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Please replace those with straight textual mentions of the documents in question. -- The draft header indicates that this document obsoletes RFC5078, but the abstract doesn't seem to mention this, which it should. -- The draft header indicates that this document obsoletes RFC3777, but the abstract doesn't seem to directly say this. It does mention RFC3777 though, so this could be OK. -- The draft header indicates that this document obsoletes RFC5633, but the abstract doesn't seem to mention this, which it should. -- The draft header indicates that this document obsoletes RFC5680, but the abstract doesn't seem to mention this, which it should. Miscellaneous warnings: ---------------------------------------------------------------------------- == The copyright year in the IETF Trust and authors Copyright Line does not match the current year -- The document date (November 25, 2014) is 2727 days in the past. Is this intentional? 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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 25, 2014 4 Obsoletes: 3777, 5078, 5633, 5680, 6859 5 (if approved) 6 Intended status: BCP 7 Expires: May 29, 2015 9 IAB, IESG, and IAOC Selection, Confirmation, and Recall Process: 10 Operation of the Nominating and Recall Committees 11 draft-kucherawy-rfc3777bis-04 13 Abstract 15 The process by which the members of the IAB and IESG, and some 16 members of the IAOC, are selected, confirmed, and recalled is 17 specified in this document. This document is a self-consistent, 18 organized compilation of the process as it was known at the time of 19 publication of [RFC3777], with various updates since that version was 20 published. 22 Status of This Memo 24 This Internet-Draft is submitted in full conformance with the 25 provisions of BCP 78 and BCP 79. 27 Internet-Drafts are working documents of the Internet Engineering 28 Task Force (IETF). Note that other groups may also distribute 29 working documents as Internet-Drafts. The list of current Internet- 30 Drafts is at http://datatracker.ietf.org/drafts/current/. 32 Internet-Drafts are draft documents valid for a maximum of six months 33 and may be updated, replaced, or obsoleted by other documents at any 34 time. It is inappropriate to use Internet-Drafts as reference 35 material or to cite them other than as "work in progress." 37 This Internet-Draft will expire on May 29, 2015. 39 Copyright Notice 41 Copyright (c) 2014 IETF Trust and the persons identified as the 42 document authors. All rights reserved. 44 This document is subject to BCP 78 and the IETF Trust's Legal 45 Provisions Relating to IETF Documents 46 (http://trustee.ietf.org/license-info) in effect on the date of 47 publication of this document. Please review these documents 48 carefully, as they describe your rights and restrictions with respect 49 to this document. Code Components extracted from this document must 50 include Simplified BSD License text as described in Section 4.e of 51 the Trust Legal Provisions and are provided without warranty as 52 described in the Simplified BSD License. 54 Table of Contents 56 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 4 57 2. Definitions . . . . . . . . . . . . . . . . . . . . . . . . . 5 58 3. General . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 59 3.1. Completion Due . . . . . . . . . . . . . . . . . . . . . . 5 60 3.2. Nominating Committee Principal Functions . . . . . . . . . 6 61 3.3. Positions To Be Reviewed . . . . . . . . . . . . . . . . . 7 62 3.4. Term Lengths . . . . . . . . . . . . . . . . . . . . . . . 7 63 3.5. Mid-Term Vacancies . . . . . . . . . . . . . . . . . . . . 8 64 3.6. Confidentiality . . . . . . . . . . . . . . . . . . . . . 9 65 3.7. Advice and Consent Model . . . . . . . . . . . . . . . . . 10 66 3.8. Sitting Members . . . . . . . . . . . . . . . . . . . . . 11 67 3.9. Announcements . . . . . . . . . . . . . . . . . . . . . . 12 68 4. Nominating Committee Selection . . . . . . . . . . . . . . . . 13 69 4.1. Timeline . . . . . . . . . . . . . . . . . . . . . . . . . 13 70 4.2. Term . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 71 4.3. Structure . . . . . . . . . . . . . . . . . . . . . . . . 14 72 4.4. Chair Duties . . . . . . . . . . . . . . . . . . . . . . . 14 73 4.5. Chair Selection . . . . . . . . . . . . . . . . . . . . . 15 74 4.6. Temporary Chair . . . . . . . . . . . . . . . . . . . . . 15 75 4.7. Liaisons . . . . . . . . . . . . . . . . . . . . . . . . . 15 76 4.8. Liaison Appointment . . . . . . . . . . . . . . . . . . . 16 77 4.9. Advisors . . . . . . . . . . . . . . . . . . . . . . . . . 16 78 4.10. Past Chair . . . . . . . . . . . . . . . . . . . . . . . . 16 79 4.11. Voting Volunteers . . . . . . . . . . . . . . . . . . . . 17 80 4.12. Milestones . . . . . . . . . . . . . . . . . . . . . . . . 17 81 4.13. Open Positions . . . . . . . . . . . . . . . . . . . . . . 18 82 4.14. Volunteer Qualification . . . . . . . . . . . . . . . . . 18 83 4.15. Not Qualified . . . . . . . . . . . . . . . . . . . . . . 19 84 4.16. Selection Process . . . . . . . . . . . . . . . . . . . . 19 85 4.17. Announcement of Selection Results . . . . . . . . . . . . 19 86 4.18. Committee Organization . . . . . . . . . . . . . . . . . . 21 87 5. Nominating Committee Operation . . . . . . . . . . . . . . . . 21 88 5.1. Discretion . . . . . . . . . . . . . . . . . . . . . . . . 21 89 5.2. Selection Timeline . . . . . . . . . . . . . . . . . . . . 22 90 5.3. Confirmation Timeline . . . . . . . . . . . . . . . . . . 22 91 5.4. Milestones . . . . . . . . . . . . . . . . . . . . . . . . 22 92 5.5. Voting Mechanism . . . . . . . . . . . . . . . . . . . . . 22 93 5.6. Voting Quorum . . . . . . . . . . . . . . . . . . . . . . 23 94 5.7. Voting Member Recall . . . . . . . . . . . . . . . . . . . 23 95 5.8. Chair Recall . . . . . . . . . . . . . . . . . . . . . . . 24 96 5.9. Deliberations . . . . . . . . . . . . . . . . . . . . . . 24 97 5.10. Call for Nominees . . . . . . . . . . . . . . . . . . . . 24 98 5.11. Nominations . . . . . . . . . . . . . . . . . . . . . . . 25 99 5.12. Candidate Selection . . . . . . . . . . . . . . . . . . . 25 100 5.13. Consent to Nomination . . . . . . . . . . . . . . . . . . 26 101 5.14. Notifying Confirming Bodies . . . . . . . . . . . . . . . 26 102 5.15. Confirming Candidates . . . . . . . . . . . . . . . . . . 26 103 5.16. Archives . . . . . . . . . . . . . . . . . . . . . . . . . 27 104 6. Dispute Resolution Process . . . . . . . . . . . . . . . . . . 27 105 7. Member Recall . . . . . . . . . . . . . . . . . . . . . . . . 29 106 7.1. Petition . . . . . . . . . . . . . . . . . . . . . . . . . 29 107 7.2. Recall Committee Chair . . . . . . . . . . . . . . . . . . 29 108 7.3. Recall Committee Creation . . . . . . . . . . . . . . . . 29 109 7.4. Recall Committee Rules . . . . . . . . . . . . . . . . . . 30 110 7.5. Recall Committee Operation . . . . . . . . . . . . . . . . 30 111 7.6. 3/4 Majority . . . . . . . . . . . . . . . . . . . . . . . 30 112 7.7. Position To Be Filled . . . . . . . . . . . . . . . . . . 30 113 8. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 30 114 9. Security Considerations . . . . . . . . . . . . . . . . . . . 30 115 10. References . . . . . . . . . . . . . . . . . . . . . . . . . . 31 116 10.1. Normative References . . . . . . . . . . . . . . . . . . . 31 117 10.2. Informative References . . . . . . . . . . . . . . . . . . 31 118 Appendix A. Changes Since RFC 3777 . . . . . . . . . . . . . . . 31 119 Appendix B. Oral Tradition . . . . . . . . . . . . . . . . . . . 31 120 Appendix C. Nominating Committee Timeline . . . . . . . . . . . . 32 121 Appendix D. Acknowledgments . . . . . . . . . . . . . . . . . . . 35 123 1. Introduction 125 This document is a revision of and supercedes BCP 10. It is in 126 essence a republishing of [RFC3777] and the other RFCs that updated 127 that document into a single specification. The result is a complete 128 specification of the process by which members of the IAB and IESG, 129 and some members of the IAOC, are selected, confirmed, and recalled 130 as of the date of its approval. 