . . . . . 19 83 4.17. Announcement of Selection Results . . . . . . . . . . . . 20 84 4.18. Committee Organization . . . . . . . . . . . . . . . . . 21 85 5. Nominating Committee Operation . . . . . . . . . . . . . . . 22 86 5.1. Discretion . . . . . . . . . . . . . . . . . . . . . . . 22 87 5.2. Selection Timeline . . . . . . . . . . . . . . . . . . . 22 88 5.3. Confirmation Timeline . . . . . . . . . . . . . . . . . . 22 89 5.4. Milestones . . . . . . . . . . . . . . . . . . . . . . . 23 90 5.5. Voting Mechanism . . . . . . . . . . . . . . . . . . . . 23 91 5.6. Voting Quorum . . . . . . . . . . . . . . . . . . . . . . 23 92 5.7. Voting Member Recall . . . . . . . . . . . . . . . . . . 23 93 5.8. Chair Recall . . . . . . . . . . . . . . . . . . . . . . 24 94 5.9. Deliberations . . . . . . . . . . . . . . . . . . . . . . 25 95 5.10. Call for Nominees . . . . . . . . . . . . . . . . . . . . 25 96 5.11. Nominations . . . . . . . . . . . . . . . . . . . . . . . 25 97 5.12. Candidate Selection . . . . . . . . . . . . . . . . . . . 26 98 5.13. Consent to Nomination . . . . . . . . . . . . . . . . . . 26 99 5.14. Notifying Confirming Bodies . . . . . . . . . . . . . . . 27 100 5.15. Confirming Candidates . . . . . . . . . . . . . . . . . . 27 101 5.16. Archives . . . . . . . . . . . . . . . . . . . . . . . . 28 102 6. Dispute Resolution Process . . . . . . . . . . . . . . . . . 28 103 7. Member Recall . . . . . . . . . . . . . . . . . . . . . . . . 29 104 7.1. Petition . . . . . . . . . . . . . . . . . . . . . . . . 29 105 7.2. Recall Committee Chair . . . . . . . . . . . . . . . . . 30 106 7.3. Recall Committee Creation . . . . . . . . . . . . . . . . 30 107 7.4. Recall Committee Rules . . . . . . . . . . . . . . . . . 30 108 7.5. Recall Committee Operation . . . . . . . . . . . . . . . 31 109 7.6. 3/4 Majority . . . . . . . . . . . . . . . . . . . . . . 31 110 7.7. Position To Be Filled . . . . . . . . . . . . . . . . . . 31 111 8. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 31 112 9. Security Considerations . . . . . . . . . . . . . . . . . . . 31 113 10. Changes Since RFC 7437 . . . . . . . . . . . . . . . . . . . 31 114 11. References . . . . . . . . . . . . . . . . . . . . . . . . . 32 115 11.1. Normative References . . . . . . . . . . . . . . . . . . 32 116 11.2. Informative References . . . . . . . . . . . . . . . . . 32 117 Appendix A. Oral Tradition . . . . . . . . . . . . . . . . . . . 33 118 Appendix B. Thoughts On the Role of the Nominating Committee . . 33 119 Appendix C. A Note About Interviewing . . . . . . . . . . . . . 34 120 Appendix D. Nominating Committee Timeline . . . . . . . . . . . 34 121 Appendix E. Acknowledgments . . . . . . . . . . . . . . . . . . 37 122 Appendix F. Change History . . . . . . . . . . . . . . . . . . . 37 123 F.1. RFC7437 to -00 . . . . . . . . . . . . . . . . . . . . . 37 124 F.2. -00 to -01 . . . . . . . . . . . . . . . . . . . . . . . 37 125 F.3. -01 to -02 . . . . . . . . . . . . . . . . . . . . . . . 37 126 F.4. -02 to -03 . . . . . . . . . . . . . . . . . . . . . . . 38 127 F.5. -03 to -04 . . . . . . . . . . . . . . . . . . . . . . . 38 128 F.6. -04 to -05 . . . . . . . . . . . . . . . . . . . . . . . 38 129 F.7. -05 to -06 . . . . . . . . . . . . . . . . . . . . . . . 38 130 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 38 132 1. Introduction 134 This document is a complete specification of the process by which 135 members of the IAB and IESG, and some members of the IAOC, are 136 selected, confirmed, and recalled as of the date of its approval. 138 Section 4 of [RFC4071] provides further details about the IAOC 139 positions that are filled by the nominating committee. 141 The following two assumptions continue to be true of this 142 specification: 144 1. The Internet Research Task Force (IRTF) and Internet Research 145 Steering Group (IRSG) are not a part of the process described 146 here. 148 2. The organization (and reorganization) of the IESG is not a part 149 of the process described here. 151 The time frames specified here use IETF meetings as a frame of 152 reference. The time frames assume that the IETF meets three times 153 per calendar year with approximately equal amounts of time between 154 them. The meetings are referred to as the First IETF, Second IETF, 155 or Third IETF as needed. 157 The next section lists the words and phrases commonly used throughout 158 this document with their intended meaning. 160 The majority of this document is divided into four major topics as 161 follows: 163 General: This is a set of rules and constraints that apply to the 164 selection and confirmation process as a whole. 166 Nominating Committee Selection: This is the process by which the 167 volunteers who will serve on the committee are selected. 169 Nominating Committee Operation: This is the set of principles, 170 rules, and constraints that guide the activities of the nominating 171 committee, including the confirmation process. 173 Member Recall: This is the process by which the behavior of a 174 sitting member of the IAOC, IESG, or IAB may be questioned, 175 perhaps resulting in the removal of the sitting member. 177 A final section describes how this document differs from its 178 predecessor [RFC7437]. 180 An appendix of useful facts and practices collected from previous 181 nominating committees is also included. 183 2. Definitions 185 The following words and phrases are commonly used throughout this 186 document. They are listed here with their intended meaning for the 187 convenience of the reader. 189 candidate: A nominee who has been selected to be considered for 190 confirmation by a confirming body. 192 confirmed candidate: A candidate that has been reviewed and approved 193 by a confirming body. 195 nominating committee term: The term begins when its members are 196 officially announced, which is expected to be prior to the Third 197 IETF to ensure it is fully operational at the Third IETF. The 198 term ends at the Third IETF (not three meetings) after the next 199 nominating committee's term begins. 201 IETF Executive Director: The person charged with operation of the 202 IETF Secretariat function. (See Section 2 of [RFC3710]). 204 nominee: A person who is being or has been considered for one or 205 more open positions of the IESG, IAB, or IAOC. 207 sitting member: A person who is currently serving a term of 208 membership in the IESG, IAB, or ISOC Board of Trustees. 210 3. General 212 The following set of rules apply to the process as a whole. If 213 necessary, a paragraph discussing the interpretation of each rule is 214 included. 216 3.1. Completion Due 218 The completion of the annual process is due within seven months. 220 The completion of the annual process is due one month prior to the 221 Friday of the week before the First IETF. It is expected to begin at 222 least eight months prior to the Friday of the week before the First 223 IETF. 225 The process officially begins with the announcement of the Chair of 226 the committee. The process officially ends when all confirmed 227 candidates have been announced. 229 The annual process is comprised of three major components as follows: 231 1. The selection and organization of the nominating committee 232 members. 234 2. The selection of candidates by the nominating committee. 236 3. The confirmation of the candidates. 238 There is an additional month set aside between when the annual 239 process is expected to end and the term of the new candidates is to 240 begin. This time may be used during unusual circumstances to extend 241 the time allocated for any of the components listed above. 243 3.2. Nominating Committee Principal Functions 245 The principal functions of the nominating committee are to review 246 each open IESG, IAB, and IAOC position and to nominate either its 247 incumbent or a superior candidate. 249 Although there is no term limit for serving in any IESG, IAB, or IAOC 250 position, the nominating committee may use length of service as one 251 of its criteria for evaluating an incumbent. 253 The nominating committee does not select the open positions to be 254 reviewed; it is instructed as to which positions to review. 256 The nominating committee will be given the titles of the positions to 257 be reviewed and a brief summary of the desired expertise of the 258 candidate that is nominated to fill each position. 260 Incumbents must notify the nominating committee if they wish to be 261 nominated. 263 The nominating committee does not confirm its candidates; it presents 264 its candidates to the appropriate confirming body as indicated below. 266 A superior candidate is one who the nominating committee believes 267 would contribute in such a way as to improve or enhance the body to 268 which he or she is nominated. 270 3.3. Positions To Be Reviewed 272 Approximately one-half of each of the then current IESG and IAB 273 positions, and one IAOC position, is selected to be reviewed each 274 year. 276 The intent of this rule is to ensure the review of approximately one- 277 half of each of the IESG and IAB sitting members, and one of the two 278 nominated IAOC positions, each year. It is recognized that 279 circumstances may exist that will require the nominating committee to 280 review more or less than the usual number of positions, e.g., if the 281 IESG, IAB, or IAOC have reorganized prior to this process and created 282 new positions, if there are an odd number of current positions, or if 283 a member unexpectedly resigns. 