132 Section 4 of [RFC4071] provides further details about the IAOC 133 positions that are filled by the nominating committee. 135 The following two assumptions continue to be true of this 136 specification: 138 1. The Internet Research Task Force (IRTF) and Internet Research 139 Steering Group (IRSG) are not a part of the process described 140 here. 142 2. The organization (and re-organization) of the IESG is not a part 143 of the process described here. 145 The time frames specified here use IETF meetings as a frame of 146 reference. The time frames assume that the IETF meets three times 147 per calendar year with approximately equal amounts of time between 148 them. The meetings are referred to as the First IETF, Second IETF, 149 or Third IETF as needed. 151 The next section lists the words and phrases commonly used throughout 152 this document with their intended meaning. 154 The majority of this document is divided into four major topics as 155 follows: 157 General: This a set of rules and constraints that apply to the 158 selection and confirmation process as a whole. 160 Nominating Committee Selection: This is the process by which the 161 volunteers who will serve on the committee are selected. 163 Nominating Committee Operation: This is the set of principles, 164 rules, and constraints that guide the activities of the nominating 165 committee, including the confirmation process. 167 Member Recall: This is the process by which the behavior of a 168 sitting member of the IAOC, IESG, or IAB may be questioned, 169 perhaps resulting in the removal of the sitting member. 171 A final section describes how this document differs from its 172 predecessor [RFC3777]. 174 An appendix of useful facts and practices collected from previous 175 nominating committees is also included. 177 2. Definitions 179 The following words and phrases are commonly used throughout this 180 document. They are listed here with their intended meaning for the 181 convenience of the reader. 183 candidate: A nominee who has been selected to be considered for 184 confirmation by a confirming body. 186 confirmed candidate: A candidate that has been reviewed and approved 187 by a confirming body. 189 nominating committee term: The term begins when its members are 190 officially announced, which is expected to be prior to the Third 191 IETF to ensure it is fully operational at the Third IETF. The 192 term ends at the Third IETF (not three meetings) after the next 193 nominating committee's term begins. 195 IETF Executive Director: The person charged with operation of the 196 IETF Secretariat function. (See Section 2 of [RFC3710]). 198 nominee: A person who is being or has been considered for one or 199 more open positions of the IESG, IAB, or IAOC. 201 sitting member: A person who is currently serving a term of 202 membership in the IESG, IAB, or ISOC Board of Trustees. 204 3. General 206 The following set of rules apply to the process as a whole. If 207 necessary, a paragraph discussing the interpretation of each rule is 208 included. 210 3.1. Completion Due 212 The completion of the annual process is due within seven months. 214 The completion of the annual process is due one month prior to the 215 Friday of the week before the First IETF. It is expected to begin at 216 least eight months prior to the Friday of the week before the First 217 IETF. 219 The process officially begins with the announcement of the Chair of 220 the committee. The process officially ends when all confirmed 221 candidates have been announced. 223 The annual process is comprised of three major components as follows: 225 1. The selection and organization of the nominating committee 226 members. 228 2. The selection of candidates by the nominating committee. 230 3. The confirmation of the candidates. 232 There is an additional month set aside between when the annual 233 process is expected to end and the term of the new candidates is to 234 begin. This time may be used during unusual circumstances to extend 235 the time allocated for any of the components listed above. 237 3.2. Nominating Committee Principal Functions 239 The principal functions of the nominating committee are to review 240 each open IESG, IAB, and IAOC position and to nominate either its 241 incumbent or a superior candidate. 243 Although there is no term limit for serving in any IESG, IAB, or IAOC 244 position, the nominating committee may use length of service as one 245 of its criteria for evaluating an incumbent. 247 The nominating committee does not select the open positions to be 248 reviewed; it is instructed as to which positions to review. 250 The nominating committee will be given the title of the positions to 251 be reviewed and a brief summary of the desired expertise of the 252 candidate that is nominated to fill each position. 254 Incumbents must notify the nominating committee if they wish to be 255 nominated. 257 The nominating committee does not confirm its candidates; it presents 258 its candidates to the appropriate confirming body as indicated below. 260 A superior candidate is one who the nominating committee believes 261 would contribute in such a way as to improve or enhance the body to 262 which he or she is nominated. 264 3.3. Positions To Be Reviewed 266 Approximately one-half of each of the then current IESG and IAB 267 positions, and one IAOC position, is selected to be reviewed each 268 year. 270 The intent of this rule to ensure the review of approximately one- 271 half of each of the IESG and IAB sitting members, and one of the two 272 nominated IAOC positions, each year. It is recognized that 273 circumstances may exist that will require the nominating committee to 274 review more or less than the usual number of positions, e.g., if the 275 IESG, IAB, or IAOC have re-organized prior to this process and 276 created new positions, if there are an odd number of current 277 positions, or if a member unexpectedly resigns. 279 3.4. Term Lengths 281 Confirmed candidates are expected to serve at least a two year term. 283 The intent of this rule is to ensure that members of the IESG, IAB, 284 and IAOC serve the number of years that best facilitates the review 285 of one-half of the members each year. 287 The term of a confirmed candidate selected according to the mid-term 288 vacancy rules may be less than two years, as stated elsewhere in this 289 document. 291 It is consistent with this rule for the nominating committee to 292 choose one or more of the currently open positions to which it may 293 assign a term of not more than three years in order to ensure the 294 ideal application of this rule in the future. 296 It is consistent with this rule for the nominating committee to 297 choose one or more of the currently open positions that share 298 responsibilities with other positions (both those being reviewed and 299 those sitting) to which it may assign a term of not more than three 300 years to ensure that all such members will not be reviewed at the 301 same time. 303 All sitting member terms end during the First IETF meeting 304 corresponding to the end of the term for which they were confirmed. 305 All confirmed candidate terms begin during the First IETF meeting 306 corresponding to the beginning of the term for which they were 307 confirmed. 309 For confirmed candidates of the IESG the terms begin no later than 310 when the currently sitting members' terms end on the last day of the 311 meeting. A term may begin or end no sooner than the first day of the 312 meeting and no later than the last day of the meeting as determined 313 by the mutual agreement of the currently sitting member and the 314 confirmed candidate. A confirmed candidate's term may overlap the 315 sitting member's term during the meeting as determined by their 316 mutual agreement. 318 For confirmed candidates of the IAB and IAOC, the terms overlap with 319 the terms of the sitting members for the entire week of the meeting. 321 For candidates confirmed under the mid-term vacancy rules, the term 322 begins as soon as possible after the confirmation. 324 3.5. Mid-Term Vacancies 326 Mid-term vacancies are filled by the same rules as documented here 327 with four qualifications, namely: 329 1. When there is only one official nominating committee, the body 330 with the mid-term vacancy relegates the responsibility to fill 331 the vacancy to it. If the mid-term vacancy occurs during the 332 period of time that the term of the prior year's nominating 333 committee overlaps with the term of the current year's nominating 334 committee, the body with the mid-term vacancy must relegate the 335 responsibility to fill the vacancy to the prior year's nominating 336 committee. 338 2. If it is the case that the nominating committee is reconvening to 339 fill the mid-term vacancy, then the completion of the candidate 340 selection and confirmation process is due within six weeks, with 341 all other time periods otherwise unspecified prorated 342 accordingly. 344 3. The confirming body has two weeks from the day it is notified of 345 a candidate to reject the candidate, otherwise the candidate is 346 assumed to have been confirmed. 348 4. The term of the confirmed candidate will be either: 350 A. the remainder of the term of the open position if that 351 remainder is not less than one year; or 353 B. the remainder of the term of the open position plus the next 354 two year term if that remainder is less than one year. 356 In both cases a year is the period of time from a First IETF meeting 357 to the next First IETF meeting. 359 3.6. Confidentiality 361 All deliberations and supporting information that relates to specific 362 nominees, candidates, and confirmed candidates are confidential. 364 The nominating committee and confirming body members will be exposed 365 to confidential information as a result of their deliberations, their 366 interactions with those they consult, and from those who provide 367 requested supporting information. All members and all other 368 participants are expected to handle this information in a manner 369 consistent with its sensitivity. 371 It is consistent with this rule for current nominating committee 372 members who have served on prior nominating committees to advise the 373 current committee on deliberations and results of the prior 374 committee, as necessary and appropriate. 376 The list of nominees willing to be considered for positions under 377 review in the current nominating committee cycle is not confidential. 378 The nominating committee may disclose a list of names of nominees who 379 are willing to be considered for positions under review to the 380 community, in order to obtain feedback from the community on these 381 nominees. 383 The list of nominees disclosed for a specific position should contain 384 only the names of nominees who are willing to be considered for the 385 position under review. 387 The nominating committee may choose not to include some names in the 388 disclosed list, at their discretion. 390 The nominating committee may disclose an updated list, at its 391 discretion. For example, the nominating committee might disclose an 392 updated list if it identifies errors/omissions in a previously 393 disclosed version of the disclosed list, or if the nominating 394 committee finds it necessary to call for additional nominees, and 395 these nominees indicate a willingness to be considered before the 396 nominating committee has completed its deliberations. 398 Nominees may choose to ask people to provide feedback to the 399 nominating committee, but should not encourage any public statements 400 of support. Nominating committees should consider nominee-encouraged 401 lobbying and campaigning to be unacceptable behavior. 403 IETF community members are encouraged to provide feedback on nominees 404 to the nominating committee, but should not post statements of 405 support/non-support for nominees in any public forum. 407 3.7. Advice and Consent Model 409 Unless otherwise specified, the advice and consent model is used 410 throughout the process. This model is characterized as follows. 412 3.7.1. Positions To Be Reviewed 414 The IETF Executive Director informs the nominating committee of the 415 IESG, IAB, and IAOC positions to be reviewed. 417 The IESG, IAB, and IAOC are responsible for providing summary of the 418 expertise desired of the candidates selected for their respective 419 open positions to the Executive Director. The summaries are provided 420 to the nominating committee for its consideration. 422 3.7.2. Candidate Selection 424 The nominating committee selects candidates based on its 425 understanding of the IETF community's consensus of the qualifications 426 required and advises each confirming body of its respective 427 candidates. 429 3.7.3. Candidate Review 431 The confirming bodies review their respective candidates, they may at 432 their discretion communicate with the nominating committee, and then 433 consent to some, all, or none of the candidates. 435 The sitting IAB members review the IESG candidates. 437 The Internet Society Board of Trustees reviews the IAB candidates. 439 The IAOC candidate is reviewed as specified in [RFC4071]. 441 The confirming bodies conduct their review using all information and 442 any means acceptable to them, including but not limited to the 443 supporting information provided by the nominating committee, 444 information known personally to members of the confirming bodies and 445 shared within the confirming body, the results of interactions within 446 the confirming bodies, and the confirming bodies interpretation of 447 what is in the best interests of the IETF community. 449 If all of the candidates are confirmed, the job of the nominating 450 committee with respect to those open positions is complete. 452 If some or none of the candidates submitted to a confirming body are 453 confirmed, the confirming body should communicate with the nominating 454 committee both to explain the reason why all the candidates were not 455 confirmed and to understand the nominating committee's rationale for 456 its candidates. 458 The confirming body may reject individual candidates, in which case 459 the nominating committee must select alternate candidates for the 460 rejected candidates. 462 Any additional time required by the nominating committee should not 463 exceed its maximum time allotment. 465 3.7.4. Confirmation 467 A confirming body decides whether it confirms each candidate using a 468 confirmation decision rule chosen by the confirming body. 470 If a confirming body has no specific confirmation decision rule, then 471 confirming a given candidate should require at least one-half of the 472 confirming body's sitting members to agree to that confirmation. 474 The decision may be made by conducting a formal vote, by asserting 475 consensus based on informal exchanges (e.g., email), or by any other 476 mechanism that is used to conduct the normal business of the 477 confirming body. 479 Regardless of which decision rule the confirming body uses, any 480 candidate that is not confirmed under that rule is considered to be 481 rejected. 483 The confirming body must make its decision within a reasonable time 484 frame. The results from the confirming body must be reported 485 promptly to the nominating committee. 487 3.8. Sitting Members 489 The following rules apply to nominees candidates who are currently 490 sitting members of the IESG, IAB, or IAOC, and who are not sitting in 491 an open position being filled by the nominating committee. 