285 3.4. Term Lengths 287 Confirmed candidates are expected to serve at least a two-year term. 289 The intent of this rule is to ensure that members of the IESG, IAB, 290 and IAOC serve the number of years that best facilitates the review 291 of one-half of the members each year. 293 The term of a confirmed candidate selected according to the mid-term 294 vacancy rules may be less than two years, as stated elsewhere in this 295 document. 297 It is consistent with this rule for the nominating committee to 298 choose one or more of the currently open positions to which it may 299 assign a term of not more than three years in order to ensure the 300 ideal application of this rule in the future. 302 It is consistent with this rule for the nominating committee to 303 choose one or more of the currently open positions that share 304 responsibilities with other positions (both those being reviewed and 305 those sitting) to which it may assign a term of not more than three 306 years to ensure that all such members will not be reviewed at the 307 same time. 309 All sitting member terms end during the First IETF meeting 310 corresponding to the end of the term for which they were confirmed. 311 All confirmed candidate terms begin during the First IETF meeting 312 corresponding to the beginning of the term for which they were 313 confirmed. 315 For confirmed candidates of the IESG, the terms begin no later than 316 when the currently sitting members' terms end on the last day of the 317 meeting. A term may begin or end no sooner than the first day of the 318 meeting and no later than the last day of the meeting as determined 319 by the mutual agreement of the currently sitting member and the 320 confirmed candidate. A confirmed candidate's term may overlap the 321 sitting member's term during the meeting as determined by their 322 mutual agreement. 324 For confirmed candidates of the IAB and IAOC, the terms overlap with 325 the terms of the sitting members for the entire week of the meeting. 327 For candidates confirmed under the mid-term vacancy rules, the term 328 begins as soon as possible after the confirmation. 330 3.5. Mid-term Vacancies 332 Mid-term vacancies are filled by the same rules as documented here 333 with four qualifications, namely: 335 1. When there is only one official nominating committee, the body 336 with the mid-term vacancy relegates the responsibility to fill 337 the vacancy to it. If the mid-term vacancy occurs during the 338 period of time that the term of the prior year's nominating 339 committee overlaps with the term of the current year's nominating 340 committee, the body with the mid-term vacancy must relegate the 341 responsibility to fill the vacancy to the prior year's nominating 342 committee. 344 2. If it is the case that the nominating committee is reconvening to 345 fill the mid-term vacancy, then the completion of the candidate 346 selection and confirmation process is due within six weeks, with 347 all other time periods otherwise unspecified prorated 348 accordingly. 350 3. The confirming body has two weeks from the day it is notified of 351 a candidate to reject the candidate, otherwise the candidate is 352 assumed to have been confirmed. 354 4. The term of the confirmed candidate will be either: 356 A. the remainder of the term of the open position if that 357 remainder is not less than one year or 359 B. the remainder of the term of the open position plus the next 360 two-year term if that remainder is less than one year. 362 In both cases, a year is the period of time from a First IETF meeting 363 to the next First IETF meeting. 365 3.6. Confidentiality 367 All deliberations and supporting information that relates to specific 368 nominees, candidates, and confirmed candidates are confidential. 370 The nominating committee and confirming body members will be exposed 371 to confidential information as a result of their deliberations, their 372 interactions with those they consult, and from those who provide 373 requested supporting information. All members and all other 374 participants are expected to handle this information in a manner 375 consistent with its sensitivity. 377 It is consistent with this rule for current nominating committee 378 members who have served on prior nominating committees to advise the 379 current committee on deliberations and results of the prior 380 committee, as necessary and appropriate. 382 The list of nominees willing to be considered for positions under 383 review in the current nominating committee cycle is not confidential. 384 The nominating committee may disclose a list of names of nominees who 385 are willing to be considered for positions under review to the 386 community, in order to obtain feedback from the community on these 387 nominees. 389 The list of nominees disclosed for a specific position should contain 390 only the names of nominees who are willing to be considered for the 391 position under review. 393 The nominating committee may choose not to include some names in the 394 disclosed list, at their discretion. 396 The nominating committee may disclose an updated list, at its 397 discretion. For example, the nominating committee might disclose an 398 updated list if it identifies errors/omissions in a previously 399 disclosed version of the disclosed list, or if the nominating 400 committee finds it necessary to call for additional nominees, and 401 these nominees indicate a willingness to be considered before the 402 nominating committee has completed its deliberations. 404 Nominees may choose to ask people to provide feedback to the 405 nominating committee but should not encourage any public statements 406 of support. Nominating committees should consider nominee-encouraged 407 lobbying and campaigning to be unacceptable behavior. 409 IETF community members are encouraged to provide feedback on nominees 410 to the nominating committee but should not post statements of 411 support/non-support for nominees in any public forum. 413 3.7. Advice and Consent Model 415 Unless otherwise specified, the advice and consent model is used 416 throughout the process. This model is characterized as follows. 418 3.7.1. Positions To Be Reviewed 420 The IETF Executive Director informs the nominating committee of the 421 IESG, IAB, and IAOC positions to be reviewed. 423 The IESG, IAB, and IAOC are responsible for providing a summary of 424 the expertise desired of the candidates selected for their respective 425 open positions to the Executive Director. The summaries are provided 426 to the nominating committee for its consideration. 428 3.7.2. Candidate Selection 430 The nominating committee selects candidates based on its 431 understanding of the IETF community's consensus of the qualifications 432 required and advises each confirming body of its respective 433 candidates. 435 3.7.3. Candidate Review 437 The confirming bodies review their respective candidates, they may at 438 their discretion communicate with the nominating committee, and then 439 consent to some, all, or none of the candidates. 441 The sitting IAB members review the IESG candidates. 443 The Internet Society Board of Trustees reviews the IAB candidates. 445 The IAOC candidate is reviewed as specified in [RFC4071]. 447 The confirming bodies conduct their review using all information and 448 any means acceptable to them, including but not limited to the 449 supporting information provided by the nominating committee, 450 information known personally to members of the confirming bodies and 451 shared within the confirming body, the results of interactions within 452 the confirming bodies, and the confirming bodies' interpretation of 453 what is in the best interests of the IETF community. 455 If all of the candidates are confirmed, the job of the nominating 456 committee with respect to those open positions is complete. 458 If some or none of the candidates submitted to a confirming body are 459 confirmed, the confirming body should communicate with the nominating 460 committee both to explain the reason why all the candidates were not 461 confirmed and to understand the nominating committee's rationale for 462 its candidates. 464 The confirming body may reject individual candidates, in which case 465 the nominating committee must select alternate candidates for the 466 rejected candidates. 468 Any additional time required by the nominating committee should not 469 exceed its maximum time allotment. 471 3.7.4. Confirmation 473 A confirming body decides whether it confirms each candidate using a 474 confirmation decision rule chosen by the confirming body. 476 If a confirming body has no specific confirmation decision rule, then 477 confirming a given candidate should require at least one-half of the 478 confirming body's sitting members to agree to that confirmation. 480 The decision may be made by conducting a formal vote, by asserting 481 consensus based on informal exchanges (e.g., email), or by any other 482 mechanism that is used to conduct the normal business of the 483 confirming body. 485 Regardless of which decision rule the confirming body uses, any 486 candidate that is not confirmed under that rule is considered to be 487 rejected. 