493 The confirmation of a candidate to an open position does not 494 automatically create a vacancy in the IESG, IAB, or IAOC position 495 currently occupied by the candidate. The mid-term vacancy can not 496 exist until, first, the candidate formally resigns from the current 497 position and, second, the body with the vacancy formally decides for 498 itself that it wants the nominating committee to fill the mid-term 499 vacancy according to the rules for a mid-term vacancy documented 500 elsewhere in this document. 502 The resignation should be effective as of when the term of the new 503 position begins. The resignation may remain confidential to the IAB, 504 IAOC, IESG, and nominating committee until the confirmed candidate is 505 announced for the new position. The process, according to rules set 506 out elsewhere in this document, of filling the seat vacated by the 507 confirmed candidate may begin as soon as the vacancy is publicly 508 announced. 510 Filling a mid-term vacancy is a separate and independent action from 511 the customary action of filling open positions. In particular, a 512 nominating committee must complete its job with respect to filling 513 the open positions and then separately proceed with the task of 514 filling the mid-term vacancy according to the rules for a mid-term 515 vacancy documented elsewhere in this document. 517 However, the following exception is permitted in the case where the 518 candidate for an open position is currently a sitting member of the 519 IAB. It is consistent with these rules for the announcements of a 520 resignation of a sitting member of the IAB and of the confirmed 521 candidate for the mid-term vacancy created by that sitting member on 522 the IAB to all occur at the same time as long as the actual sequence 523 of events that occurred did so in the following order: 525 1. The nominating committee completes the advice and consent process 526 for the open position being filled by the candidate currently 527 sitting on the IAB. 529 2. The newly confirmed candidate resigns from their current position 530 on the IAB. 532 3. The IAB with the new mid-term vacancy requests that the 533 nominating committee fill the position. 535 4. The Executive Director of the IETF informs the nominating 536 committee of the mid-term vacancy. 538 5. The nominating committee acts on the request to fill the mid-term 539 vacancy. 541 3.9. Announcements 543 All announcements must be made using at least the mechanism used by 544 the IETF Secretariat for its announcements, including a notice on the 545 IETF web site. 547 As of the publication of this document, the current mechanism is an 548 email message to both the "ietf" and the "ietf-announce" mailing 549 lists. 551 4. Nominating Committee Selection 553 The following set of rules apply to the creation of the nominating 554 committee and the selection of its members. 556 4.1. Timeline 558 The completion of the process of selecting and organizing the members 559 of the nominating committee is due within three months. 561 The completion of the selection and organization process is due at 562 least one month prior to the Third IETF. This ensures the nominating 563 committee is fully operational and available for interviews and 564 consultation during the Third IETF. 566 4.2. Term 568 The term of a nominating committee is expected to be 15 months. 570 It is the intent of this rule that the end of a nominating 571 committee's term overlap by approximately three months the beginning 572 of the term of the next nominating committee. 574 The term of a nominating committee begins when its members are 575 officially announced. The term ends at the Third IETF (not three 576 meetings), i.e., the IETF meeting after the next nominating 577 committee's term begins. 579 A term is expected to begin at least two months prior to the Third 580 IETF to ensure the nominating committee has at least one month to get 581 organized before preparing for the Third IETF. 583 A nominating committee is expected to complete any work-in-progress 584 before it is dissolved at the end of its term. 586 During the period of time that the terms of the nominating committees 587 overlap, all mid-term vacancies are to be relegated to the prior 588 year's nominating committee. The prior year's nominating committee 589 has no other responsibilities during the overlap period. At all 590 times other than the overlap period there is exactly one official 591 nominating committee and it is responsible for all mid-term 592 vacancies. 594 When the prior year's nominating committee is filling a mid-term 595 vacancy during the period of time that the terms overlap, the 596 nominating committees operate independently. However, some 597 coordination is needed between them. Since the prior year's Chair is 598 a non-voting advisor to the current nominating committee the 599 coordination is expected to be straightforward. 601 4.3. Structure 603 The nominating committee comprises at least a Chair, 10 voting 604 volunteers, two liaisons, and an advisor. 606 Any committee member may propose the addition of an advisor to 607 participate in some or all of the deliberations of the committee. 608 The addition must be approved by the committee according to its 609 established voting mechanism. Advisors participate as individuals. 611 Any committee member may propose the addition of a liaison from other 612 unrepresented organizations to participate in some or all of the 613 deliberations of the committee. The addition must be approved by the 614 committee according to its established voting mechanism. Liaisons 615 participate as representatives of their respective organizations. 617 The Chair is selected according to rules stated elsewhere in this 618 document. 620 The 10 voting volunteers are selected according to rules stated 621 elsewhere in this document. 623 The IESG and IAB liaisons are selected according to rules stated 624 elsewhere in this document. 626 The Internet Society Board of Trustees may appoint a liaison to the 627 nominating committee at its own discretion. 629 The Chair of last year's nominating committee serves as an advisor 630 according to rules stated elsewhere in this document. 632 None of the Chair, liaisons, or advisors vote on the selection of 633 candidates. They do vote on all other issues before the committee 634 unless otherwise specified in this document. 636 4.4. Chair Duties 638 The Chair of the nominating committee is responsible for ensuring the 639 nominating committee completes its assigned duties in a timely 640 fashion and performs in the best interests of the IETF community. 642 The Chair must be thoroughly familiar with the rules and guidance 643 indicated throughout this document. The Chair must ensure the 644 nominating committee completes its assigned duties in a manner that 645 is consistent with this document. 647 The Chair must attest by proclamation at a plenary session of the 648 First IETF that the results of the committee represent its best 649 effort and the best interests of the IETF community. 651 The Chair does not vote on the selection of candidates. 653 4.5. Chair Selection 655 The Internet Society President appoints the Chair, who must meet the 656 same requirements for membership in the nominating committee as a 657 voting volunteer. 659 The nominating committee Chair must agree to invest the time 660 necessary to ensure that the nominating committee completes its 661 assigned duties and to perform in the best interests of the IETF 662 community in that role. 664 The appointment is due no later than the Second IETF meeting to 665 ensure it can be announced during a plenary session at that meeting. 666 The completion of the appointment is necessary to ensure the annual 667 process can complete at the time specified elsewhere in this 668 document. 670 4.6. Temporary Chair 672 A Chair, in consultation with the Internet Society President, may 673 appoint a temporary substitute for the Chair position. 675 There are a variety of ordinary circumstances that may arise from 676 time to time that could result in a Chair being unavailable to 677 oversee the activities of the committee. The Chair, in consultation 678 with the Internet Society President, may appoint a substitute from a 679 pool comprised of the liaisons currently serving on the committee and 680 the prior year's Chair or designee. 