489 The confirming body must make its decision within a reasonable time 490 frame. The results from the confirming body must be reported 491 promptly to the nominating committee. 493 3.8. Sitting Members 495 The following rules apply to nominees and candidates who are 496 currently sitting members of the IESG, IAB, or IAOC and who are not 497 sitting in an open position being filled by the nominating committee. 499 The confirmation of a candidate to an open position does not 500 automatically create a vacancy in the IESG, IAB, or IAOC position 501 currently occupied by the candidate. The mid-term vacancy can not 502 exist until, first, the candidate formally resigns from the current 503 position and, second, the body with the vacancy formally decides for 504 itself that it wants the nominating committee to fill the mid-term 505 vacancy according to the rules for a mid-term vacancy documented 506 elsewhere in this document. 508 The resignation should be effective as of when the term of the new 509 position begins. The resignation may remain confidential to the IAB, 510 IAOC, IESG, and nominating committee until the confirmed candidate is 511 announced for the new position. The process, according to rules set 512 out elsewhere in this document, of filling the seat vacated by the 513 confirmed candidate may begin as soon as the vacancy is publicly 514 announced. 516 Filling a mid-term vacancy is a separate and independent action from 517 the customary action of filling open positions. In particular, a 518 nominating committee must complete its job with respect to filling 519 the open positions and then separately proceed with the task of 520 filling the mid-term vacancy according to the rules for a mid-term 521 vacancy documented elsewhere in this document. 523 However, the following exception is permitted in the case where the 524 candidate for an open position is currently a sitting member of the 525 IAB. It is consistent with these rules for the announcements of a 526 resignation of a sitting member of the IAB and of the confirmed 527 candidate for the mid-term vacancy created by that sitting member on 528 the IAB to all occur at the same time as long as the actual sequence 529 of events that occurred did so in the following order: 531 1. The nominating committee completes the advice and consent process 532 for the open position being filled by the candidate currently 533 sitting on the IAB. 535 2. The newly confirmed candidate resigns from their current position 536 on the IAB. 538 3. The IAB with the new mid-term vacancy requests that the 539 nominating committee fill the position. 541 4. The Executive Director of the IETF informs the nominating 542 committee of the mid-term vacancy. 544 5. The nominating committee acts on the request to fill the mid-term 545 vacancy. 547 3.9. Announcements 549 All announcements must be made using at least the mechanism used by 550 the IETF Secretariat for its announcements, including a notice on the 551 IETF web site. 553 As of the publication of this document, the current mechanism is an 554 email message to both the "ietf" and the "ietf-announce" mailing 555 lists. 557 4. Nominating Committee Selection 559 The following set of rules apply to the creation of the nominating 560 committee and the selection of its members. 562 4.1. Timeline 564 The completion of the process of selecting and organizing the members 565 of the nominating committee is due within three months. 567 The completion of the selection and organization process is due at 568 least one month prior to the Third IETF. This ensures the nominating 569 committee is fully operational and available for interviews and 570 consultation during the Third IETF. 572 4.2. Term 574 The term of a nominating committee is expected to be 15 months. 576 It is the intent of this rule that the end of a nominating 577 committee's term overlap by approximately three months the beginning 578 of the term of the next nominating committee. 580 The term of a nominating committee begins when its members are 581 officially announced. The term ends at the Third IETF (not three 582 meetings), i.e., the IETF meeting after the next nominating 583 committee's term begins. 585 A term is expected to begin at least two months prior to the Third 586 IETF to ensure the nominating committee has at least one month to get 587 organized before preparing for the Third IETF. 589 A nominating committee is expected to complete any work in progress 590 before it is dissolved at the end of its term. 592 During the period of time when the terms of the nominating committees 593 overlap, all mid-term vacancies are to be relegated to the prior 594 year's nominating committee. The prior year's nominating committee 595 has no other responsibilities during the overlap period. At all 596 times other than the overlap period, there is exactly one official 597 nominating committee and it is responsible for all mid-term 598 vacancies. 600 When the prior year's nominating committee is filling a mid-term 601 vacancy during the period of time that the terms overlap, the 602 nominating committees operate independently. However, some 603 coordination is needed between them. Since the prior year's Chair is 604 a non-voting advisor to the current nominating committee, the 605 coordination is expected to be straightforward. 607 4.3. Structure 609 The nominating committee comprises at least a Chair, 10 selecting 610 volunteers, three liaisons, and an advisor. 612 Any committee member may propose the addition of an advisor to 613 participate in some or all of the deliberations of the committee. 615 The addition must be approved by the committee according to its 616 established voting mechanism. Advisors participate as individuals. 618 Any committee member may propose the addition of a liaison from other 619 unrepresented organizations to participate in some or all of the 620 deliberations of the committee. The addition must be approved by the 621 committee according to its established voting mechanism. Liaisons 622 participate as representatives of their respective organizations. 624 The Chair is selected according to rules stated elsewhere in this 625 document. 627 The 10 selecting volunteers are selected according to rules stated 628 elsewhere in this document. The Chair may select an additional two 629 volunteers to act as extras in case one or two of the original ten 630 become unable to complete their obligations. 632 The IESG, IAB, and IAOC liaisons are selected according to rules 633 stated elsewhere in this document. 635 The Internet Society Board of Trustees may appoint a liaison to the 636 nominating committee at its own discretion. 638 The Chair of last year's nominating committee serves as an advisor 639 according to rules stated elsewhere in this document. 641 The Chair, liaisons, and advisors do not vote on the selection of 642 candidates. They do vote on all other issues before the committee 643 unless otherwise specified in this document. 645 4.4. Chair Duties 647 The Chair of the nominating committee is responsible for ensuring the 648 nominating committee completes its assigned duties in a timely 649 fashion and performs in the best interests of the IETF community. 651 The Chair must be thoroughly familiar with the rules and guidance 652 indicated throughout this document. The Chair must ensure the 653 nominating committee completes its assigned duties in a manner that 654 is consistent with this document. 656 The Chair must attest by proclamation at a plenary session of the 657 First IETF that the results of the committee represent its best 658 effort and the best interests of the IETF community. 660 The Chair does not vote on the selection of candidates. 662 4.5. Chair Selection 664 The Internet Society President appoints the Chair, who must meet the 665 same requirements for membership in the nominating committee as a 666 selecting volunteer. Selection of someone with prior nominating 667 committee experience is preferred. 669 The nominating committee Chair must agree to invest the time 670 necessary to ensure that the nominating committee completes its 671 assigned duties and to perform in the best interests of the IETF 672 community in that role. 674 The appointment is due no later than the Second IETF meeting to 675 ensure it can be announced during a plenary session at that meeting. 676 The completion of the appointment is necessary to ensure the annual 677 process can complete at the time specified elsewhere in this 678 document. 680 The Internet Society President has the discretion to appoint the 681 Chair earlier than the Second IETF meeting in order to allow for 682 additional training and transition time, especially when selecting a 683 person who has no prior nominating committee experience. 685 At the Second IETF meeting, the new Chair appointment is to be 686 announced. Upon this announcement, the previous nominating committee 687 Chair and volunteers should discard or destroy any materials they 688 have accumulated (email messages, private keys, etc.) as the new 689 Chair is now responsible for any open positions. 691 4.6. Temporary Chair 693 A Chair, in consultation with the Internet Society President, may 694 appoint a temporary substitute for the Chair position. 