682 Any such appointment must be temporary and does not absolve the Chair 683 of any or all responsibility for ensuring the nominating committee 684 completes its assigned duties in a timely fashion. 686 4.7. Liaisons 688 Liaisons are responsible for ensuring the nominating committee in 689 general and the Chair in particular execute their assigned duties in 690 the best interests of the IETF community. 692 Liaisons are expected to represent the views of their respective 693 organizations during the deliberations of the committee. They should 694 provide information as requested or when they believe it would be 695 helpful to the committee. 697 Liaisons from the IESG and IAB are expected to provide information to 698 the nominating committee regarding the operation, responsibility, and 699 composition of their respective bodies. 701 Liaisons are expected to convey questions from the committee to their 702 respective organizations and responses to those questions to the 703 committee, as requested by the committee. 705 Liaisons from the IESG, IAB, and Internet Society Board of Trustees 706 (if one was appointed) are expected to review the operation and 707 executing process of the nominating committee and to report any 708 concerns or issues to the Chair of the nominating committee 709 immediately. If they can not resolve the issue between themselves, 710 liaisons must report it according to the dispute resolution process 711 stated elsewhere in this document. 713 Liaisons from confirming bodies are expected to assist the committee 714 in preparing the testimony it is required to provide with its 715 candidates. 717 Liaisons may have other nominating committee responsibilities as 718 required by their respective organizations or requested by the 719 nominating committee, except that such responsibilities may not 720 conflict with any other provisions of this document. 722 Liaisons do not vote on the selection of candidates. 724 4.8. Liaison Appointment 726 The sitting IAB and IESG members each appoint a liaison from their 727 current membership, someone who is not sitting in an open position, 728 to serve on the nominating committee. 730 4.9. Advisors 732 An advisor is responsible for such duties as specified by the 733 invitation that resulted in the appointment. 735 Advisors do not vote on the selection of candidates. 737 4.10. Past Chair 739 The Chair of the prior year's nominating committee serves as an 740 advisor to the current committee. 742 The prior year's Chair is expected to review the actions and 743 activities of the current Chair and to report any concerns or issues 744 to the nominating committee Chair immediately. If they can not 745 resolve the issue between themselves, the prior year's Chair must 746 report it according to the dispute resolution process stated 747 elsewhere in this document. 749 The prior year's Chair may select a designee from a pool composed of 750 the voting volunteers of the prior year's committee and all prior 751 Chairs if the Chair is unavailable. If the prior year's Chair is 752 unavailable or is unable or unwilling to make such a designation in a 753 timely fashion, the Chair of the current year's committee may select 754 a designee in consultation with the Internet Society President. 756 Selecting a prior year's committee member as the designee permits the 757 experience of the prior year's deliberations to be readily available 758 to the current committee. Selecting an earlier prior year Chair as 759 the designee permits the experience of being a Chair as well as that 760 Chair's committee deliberations to be readily available to the 761 current committee. 763 All references to "prior year's Chair" in this document refer to the 764 person serving in that role, whether it is the actual prior year's 765 Chair or a designee. 767 4.11. Voting Volunteers 769 Voting volunteers are responsible for completing the tasks of the 770 nominating committee in a timely fashion. 772 Each voting volunteer is expected to participate in all activities of 773 the nominating committee with a level of effort approximately equal 774 to all other voting volunteers. Specific tasks to be completed are 775 established and managed by the Chair according to rules stated 776 elsewhere in this document. 778 4.12. Milestones 780 The Chair must establish and announce milestones for the selection of 781 the nominating committee members. 783 There is a defined time period during which the selection process is 784 due to be completed. The Chair must establish a set of milestones 785 which, if met in a timely fashion, will result in the completion of 786 the process on time. 788 4.13. Open Positions 790 The Chair (or the IETF Executive Director, if no Chair has been named 791 four weeks after the first IETF meeting of the year) obtains the list 792 of positions to be reviewed and announces it along with a 793 solicitation for names of volunteers from the IETF community willing 794 to serve on the nominating committee. 796 If the IETF Executive Director issues the solicitation for 797 volunteers, the IETF Executive Director must also collect responses 798 to the solicitation and provide the names of volunteers to the 799 incoming nominating committee Chair when the incoming nominating 800 committee Chair is named. 802 At the Chair's request, the IETF Secretariat may perform other 803 clerical support tasks, as long as the task being performed does not 804 require nominating committee Chair judgment, in the nominating 805 committee Chair's opinion, and as long as the community is 806 appropriately notified that this request is being made. This request 807 may come from the incoming nominating committee Chair (if one has 808 been selected for this nominating committee cycle) or the previous 809 nominating committee Chair (if the search for an incoming nominating 810 committee Chair is still underway). 812 The solicitation must permit the community at least 30 days during 813 which they may choose to volunteer to be selected for the nominating 814 committee. 816 The list of open positions is published with the solicitation to 817 facilitate community members choosing between volunteering for an 818 open position and volunteering for the nominating committee. 820 4.14. Volunteer Qualification 822 Members of the IETF community must have attended at least three of 823 the last five IETF meetings in order to volunteer. 825 The five meetings are the five most recent meetings that ended prior 826 to the date on which the solicitation for nominating committee 827 volunteers was submitted for distribution to the IETF community. 829 The IETF Secretariat is responsible for confirming that volunteers 830 have met the attendance requirement. 832 Volunteers must provide their full name, email address, and primary 833 company or organization affiliation (if any) when volunteering. 835 Volunteers are expected to be familiar with the IETF processes and 836 procedures, which are readily learned by active participation in a 837 working group and especially by serving as a document editor or 838 working group chair. 840 4.15. Not Qualified 842 Any person who serves on any of the Internet Society Board of 843 Trustees, the IAB, the IESG, or the IAOC, including those who serve 844 on these bodies in ex officio positions, may not volunteer to serve 845 as voting members of the nominating committee. Liaisons to these 846 bodies from other bodies or organizations are not excluded by this 847 rule. 849 4.16. Selection Process 851 The Chair announces both the list of the pool of volunteers from 852 which the 10 voting volunteers will be randomly selected and the 853 method with which the selection will be completed. 855 The announcement should be made at least one week prior to the date 856 on which the random selection will occur. 858 The pool of volunteers must be enumerated or otherwise indicated 859 according to the needs of the selection method to be used. 861 The announcement must specify the data that will be used as input to 862 the selection method. The method must depend on random data whose 863 value is not known or available until the date on which the random 864 selection will occur. 866 It must be possible to independently verify that the selection method 867 used is both fair and unbiased. A method is fair if each eligible 868 volunteer is equally likely to be selected. A method is unbiased if 869 no one can influence its outcome in favor of a specific outcome. 871 It must be possible to repeat the selection method, either through 872 iteration or by restarting in such a way as to remain fair and 873 unbiased. This is necessary to replace selected volunteers should 874 they become unavailable after selection. 876 The selection method must produce an ordered list of volunteers. 878 One possible selection method is described in [RFC3797]. 880 4.17. Announcement of Selection Results 882 The Chair randomly selects the 10 voting volunteers from the pool of 883 names of volunteers and announces the members of the nominating 884 committee. 886 No more than two volunteers with the same primary affiliation may be 887 selected for the nominating committee. The Chair reviews the primary 888 affiliation of each volunteer selected by the method in turn. If the 889 primary affiliation for a volunteer is the same as two previously 890 selected volunteers, that volunteer is removed from consideration and 891 the method is repeated to identify the next eligible volunteer. 893 There must be at least two announcements of all members of the 894 nominating committee. 896 The first announcement should occur as soon after the random 897 selection as is reasonable for the Chair. The community must have at 898 least one week during which any member may challenge the results of 899 the random selection. 901 The challenge must be made in writing (email is acceptable) to the 902 Chair. The Chair has 48 hours to review the challenge and offer a 903 resolution to the member. If the resolution is not accepted by the 904 member, that member may report the challenge according to the dispute 905 resolution process stated elsewhere in this document. 907 If a selected volunteer, upon reading the announcement with the list 908 of selected volunteers, finds that two or more other volunteers have 909 the same affiliation, then the volunteer should notify the Chair who 910 will determine the appropriate action. 912 During at least the one week challenge period the Chair must contact 913 each of the members and confirm their willingness and availability to 914 serve. The Chair should make every reasonable effort to contact each 915 member. 917 o If the Chair is unable to contact a liaison the problem is 918 referred to the respective organization to resolve. The Chair 919 should allow a reasonable amount of time for the organization to 920 resolve the problem and then may proceed without the liaison. 922 o If the Chair is unable to contact an advisor the Chair may elect 923 to proceed without the advisor, except for the prior year's Chair 924 for whom the Chair must consult with the Internet Society 925 President as stated elsewhere in this document. 927 o If the Chair is unable to contact a voting volunteer the Chair 928 must repeat the random selection process in order to replace the 929 unavailable volunteer. There should be at least one day between 930 the announcement of the iteration and the selection process. 932 After at least one week and confirming that 10 voting volunteers are 933 ready to serve, the Chair makes the second announcement of the 934 members of the nominating committee, which officially begins the term 935 of the nominating committee. 937 4.18. Committee Organization 939 The Chair works with the members of the committee to organize itself 940 in preparation for completing its assigned duties. 942 The committee has approximately one month during which it can self- 943 organize. Its responsibilities during this time include but are not 944 limited to the following: 946 o Setting up a regular teleconference schedule. 948 o Setting up an internal web site. 950 o Setting up a mailing list for internal discussions. 952 o Setting up an email address for receiving community input. 954 o Establishing operational procedures. 956 o Establishing milestones in order to monitor the progress of the 957 selection process. 959 5. Nominating Committee Operation 961 The following rules apply to the operation of the nominating 962 committee. If necessary, a paragraph discussing the interpretation 963 of each rule is included. 965 The rules are organized approximately in the order in which they 966 would be invoked. 968 5.1. Discretion 970 All rules and special circumstances not otherwise specified are at 971 the discretion of the committee. 973 Exceptional circumstances will occasionally arise during the normal 974 operation of the nominating committee. This rule is intended to 975 foster the continued forward progress of the committee. 977 Any member of the committee may propose a rule for adoption by the 978 committee. The rule must be approved by the committee according to 979 its established voting mechanism. 981 All members of the committee should consider whether the exception is 982 worthy of mention in the next revision of this document and follow-up 983 accordingly. 985 5.2. Selection Timeline 987 The completion of the process of selecting candidates to be confirmed 988 by their respective confirming body is due within three months. 990 The completion of the selection process is due at least two month's 991 prior to the First IETF. This ensures the nominating committee has 992 sufficient time to complete the confirmation process. 994 5.3. Confirmation Timeline 996 The completion of the process of confirming the candidates is due 997 within one month. 999 The completion of the confirmation process is due at least one month 1000 prior to the First IETF. 1002 5.4. Milestones 1004 The Chair must establish for the nominating committee a set of 1005 milestones for the candidate selection and confirmation process. 1007 There is a defined time period during which the candidate selection 1008 and confirmation process must be completed. The Chair must establish 1009 a set of milestones which, if met in a timely fashion, will result in 1010 the completion of the process on time. The Chair should allow time 1011 for iterating the activities of the committee if one or more 1012 candidates is not confirmed. 1014 The Chair should ensure that all committee members are aware of the 1015 milestones. 1017 5.5. Voting Mechanism 1019 The Chair must establish a voting mechanism. 1021 The committee must be able to objectively determine when a decision 1022 has been made during its deliberations. The criteria for determining 1023 closure must be established and known to all members of the 1024 nominating committee. 1026 5.6. Voting Quorum 1028 At least a quorum of committee members must participate in a vote. 1030 Only voting volunteers vote on a candidate selection. For a 1031 candidate selection vote a quorum is comprised of at least seven of 1032 the voting volunteers. 1034 At all other times a quorum is present if at least 75% of the 1035 nominating committee members are participating. 1037 5.7. Voting Member Recall 1039 Any member of the nominating committee may propose to the committee 1040 that any other member except the Chair be recalled. The process for 1041 recalling the Chair is defined elsewhere in this document. 1043 There are a variety of ordinary circumstances that may arise that 1044 could result in one or more members of the committee being 1045 unavailable to complete their assigned duties, for example health 1046 concerns, family issues, or a change of priorities at work. A 1047 committee member may choose to resign for unspecified personal 1048 reasons. In addition, the committee may not function well as a group 1049 because a member may be disruptive or otherwise uncooperative. 