696 There are a variety of ordinary circumstances that may arise from 697 time to time that could result in a Chair being unavailable to 698 oversee the activities of the committee. The Chair, in consultation 699 with the Internet Society President, may appoint a substitute from a 700 pool comprised of the liaisons currently serving on the committee and 701 the prior year's Chair or designee. 703 Any such appointment must be temporary and does not absolve the Chair 704 of any or all responsibility for ensuring the nominating committee 705 completes its assigned duties in a timely fashion. 707 4.7. Liaisons 709 Liaisons are responsible for ensuring the nominating committee in 710 general and the Chair in particular execute their assigned duties in 711 the best interests of the IETF community. 713 Liaisons are expected to represent the views of their respective 714 organizations during the deliberations of the committee. They should 715 provide information as requested or when they believe it would be 716 helpful to the committee. 718 Liaisons from the IESG, IAB, and IAOC are expected to provide 719 information to the nominating committee regarding the operation, 720 responsibility, and composition of their respective bodies. 722 Liaisons are expected to convey questions from the committee to their 723 respective organizations and responses to those questions to the 724 committee, as requested by the committee. 726 Liaisons from the IESG, IAB, IAOC, and Internet Society Board of 727 Trustees (if one was appointed) are expected to review the operation 728 and executing process of the nominating committee and to report any 729 concerns or issues to the Chair of the nominating committee 730 immediately. If they can not resolve the issue between themselves, 731 liaisons must report it according to the dispute resolution process 732 stated elsewhere in this document. 734 Liaisons from confirming bodies are expected to assist the committee 735 in preparing the testimony it is required to provide with its 736 candidates. 738 Liaisons may have other nominating committee responsibilities as 739 required by their respective organizations or requested by the 740 nominating committee, except that such responsibilities may not 741 conflict with any other provisions of this document. 743 Liaisons typically participate in candidate interviews or private 744 nominating committee deliberations about candidates only to the 745 extent necessary to meet their obligations as described above. 747 Liaisons do not vote on the selection of candidates. 749 4.8. Liaison Appointment 751 The sitting IAB, IESG, and IAOC members each appoint a liaison from 752 their current membership, someone who is not sitting in an open 753 position, to serve on the nominating committee. 755 4.9. Advisors 757 An advisor is responsible for such duties as specified by the 758 invitation that resulted in the appointment. 760 Advisors do not vote on the selection of candidates. 762 4.10. Past Chair 764 The Chair of the prior year's nominating committee serves as an 765 advisor to the current committee. 767 The prior year's Chair is expected to review the actions and 768 activities of the current Chair and to report any concerns or issues 769 to the nominating committee Chair immediately. If they can not 770 resolve the issue between themselves, the prior year's Chair must 771 report it according to the dispute resolution process stated 772 elsewhere in this document. 774 The prior year's Chair may select a designee from a pool composed of 775 the selecting volunteers of the prior year's committee and all prior 776 Chairs if the Chair is unavailable. If the prior year's Chair is 777 unavailable or is unable or unwilling to make such a designation in a 778 timely fashion, the Chair of the current year's committee may select 779 a designee in consultation with the Internet Society President. 781 Selecting a prior year's committee member as the designee permits the 782 experience of the prior year's deliberations to be readily available 783 to the current committee. Selecting an earlier prior year Chair as 784 the designee permits the experience of being a Chair as well as that 785 Chair's committee deliberations to be readily available to the 786 current committee. 788 All references to "prior year's Chair" in this document refer to the 789 person serving in that role, whether it is the actual prior year's 790 Chair or a designee. 792 4.11. Selecting Volunteers 794 Selecting volunteers are responsible for completing the tasks of the 795 nominating committee in a timely fashion. 797 Each selecting volunteer is expected to participate in all activities 798 of the nominating committee with a level of effort approximately 799 equal to all other selecting volunteers. Specific tasks to be 800 completed are established and managed by the Chair according to rules 801 stated elsewhere in this document. 803 4.12. Milestones 805 The Chair must establish and announce milestones for the selection of 806 the nominating committee members. 808 There is a defined time period during which the selection process is 809 due to be completed. The Chair must establish a set of milestones 810 which, if met in a timely fashion, will result in the completion of 811 the process on time. 813 4.13. Open Positions 815 The Chair (or the IETF Executive Director, if no Chair has been named 816 four weeks after the First IETF meeting of the year) obtains the list 817 of positions to be reviewed and announces it along with a 818 solicitation for names of volunteers from the IETF community willing 819 to serve on the nominating committee. 821 If the IETF Executive Director issues the solicitation for 822 volunteers, the IETF Executive Director must also collect responses 823 to the solicitation and provide the names of volunteers to the 824 incoming nominating committee Chair when the incoming nominating 825 committee Chair is named. 827 At the Chair's request, the IETF Secretariat may perform other 828 clerical support tasks, as long as the task being performed does not 829 require nominating committee Chair judgment, in the nominating 830 committee Chair's opinion, and as long as the community is 831 appropriately notified that this request is being made. This request 832 may come from the incoming nominating committee Chair (if one has 833 been selected for this nominating committee cycle) or the previous 834 nominating committee Chair (if the search for an incoming nominating 835 committee Chair is still underway). 837 The solicitation must permit the community at least 30 days during 838 which they may choose to volunteer to be selected for the nominating 839 committee. 841 The list of open positions is published with the solicitation to 842 facilitate community members choosing between volunteering for an 843 open position and volunteering for the nominating committee. 845 4.14. Volunteer Qualification 847 Members of the IETF community must have attended at least three of 848 the last five IETF meetings in order to volunteer. 850 The five meetings are the five most recent meetings that ended prior 851 to the date on which the solicitation for nominating committee 852 volunteers was submitted for distribution to the IETF community. 854 The IETF Secretariat is responsible for confirming that volunteers 855 have met the attendance requirement. 857 Volunteers must provide their full name, email address, and primary 858 company or organization affiliation (if any) when volunteering. 860 Volunteers are expected to be familiar with the IETF processes and 861 procedures, which are readily learned by active participation in a 862 working group and especially by serving as a document editor or 863 working group chair. 865 4.14.1. Evolution 867 The requirement to attend three of five recent meetings in order to 868 qualify to volunteer to serve on the nominating committee is 869 increasingly criticized as selecting for participants that are well- 870 funded enough to travel, and excludes those that participate in the 871 IETF in other meaningful ways without attending in person. Indeed, 872 there are plenty of participants who attend meetings yet contribute 873 less overall than some who cannot attend in person while doing a 874 great deal of work within the IETF. 876 A future revision to this document should revisit the qualification 877 requirement specified above with the intent of being more inclusive 878 of participants that do not always attend meetings in-person. This 879 is especially important as the IETF continues to develop its 880 capabilities around remote participation in meetings and recording 881 participant activity. 883 4.15. Not Qualified 885 Any person who serves on any of the Internet Society Board of 886 Trustees, the IAB, the IESG, or the IAOC, including those who serve 887 on these bodies in ex officio positions, may not volunteer to serve 888 as voting members of the nominating committee. Liaisons to these 889 bodies from other bodies or organizations are not excluded by this 890 rule. 892 4.16. Selection Process 894 The Chair announces both the list of the pool of volunteers from 895 which the 10 selecting volunteers will be randomly selected and the 896 method with which the selection will be completed. 