1051 Regardless of the circumstances, if individual committee members can 1052 not work out their differences between themselves, the entire 1053 committee may be called upon to discuss and review the circumstances. 1054 If a resolution is not forthcoming a vote may be conducted. A member 1055 may be recalled if at least a quorum of all committee members agree, 1056 including the vote of the member being recalled. 1058 If a liaison member is recalled the committee must notify the 1059 affected organization and must allow a reasonable amount of time for 1060 a replacement to be identified by the organization before proceeding. 1062 If an advisor member other than the prior year's Chair is recalled, 1063 the committee may choose to proceed without the advisor. In the case 1064 of the prior year's Chair, the Internet Society President must be 1065 notified and the current Chair must be allowed a reasonable amount of 1066 time to consult with the Internet Society President to identify a 1067 replacement before proceeding. 1069 If a single voting volunteer position on the nominating committee is 1070 vacated, regardless of the circumstances, the committee may choose to 1071 proceed with only nine voting volunteers at its own discretion. In 1072 all other cases a new voting member must be selected, and the Chair 1073 must repeat the random selection process including an announcement of 1074 the iteration prior to the actual selection as stated elsewhere in 1075 this document. 1077 A change in the primary affiliation of a voting volunteer during the 1078 term of the nominating committee is not a cause to request the recall 1079 of that volunteer, even if the change would result in more than two 1080 voting volunteers with the same affiliation. 1082 5.8. Chair Recall 1084 Only the prior year's Chair may request the recall of the current 1085 Chair. 1087 It is the responsibility of the prior year's Chair to ensure the 1088 current Chair completes the assigned tasks in a manner consistent 1089 with this document and in the best interests of the IETF community. 1091 Any member of the committee who has an issue or concern regarding the 1092 Chair should report it to the prior year's Chair immediately. The 1093 prior year's Chair is expected to report it to the Chair immediately. 1094 If they can not resolve the issue between themselves, the prior 1095 year's Chair must report it according to the dispute resolution 1096 process stated elsewhere in this document. 1098 5.9. Deliberations 1100 All members of the nominating committee may participate in all 1101 deliberations. 1103 The emphasis of this rule is that no member can be explicitly 1104 excluded from any deliberation. However, a member may individually 1105 choose not to participate in a deliberation. 1107 5.10. Call for Nominees 1109 The Chair announces the open positions to be reviewed, the desired 1110 expertise provided by the IETF Executive Director, and the call for 1111 nominees. 1113 The call for nominees must include a request for comments regarding 1114 the past performance of incumbents, which will be considered during 1115 the deliberations of the nominating committee. 1117 The call must request that a nomination include a valid, working 1118 email address, a telephone number, or both for the nominee. The 1119 nomination must include the set of skills or expertise the nominator 1120 believes the nominee has that would be desirable. 1122 5.11. Nominations 1124 Any member of the IETF community may nominate any member of the IETF 1125 community for any open position, whose eligibility to serve will be 1126 confirmed by the nominating committee. 1128 A self-nomination is permitted. 1130 Nominating committee members are not eligible to be considered for 1131 filling any open position by the nominating committee on which they 1132 serve. They become ineligible as soon as the term of the nominating 1133 committee on which they serve officially begins. They remain 1134 ineligible for the duration of that nominating committee's term. 1136 Although each nominating committee's term overlaps with the following 1137 nominating committee's term, nominating committee members are 1138 eligible for nomination by the following committee if not otherwise 1139 disqualified. 1141 Members of the IETF community who were recalled from any IESG, IAB, 1142 or IAOC position during the previous two years are not eligible to be 1143 considered for filling any open position. 1145 5.12. Candidate Selection 1147 The nominating committee selects candidates based on its 1148 understanding of the IETF community's consensus of the qualifications 1149 required to fill the open positions. 1151 The intent of this rule is to ensure that the nominating committee 1152 consults with a broad base of the IETF community for input to its 1153 deliberations. In particular, the nominating committee must 1154 determine if the desired expertise for the open positions matches its 1155 understanding of the qualifications desired by the IETF community. 1157 The consultations are permitted to include names of nominees, if all 1158 parties to the consultation agree to observe the same confidentiality 1159 rules as the nominating committee itself, or the names are public as 1160 discussed in Section 3.6. Feedback on individual nominees should 1161 always be confidential. 1163 A broad base of the community should include the existing members of 1164 the IAB, IAOC, and IESG, especially sitting members who share 1165 responsibilities with open positions, e.g., co-Area Directors, and 1166 working group chairs, especially those in the areas with open 1167 positions. 1169 Only voting volunteer members vote to select candidates. 1171 5.13. Consent to Nomination 1173 Nominees should be advised that they are being considered and must 1174 consent to their nomination prior to being chosen as candidates. 1176 Although the nominating committee will make every reasonable effort 1177 to contact and to remain in contact with nominees, any nominee whose 1178 contact information changes during the process and who wishes to 1179 still be considered should inform the nominating committee of the 1180 changes. 1182 A nominee's consent must be written (email is acceptable) and must 1183 include a commitment to provide the resources necessary to fill the 1184 open position and an assurance that the nominee will perform the 1185 duties of the position for which they are being considered in the 1186 best interests of the IETF community. 1188 Consenting to a nomination must occur prior to a nominee being a 1189 candidate and may occur as soon after the nomination as needed by the 1190 nominating committee. 1192 Consenting to a nomination must not imply the nominee will be a 1193 candidate. 1195 The nominating committee should help nominees provide justification 1196 to their employers. 1198 5.14. Notifying Confirming Bodies 1200 The nominating committee advises the confirming bodies of their 1201 candidates, specifying a single candidate for each open position and 1202 testifying as to how each candidate meets the qualifications of an 1203 open position. 1205 For each candidate, the testimony must include a brief statement of 1206 the qualifications for the position that is being filled, which may 1207 be exactly the expertise that was requested. If the qualifications 1208 differ from the expertise originally requested a brief statement 1209 explaining the difference must be included. 1211 The testimony may include either or both of a brief resume of the 1212 candidate and a brief summary of the deliberations of the nominating 1213 committee. 1215 5.15. Confirming Candidates 1217 Confirmed candidates must consent to their confirmation and rejected 1218 candidates and nominees must be notified before confirmed candidates 1219 are announced. 