898 The announcement should be made at least one week prior to the date 899 on which the random selection will occur. 901 The pool of volunteers must be enumerated or otherwise indicated 902 according to the needs of the selection method to be used. 904 The announcement must specify the data that will be used as input to 905 the selection method. The method must depend on random data whose 906 value is not known or available until the date on which the random 907 selection will occur. 909 It must be possible to independently verify that the selection method 910 used is both fair and unbiased. A method is fair if each eligible 911 volunteer is equally likely to be selected. A method is unbiased if 912 no one can influence its outcome in favor of a specific outcome. 914 It must be possible to repeat the selection method, either through 915 iteration or by restarting in such a way as to remain fair and 916 unbiased. This is necessary to replace selected volunteers should 917 they become unavailable after selection. 919 The selection method must produce an ordered list of volunteers. 921 One possible selection method is described in [RFC3797]. 923 4.17. Announcement of Selection Results 925 The Chair randomly selects the 10 voting volunteers from the pool of 926 names of volunteers and announces the members of the nominating 927 committee. 929 No more than two volunteers with the same primary affiliation may be 930 selected for the nominating committee. The Chair reviews the primary 931 affiliation of each volunteer selected by the method in turn. If the 932 primary affiliation for a volunteer is the same as two previously 933 selected volunteers, that volunteer is removed from consideration and 934 the method is repeated to identify the next eligible volunteer. 936 There must be at least two announcements of all members of the 937 nominating committee. 939 The first announcement should occur as soon after the random 940 selection as is reasonable for the Chair. The community must have at 941 least one week during which any member may challenge the results of 942 the random selection. 944 The challenge must be made in writing (email is acceptable) to the 945 Chair. The Chair has 48 hours to review the challenge and offer a 946 resolution to the member. If the resolution is not accepted by the 947 member, that member may report the challenge according to the dispute 948 resolution process stated elsewhere in this document. 950 If a selected volunteer, upon reading the announcement with the list 951 of selected volunteers, finds that two or more other volunteers have 952 the same affiliation, then the volunteer should notify the Chair who 953 will determine the appropriate action. 955 During at least the one week challenge period, the Chair must contact 956 each of the members and confirm their willingness and availability to 957 serve. The Chair should make every reasonable effort to contact each 958 member. 960 o If the Chair is unable to contact a liaison, the problem is 961 referred to the respective organization to resolve. The Chair 962 should allow a reasonable amount of time for the organization to 963 resolve the problem and then may proceed without the liaison. 965 o If the Chair is unable to contact an advisor, the Chair may elect 966 to proceed without the advisor, except for the prior year's Chair 967 for whom the Chair must consult with the Internet Society 968 President as stated elsewhere in this document. 970 o If the Chair is unable to contact a voting volunteer, the Chair 971 must repeat the random selection process in order to replace the 972 unavailable volunteer. There should be at least one day between 973 the announcement of the iteration and the selection process. 975 After at least one week and confirming that 10 selecting volunteers 976 are ready to serve, the Chair makes the second announcement of the 977 members of the nominating committee, which officially begins the term 978 of the nominating committee. 980 4.18. Committee Organization 982 The Chair works with the members of the committee to organize itself 983 in preparation for completing its assigned duties. 985 The committee has approximately one month during which it can self- 986 organize. Its responsibilities during this time include but are not 987 limited to the following: 989 o Setting up a regular teleconference schedule. 991 o Setting up an internal web site. 993 o Setting up a mailing list for internal discussions. 995 o Setting up an email address for receiving community input. 997 o Establishing operational procedures. 999 o Establishing milestones in order to monitor the progress of the 1000 selection process. 1002 5. Nominating Committee Operation 1004 The following rules apply to the operation of the nominating 1005 committee. If necessary, a paragraph discussing the interpretation 1006 of each rule is included. 1008 The rules are organized approximately in the order in which they 1009 would be invoked. 1011 5.1. Discretion 1013 All rules and special circumstances not otherwise specified are at 1014 the discretion of the committee. 1016 Exceptional circumstances will occasionally arise during the normal 1017 operation of the nominating committee. This rule is intended to 1018 foster the continued forward progress of the committee. 1020 Any member of the committee may propose a rule for adoption by the 1021 committee. The rule must be approved by the committee according to 1022 its established voting mechanism. 1024 All members of the committee should consider whether the exception is 1025 worthy of mention in the next revision of this document and follow-up 1026 accordingly. 1028 5.2. Selection Timeline 1030 The completion of the process of selecting candidates to be confirmed 1031 by their respective confirming body is due within three months. 1033 The completion of the selection process is due at least two months 1034 prior to the First IETF. This ensures the nominating committee has 1035 sufficient time to complete the confirmation process. 1037 5.3. Confirmation Timeline 1039 The completion of the process of confirming the candidates is due 1040 within one month. 1042 The completion of the confirmation process is due at least one month 1043 prior to the First IETF. 1045 5.4. Milestones 1047 The Chair must establish a set of nominating committee milestones for 1048 the candidate selection and confirmation process. 1050 There is a defined time period during which the candidate selection 1051 and confirmation process must be completed. The Chair must establish 1052 a set of milestones that, if met in a timely fashion, will result in 1053 the completion of the process on time. The Chair should allow time 1054 for iterating the activities of the committee if one or more 1055 candidates are not confirmed. 1057 The Chair should ensure that all committee members are aware of the 1058 milestones. 1060 5.5. Voting Mechanism 1062 The Chair must establish a voting mechanism. The mechanism by which 1063 this is accomplished is left to the discretion of the Chair, but must 1064 be accepted by at least 75% of the selecting volunteers before the 1065 work of the committee can begin. Once established, this procedure 1066 cannot be altered until the current nominating committee is 1067 dissolved. 1069 The committee must be able to objectively determine when a decision 1070 has been made during its deliberations. The criteria for determining 1071 closure must be established and known to all members of the 1072 nominating committee. 1074 5.6. Voting Quorum 1076 At least a quorum of committee members must participate in a vote. 1078 Only selecting volunteers vote on a candidate selection. For a 1079 candidate selection vote, a quorum is comprised of at least two 1080 thirds of the selecting volunteers. 1082 At all other times, a quorum is present if at least 75% of the 1083 nominating committee members are participating. 1085 5.7. Voting Member Recall 1087 Any member of the nominating committee may propose to the committee 1088 that any other member except the Chair be recalled. The process for 1089 recalling the Chair is defined elsewhere in this document. 1091 There are a variety of ordinary circumstances that may arise that 1092 could result in one or more members of the committee being 1093 unavailable to complete their assigned duties, for example, health 1094 concerns, family issues, or a change of priorities at work. A 1095 committee member may choose to resign for unspecified personal 1096 reasons. In addition, the committee may not function well as a group 1097 because a member may be disruptive or otherwise uncooperative. 1099 Regardless of the circumstances, if individual committee members can 1100 not work out their differences between themselves, the entire 1101 committee may be called upon to discuss and review the circumstances. 1102 If a resolution is not forthcoming, a vote may be conducted. A 1103 member may be recalled if at least a quorum of all committee members 1104 (not exclusively the selecting volunteers) agree, including the vote 1105 of the member being recalled. 1107 If a liaison member is recalled, the committee must notify the 1108 affected organization and must allow a reasonable amount of time for 1109 a replacement to be identified by the organization before proceeding. 1111 If an advisor member other than the prior year's Chair is recalled, 1112 the committee may choose to proceed without the advisor. In the case 1113 of the prior year's Chair, the Internet Society President must be 1114 notified and the current Chair must be allowed a reasonable amount of 1115 time to consult with the Internet Society President to identify a 1116 replacement before proceeding. 1118 If a single selecting volunteer position on the nominating committee 1119 is vacated, regardless of the circumstances, the committee may choose 1120 to proceed with only nine selecting volunteers at its own discretion. 1121 In all other cases, a new voting member must be selected, and the 1122 Chair must repeat the random selection process including an 1123 announcement of the iteration prior to the actual selection as stated 1124 elsewhere in this document. 1126 A change in the primary affiliation of a voting volunteer during the 1127 term of the nominating committee is not a cause to request the recall 1128 of that volunteer, even if the change would result in more than two 1129 selecting volunteers with the same affiliation. 1131 5.8. Chair Recall 1133 Only the prior year's Chair may request the recall of the current 1134 Chair. 1136 It is the responsibility of the prior year's Chair to ensure the 1137 current Chair completes the assigned tasks in a manner consistent 1138 with this document and in the best interests of the IETF community. 1140 Any member of the committee who has an issue or concern regarding the 1141 Chair should report it to the prior year's Chair immediately. The 1142 prior year's Chair is expected to report it to the Chair immediately. 1143 If they can not resolve the issue between themselves, the prior 1144 year's Chair must report it according to the dispute resolution 1145 process stated elsewhere in this document. 1147 5.9. Deliberations 1149 All members of the nominating committee may participate in all 1150 deliberations. 1152 The emphasis of this rule is that no member can be explicitly 1153 excluded from any deliberation. However, a member may individually 1154 choose not to participate in a deliberation. 1156 5.10. Call for Nominees 1158 The Chair announces the open positions to be reviewed, the desired 1159 expertise provided by the IETF Executive Director, and the call for 1160 nominees. 1162 The call for nominees must include a request for comments regarding 1163 the past performance of incumbents, which will be considered during 1164 the deliberations of the nominating committee. 1166 The call must request that a nomination include a valid, working 1167 email address, a telephone number, or both for the nominee. The 1168 nomination must include the set of skills or expertise the nominator 1169 believes the nominee has that would be desirable. 1171 5.11. Nominations 1173 Any member of the IETF community may nominate any member of the IETF 1174 community for any open position, whose eligibility to serve will be 1175 confirmed by the nominating committee. 1177 A self-nomination is permitted. 1179 Nominating committee members are not eligible to be considered for 1180 filling any open position by the nominating committee on which they 1181 serve. They become ineligible as soon as the term of the nominating 1182 committee on which they serve officially begins. They remain 1183 ineligible for the duration of that nominating committee's term. 1185 Although each nominating committee's term overlaps with the following 1186 nominating committee's term, nominating committee members are 1187 eligible for nomination by the following committee if not otherwise 1188 disqualified. 1190 Members of the IETF community who were recalled from any IESG, IAB, 1191 or IAOC position during the previous two years are not eligible to be 1192 considered for filling any open position. 1194 5.12. Candidate Selection 1196 The nominating committee selects candidates based on its 1197 understanding of the IETF community's consensus of the qualifications 1198 required to fill the open positions. 1200 The intent of this rule is to ensure that the nominating committee 1201 consults with a broad base of the IETF community for input to its 1202 deliberations. In particular, the nominating committee must 1203 determine if the desired expertise for the open positions matches its 1204 understanding of the qualifications desired by the IETF community. 1206 The consultations are permitted to include names of nominees, if all 1207 parties to the consultation agree to observe the same confidentiality 1208 rules as the nominating committee itself, or the names are public as 1209 discussed in Section 3.6. Feedback on individual nominees should 1210 always be confidential. 1212 A broad base of the community should include the existing members of 1213 the IAB, IAOC, and IESG, especially sitting members who share 1214 responsibilities with open positions, e.g., co-Area Directors, and 1215 working group chairs, especially those in the areas with open 1216 positions. 1218 Only selecting volunteer members vote to select candidates. 1220 5.13. Consent to Nomination 1222 Nominees should be advised that they are being considered and must 1223 consent to their nomination prior to being chosen as candidates. 1225 Although the nominating committee will make every reasonable effort 1226 to contact and to remain in contact with nominees, any nominee whose 1227 contact information changes during the process and who wishes to 1228 still be considered should inform the nominating committee of the 1229 changes. 1231 A nominee's consent must be written (email is acceptable) and must 1232 include a commitment to provide the resources necessary to fill the 1233 open position and an assurance that the nominee will perform the 1234 duties of the position for which they are being considered in the 1235 best interests of the IETF community. 1237 Consenting to a nomination must occur prior to a nominee being a 1238 candidate and may occur as soon after the nomination as needed by the 1239 nominating committee. 1241 Consenting to a nomination must not imply the nominee will be a 1242 candidate. 1244 The nominating committee should help nominees provide justification 1245 to their employers. 1247 5.14. Notifying Confirming Bodies 1249 The nominating committee advises the confirming bodies of their 1250 candidates, specifying a single candidate for each open position and 1251 testifying as to how each candidate meets the qualifications of an 1252 open position. 1254 For each candidate, the testimony must include a brief statement of 1255 the qualifications for the position that is being filled, which may 1256 be exactly the expertise that was requested. If the qualifications 1257 differ from the expertise originally requested, a brief statement 1258 explaining the difference must be included. 1260 The testimony may include a brief resume of the candidate and/or a 1261 brief summary of the deliberations of the nominating committee. 1263 5.15. Confirming Candidates 1265 Confirmed candidates must consent to their confirmation, and rejected 1266 candidates and nominees must be notified before confirmed candidates 1267 are announced. 1269 It is not necessary to notify and get consent from all confirmed 1270 candidates together. 1272 A nominee may not know they were a candidate. This permits a 1273 candidate to be rejected by a confirming body without the nominee 1274 knowing about the rejection. 1276 Rejected nominees, who consented to their nomination, and rejected 1277 candidates must be notified prior to announcing the confirmed 1278 candidates. 1280 It is not necessary to announce all confirmed candidates together. 1282 The nominating committee must ensure that all confirmed candidates 1283 are prepared to serve prior to announcing their confirmation. 1285 5.16. Archives 1287 The nominating committee should archive the information it has 1288 collected or produced for a period of time but not to exceed its 1289 term. 1291 The purpose of the archive is to assist the nominating committee 1292 should it be necessary for it to fill a mid-term vacancy. 1294 The existence of an archive, how it is implemented, and what 1295 information to archive is at the discretion of the committee. The 1296 decision must be approved by a quorum of the selecting volunteer 1297 members. 1299 The implementation of the archive should make every reasonable effort 1300 to ensure that the confidentiality of the information it contains is 1301 maintained. 1303 6. Dispute Resolution Process 1305 The dispute resolution process described here is to be used as 1306 indicated elsewhere in this document. Its applicability in other 1307 circumstances is beyond the scope of this document. 1309 The nominating committee operates under a strict rule of 1310 confidentiality. For this reason, when process issues arise, it is 1311 best to make every reasonable effort to resolve them within the 1312 committee. However, when circumstances do not permit this or no 1313 resolution is forthcoming, the process described here is to be used. 1315 The following rules apply to the process. 1317 1. The results of this process are final and binding. There is no 1318 appeal. 1320 2. The process begins with the submission of a request as described 1321 below to the Internet Society President. 1323 3. As soon as the process begins, the nominating committee may 1324 continue those activities that are unrelated to the issue to be 1325 resolved except that it must not submit any candidates to a 1326 confirming body until the issue is resolved. 1328 4. All parties to the process are subject to the same 1329 confidentiality rules as each member of the nominating committee. 1331 5. The process should be completed within two weeks. 1333 The process is as follows: 1335 1. The party seeking resolution submits a written request (email is 1336 acceptable) to the Internet Society President detailing the issue 1337 to be resolved. 1339 2. The Internet Society President appoints an arbiter to investigate 1340 and resolve the issue. A self-appointment is permitted. 1342 3. The arbiter investigates the issue making every reasonable effort 1343 to understand both sides of the issue. Since the arbiter is 1344 subject to the same confidentiality obligations as all nominating 1345 committee members, all members are expected to cooperate fully 1346 with the arbiter and to provide all relevant information to the 1347 arbiter for review. 1349 4. After consultation with the two principal parties to the issue, 1350 the arbiter decides on a resolution. Whatever actions are 1351 necessary to execute the resolution are immediately begun and 1352 completed as quickly as possible. 1354 5. The arbiter summarizes the issue, the resolution, and the 1355 rationale for the resolution for the Internet Society President. 1357 6. In consultation with the Internet Society President, the arbiter 1358 prepares a report of the dispute and its resolution. The report 1359 should include all information that in the judgment of the 1360 arbiter does not violate the confidentiality requirements of the 1361 nominating committee. 1363 7. The Chair includes the dispute report when reporting on the 1364 activities of the nominating committee to the IETF community. 1366 7. Member Recall 1368 The following rules apply to the recall process. If necessary, a 1369 paragraph discussing the interpretation of each rule is included. 1371 7.1. Petition 1373 At any time, at least 20 members of the IETF community, who are, with 1374 the exception below, qualified to be voting members of a nominating 1375 committee, may request by signed petition (email is acceptable) to 1376 the Internet Society President the recall of any sitting IAB, IAOC, 1377 or IESG member. 1379 For the purposes of this section, sitting members of the IESG, IAB, 1380 IAOC, or Internet Society Board of Trustees may sign recall 1381 petitions. In other words, Section 4.15 is not applicable in 1382 determining who is permitted to sign such a petition. 1384 All individual and collective qualifications of nominating committee 1385 eligibility, excepting the one described in the previous paragraph, 1386 are applicable, including that no more than two signatories may have 1387 the same primary affiliation. 1389 Each signature must include a full name, email address, and primary 1390 company or organization affiliation. 1392 The IETF Secretariat is responsible for confirming that each 1393 signatory is qualified to be a voting member of a nominating 1394 committee. A valid petition must be signed by at least 20 qualified 1395 signatories. 1397 The petition must include a statement of justification for the recall 1398 and all relevant and appropriate supporting documentation. 1400 The petition and its signatories must be announced to the IETF 1401 community. 1403 7.2. Recall Committee Chair 1405 The Internet Society President shall appoint a Recall Committee 1406 Chair. 1408 The Internet Society President must not evaluate the recall request. 1409 It is explicitly the responsibility of the IETF community to evaluate 1410 the behavior of its leaders. 1412 7.3. Recall Committee Creation 1414 The recall committee is created according to the same rules as is the 1415 nominating committee with the qualifications that both the person 1416 being investigated and the parties requesting the recall must not be 1417 a member of the recall committee in any capacity. 1419 7.4. Recall Committee Rules 1421 The recall committee operates according to the same rules as the 1422 nominating committee with the qualification that there is no 1423 confirmation process. 1425 7.5. Recall Committee Operation 1427 The recall committee investigates the circumstances of the 1428 justification for the recall and votes on its findings. 1430 The investigation must include at least both an opportunity for the 1431 member being recalled to present a written statement and consultation 1432 with third parties. 1434 7.6. 3/4 Majority 1436 A 3/4 majority of the members who vote on the question is required 1437 for a recall. 1439 7.7. Position To Be Filled 1441 If a sitting member is recalled, the open position is to be filled 1442 according to the mid-term vacancy rules. 1444 8. IANA Considerations 1446 This document contains no actions for IANA. 1448 [RFC Editor: Please remove this section prior to publication.] 1450 9. Security Considerations 1452 Any selection, confirmation, or recall process necessarily involves 1453 investigation into the qualifications and activities of prospective 1454 candidates. The investigation may reveal confidential or otherwise 1455 private information about candidates to those participating in the 1456 process. Each person who participates in any aspect of the process 1457 must maintain the confidentiality of any and all information not 1458 explicitly identified as suitable for public dissemination. 1460 When the nominating committee decides it is necessary to share 1461 confidential or otherwise private information with others, the 1462 dissemination must be minimal and must include a prior commitment 1463 from all persons consulted to observe the same confidentiality rules 1464 as the nominating committee itself. 1466 10. Changes Since RFC 7437 1468 o TBD 1470 11. References 1472 11.1. Normative References 1474 [RFC3710] Alvestrand, H., "An IESG charter", RFC 3710, 1475 DOI 10.17487/RFC3710, February 2004, 1476 . 1478 [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the 1479 IETF Administrative Support Activity (IASA)", BCP 101, 1480 RFC 4071, DOI 10.17487/RFC4071, April 2005, 1481 . 1483 [RFC7437] Kucherawy, M., Ed., "IAB, IESG, and IAOC Selection, 1484 Confirmation, and Recall Process: Operation of the 1485 Nominating and Recall Committees", BCP 10, RFC 7437, 1486 DOI 10.17487/RFC7437, January 2015, 1487 . 1489 11.2. Informative References 1491 [RFC3797] Eastlake 3rd, D., "Publicly Verifiable Nominations 1492 Committee (NomCom) Random Selection", RFC 3797, 1493 DOI 10.17487/RFC3797, June 2004, 1494 . 1496 Appendix A. Oral Tradition 1498 Over the years, various nominating committees have learned through 1499 oral tradition passed on by liaisons that there are certain 1500 consistencies in the process and information considered during 1501 deliberations. Some items from that oral tradition are collected 1502 here to facilitate their consideration by future nominating 1503 committees. 1505 1. It has been found that experience as an IETF Working Group Chair 1506 or an IRTF Research Group Chair is helpful in giving a nominee 1507 experience of what the job of an Area Director involves. It also 1508 helps a nominating committee judge the technical, people, and 1509 process management skills of the nominee. 1511 2. No person should serve both on the IAB and as an Area Director, 1512 except the IETF Chair whose roles as an IAB member and Area 1513 Director of the General Area are set out elsewhere. 1515 3. The strength of the IAB is found in part in the balance of the 1516 demographics of its members (e.g., national distribution, years 1517 of experience, gender, etc.), the combined skill set of its 1518 members, and the combined sectors (e.g., industry, academia, 1519 etc.) represented by its members. 1521 4. There are no term limits explicitly because the issue of 1522 continuity versus turnover should be evaluated each year 1523 according to the expectations of the IETF community, as it is 1524 understood by each nominating committee. 1526 5. The number of nominating committee members with the same primary 1527 affiliation is limited in order to avoid the appearance of 1528 improper bias in choosing the leadership of the IETF. Rather 1529 than defining precise rules for how to define "affiliation", the 1530 IETF community depends on the honor and integrity of the 1531 participants to make the process work. 1533 Appendix B. Thoughts On the Role of the Nominating Committee 1535 The selecting members of the nominating committee serve as search 1536 committee for the leadership of the IETF. That responsibility 1537 includes not only assessing whether those nominated are technically 1538 capable of the leadership roles in question but also whether they 1539 will serve well to lead others and work synergistically within the 1540 IESG, the IAB, and the IAOC. 1542 To make good judgements on these axes, the nominating committee needs 1543 to cultivate very good listening (to interviews, to feedback). The 1544 nominating committee should be careful to fully consider the resumes, 1545 feedback and other input about candidates, because otherwise it is 1546 too easy to pick a familiar or "famous" candidate when a less well- 1547 known candidate may have a great deal more to offer. Due 1548 consideration needs to be given to every candidate, rather than 1549 making selections based on gut feelings or giving less time to 1550 unfamiliar resumes. It is very important for the IETF as an 1551 organization that excellent nominees not be inadvertently overlooked. 1553 Appendix C. A Note About Interviewing 1555 Interviews that the nominating committee decides to conduct need to 1556 be carefully planned and organized to emphasize fairness and 1557 consistency to the candidates. While the specific procedures will be 1558 determined by each nominating committee aided by its Chair, here are 1559 some overarching principals: 1561 o It is advisable to prepare a starting slate of questions that each 1562 nominee in particular positions will all be asked. This ensures a 1563 basic fairness and also helps to make interviews complete. 1565 o Each interview should have sufficient participants, including a 1566 set minimum number of selecting members. One approach to 1567 organizing interviews is for the Chair to assign a lead 1568 interviewer, a scribe, and one or more observers for each. The 1569 outcome of having consistently sized and organized interview 1570 panels is that all nominees will receive fair amounts of attention 1571 and sufficient efforts on interview reports to be shared with the 1572 rest of the nominating committee. 1574 Appendix D. Nominating Committee Timeline 1576 This appendix is included for the convenience of the reader and is 1577 not to be interpreted as the definitive timeline. It is intended to 1578 capture the detail described elsewhere in this document in one place. 1579 Although every effort has been made to ensure the description here is 1580 consistent with the description elsewhere, if there are any conflicts 1581 the definitive rule is the one in the main body of this document. 1583 The only absolute in the timeline rules for the annual process is 1584 that its completion is due by the First IETF of the year after the 1585 nominating committee begins its term. This is supported by the fact 1586 that the confirmed candidate terms begin during the week of the First 1587 IETF. 1589 The overall annual process is designed to be completed in seven 1590 months. It is expected to start nine months prior to the First IETF. 1592 The time is split between three major components of the process 1593 roughly as follows: 1595 1. First is the selection and organization of the committee members. 1596 Three months are allotted for this process. 1598 2. Second is the selection of the candidates by the nominating 1599 committee. Four months are allotted for this process. 1601 3. Third is the confirmation of the candidates by their respective 1602 confirming bodies. Two months are allotted for this process. 1604 The following list captures the details of the milestones within each 1605 component. For illustrative purposes, the list presumes the Friday 1606 before the First IETF is March 1. Numbers shown in square brackets 1607 indicate the expected number of weeks at each step. 1609 1. BEGIN Eight Months Prior to First IETF (approx. June 1); 1610 Internet Society President appoints the Chair. The appointment 1611 must be done no later than the Second IETF or eight months prior 1612 to the First IETF, whichever comes first. The Chair must be 1613 announced and recognized during a plenary session of the Second 1614 IETF. [0] 1616 2. The Chair establishes and announces milestones to ensure the 1617 timely selection of the nominating committee members. [1] 1619 3. The Chair contacts the IESG, IAB, and Internet Society Board of 1620 Trustees and requests a liaison. The Chair contacts the prior 1621 year's Chair and requests an advisor. The Chair obtains the 1622 list of IESG, IAB, and IAOC open positions and descriptions from 1623 the IETF Executive Director. [0] 1625 4. The Chair announces the solicitation for selecting volunteer 1626 members that must remain open for at least 30 days. The 1627 announcement must be done no later than seven months and two 1628 weeks prior to the First IETF (approx. June 15). [6] 1630 5. After the solicitation closes, the Chair announces the pool of 1631 volunteers and the date of the random selection, which must be 1632 at least one week in the future. The announcement must be done 1633 no later than six months and two weeks prior to the First IETF 1634 (approx. July 15). [1] 1636 6. On the appointed day, the random selection occurs and the Chair 1637 announces the members of the committee and the one week 1638 challenge period. The announcement must be done no later than 1639 six months and one week prior to the First IETF (approx. July 1640 22). [1] 1642 7. During the challenge period, the Chair contacts each of the 1643 committee members and confirms their availability to 1644 participate. [0] 1646 8. After the challenge period closes, the Chair announces the 1647 members of the committee and its term begins. The announcement 1648 must be done no later than six months prior to the First IETF 1649 (approx. August 1). [1] 1651 9. The committee has one month during which it is to self-organize 1652 in preparation for completing its assigned duties. This must be 1653 done no later than five months prior to the First IETF (approx. 1654 September 15). [6] 1656 10. END the Committee Member Selection Process; BEGIN the Selection 1657 of Candidates; Time is at least five months prior to the First 1658 IETF (approx. September 22). [0] 1660 11. The Chair establishes and announces the milestones to ensure the 1661 timely selection of the candidates, including a call for 1662 nominations for the open positions. The announcement must be 1663 done no later than five months prior to the First IETF (approx. 1664 October 1). [1] 1666 12. Over the next three months, the nominating committee collects 1667 input and deliberates. It should plan to conduct interviews and 1668 other consultations during the Third IETF. The committee is due 1669 to complete its candidate selection no later than two months 1670 prior to the First IETF (approx. January 1). [17] 1672 13. END the Selection of Candidates; BEGIN the Confirmation of 1673 Candidates; Time is at least two months prior to the First IETF 1674 (approx. January 1). [0] 1676 14. The committee presents its candidates to their respective 1677 confirming bodies. The presentation must be done no later than 1678 two months prior to the First IETF (approx. January 1). [0] 1680 15. The confirming bodies have one month to deliberate and, in 1681 communication with the nominating committee, accept or reject 1682 candidates. [4] 1684 16. The Chair notifies and advises unsuccessful nominees that they 1685 have not been selected. [1] 1687 17. The Chair announces the confirmed candidates. The announcement 1688 must be done no later than one month prior to the First IETF 1689 (approx. February 1). [4] 1691 Appendix E. Acknowledgments 1693 A great deal of work went into the RFCs that preceded this one. This 1694 editor would like to thank all of them once again for the time and 1695 energy it took to get us to where we are now. In no particular 1696 order, we acknowledge: 1698 Jeff Case Fred Baker John Curran 1699 Guy Almes Geoff Huston Mike St. Johns 1700 Donald Eastlake Avri Doria Bernard Adoba 1701 Ted T'so Phil Roberts Jim Galvin 1702 Harald Alvestrand Leslie Daigle Joel Halpern 1703 Thomas Narten Spencer Dawkins Barry Leiba 1704 Lars Eggert Ross Callon Brian Carpenter 1705 Robert Elz Bernie Hoeneisen John Klensin 1706 Danny McPherson S. Moonesamy Scott Bradner 1707 Ralph Droms Pekka Savola Allison Mankin 1708 Russ White Jari Arkko Adrian Farrell 1710 Contributions to this latest version came from Eric Burger, Brian 1711 Carpenter, John Klensin, Allison Mankin, Michael Richardson, Michael 1712 St. Johns, and Samuel Weiler. 1714 Appendix F. Change History 1716 [RFC Editor: Please delete this section before publication.] 1718 F.1. RFC7437 to -00 1720 o Remove obsolete document references 1722 o Remove obsolete Acknowledgments 1724 F.2. -00 to -01 1726 o Add Change History section 1728 o Apply RFC7437's AUTH48 updates 1730 F.3. -01 to -02 1732 o Add IAOC liaison 1734 o Limit Liaison involvement in candidate discussions and interviews 1735 o Change "voting volunteer" to "selecting volunteer" 1737 o Add selection of backup volunteers 1739 o Prefer selecting Chairs with prior NomCom experience 1741 o Chair can be selected early 1743 o Chair selection announcement and formal dissolution of the prior 1744 NomCom 1746 o Voting mechanism selection details 1748 o Voting quorum shrinks if the total number of selecting volunteers 1749 shrinks 1751 F.4. -02 to -03 1753 o Add "A Note About Interviewing" section 1755 o Add "Thoughts On the Role of the Nominating Committee" section 1757 o Add "Evolution" section regarding inclusion of people that don't 1758 attend enough meetings to qualify but contribute in other ways 1760 F.5. -03 to -04 1762 o Amend the Recall Process, per draft-klensin-recall-rev. 1764 F.6. -04 to -05 1766 o Refresh; no changes. 1768 F.7. -05 to -06 1770 o Refresh; no changes. 1772 Author's Address 1774 Murray S. Kucherawy (editor) 1775 270 Upland Drive 1776 San Francisco, CA 94127 1777 United States 1779 EMail: superuser@gmail.com