1221 It is not necessary to notify and get consent from all confirmed 1222 candidates together. 1224 A nominee may not know they were a candidate. This permits a 1225 candidate to be rejected by a confirming body without the nominee 1226 knowing about the rejection. 1228 Rejected nominees, who consented to their nomination, and rejected 1229 candidates must be notified prior to announcing the confirmed 1230 candidates. 1232 It is not necessary to announce all confirmed candidates together. 1234 The nominating committee must ensure that all confirmed candidates 1235 are prepared to serve prior to announcing their confirmation. 1237 5.16. Archives 1239 The nominating committee should archive the information it has 1240 collected or produced for a period of time not to exceed its term. 1242 The purpose of the archive is to assist the nominating committee 1243 should it be necessary for it to fill a mid-term vacancy. 1245 The existence of an archive, how it is implemented, and what 1246 information to archive is at the discretion of the committee. The 1247 decision must be approved by a quorum of the voting volunteer 1248 members. 1250 The implementation of the archive should make every reasonable effort 1251 to ensure that the confidentiality of the information it contains is 1252 maintained. 1254 6. Dispute Resolution Process 1256 The dispute resolution process described here is to be used as 1257 indicated elsewhere in this document. Its applicability in other 1258 circumstances is beyond the scope of this document. 1260 The nominating committee operates under a strict rule of 1261 confidentiality. For this reason when process issues arise it is 1262 best to make every reasonable effort to resolve them within the 1263 committee. However, when circumstances do not permit this or no 1264 resolution is forthcoming, the process described here is to be used. 1266 The following rules apply to the process. 1268 1. The results of this process are final and binding. There is no 1269 appeal. 1271 2. The process begins with the submission of a request as described 1272 below to the Internet Society President. 1274 3. As soon as the process begins, the nominating committee may 1275 continue those activities that are unrelated to the issue to be 1276 resolved except that it must not submit any candidates to a 1277 confirming body until the issue is resolved. 1279 4. All parties to the process are subject to the same 1280 confidentiality rules as each member of the nominating committee. 1282 5. The process should be completed within two weeks. 1284 The process is as follows: 1286 1. The party seeking resolution submits a written request (email is 1287 acceptable) to the Internet Society President detailing the issue 1288 to be resolved. 1290 2. The Internet Society President appoints an arbiter to investigate 1291 and resolve the issue. A self-appointment is permitted. 1293 3. The arbiter investigates the issue making every reasonable effort 1294 to understand both sides of the issue. Since the arbiter is 1295 subject to the same confidentiality obligations as all nominating 1296 committee members, all members are expected to cooperate fully 1297 with the arbiter and to provide all relevant information to the 1298 arbiter for review. 1300 4. After consultation with the two principal parties to the issue, 1301 the arbiter decides on a resolution. Whatever actions are 1302 necessary to execute the resolution are immediately begun and 1303 completed as quickly as possible. 1305 5. The arbiter summarizes the issue, the resolution, and the 1306 rationale for the resolution for the Internet Society President. 1308 6. In consultation with the Internet Society President, the arbiter 1309 prepares a report of the dispute and its resolution. The report 1310 should include all information that in the judgment of the 1311 arbiter does not violate the confidentiality requirements of the 1312 nominating committee. 1314 7. The Chair includes the dispute report when reporting on the 1315 activities of the nominating committee to the IETF community. 1317 7. Member Recall 1319 The following rules apply to the recall process. If necessary, a 1320 paragraph discussing the interpretation of each rule is included. 1322 7.1. Petition 1324 At any time, at least 20 members of the IETF community, who are 1325 qualified to be voting members of a nominating committee, may request 1326 by signed petition (email is acceptable) to the Internet Society 1327 President the recall of any sitting IAB, IAOC, or IESG member. 1329 All individual and collective qualifications of nominating committee 1330 eligibility are applicable, including that no more than two 1331 signatories may have the same primary affiliation. 1333 Each signature must include a full name, email address, and primary 1334 company or organization affiliation. 1336 The IETF Secretariat is responsible for confirming that each 1337 signatory is qualified to be a voting member of a nominating 1338 committee. A valid petition must be signed by at least 20 qualified 1339 signatories. 1341 The petition must include a statement of justification for the recall 1342 and all relevant and appropriate supporting documentation. 1344 The petition and its signatories must be announced to the IETF 1345 community. 1347 7.2. Recall Committee Chair 1349 Internet Society President shall appoint a Recall Committee Chair. 1351 The Internet Society President must not evaluate the recall request. 1352 It is explicitly the responsibility of the IETF community to evaluate 1353 the behavior of its leaders. 1355 7.3. Recall Committee Creation 1357 The recall committee is created according to the same rules as is the 1358 nominating committee with the qualifications that both the person 1359 being investigated and the parties requesting the recall must not be 1360 a member of the recall committee in any capacity. 1362 7.4. Recall Committee Rules 1364 The recall committee operates according to the same rules as the 1365 nominating committee with the qualification that there is no 1366 confirmation process. 1368 7.5. Recall Committee Operation 1370 The recall committee investigates the circumstances of the 1371 justification for the recall and votes on its findings. 1373 The investigation must include at least both an opportunity for the 1374 member being recalled to present a written statement and consultation 1375 with third parties. 1377 7.6. 3/4 Majority 1379 A 3/4 majority of the members who vote on the question is required 1380 for a recall. 1382 7.7. Position To Be Filled 1384 If a sitting member is recalled the open position is to be filled 1385 according to the mid-term vacancy rules. 1387 8. IANA Considerations 1389 This document contains no actions for IANA. 1391 [RFC Editor: Please remove this section prior to publication.] 1393 9. Security Considerations 1395 Any selection, confirmation, or recall process necessarily involves 1396 investigation into the qualifications and activities of prospective 1397 candidates. The investigation may reveal confidential or otherwise 1398 private information about candidates to those participating in the 1399 process. Each person who participates in any aspect of the process 1400 must maintain the confidentiality of any and all information not 1401 explicitly identified as suitable for public dissemination. 1403 When the nominating committee decides it is necessary to share 1404 confidential or otherwise private information with others, the 1405 dissemination must be minimal and must include a prior commitment 1406 from all persons consulted to observe the same confidentiality rules 1407 as the nominating committee itself. 1409 10. References 1410 10.1. Normative References 1412 [RFC3710] Alvestrand, H., "An IESG charter", RFC 3710, 1413 February 2004. 1415 [RFC3777] Galvin, J., "IAB and IESG Selection, Confirmation, and 1416 Recall Process: Operation of the Nominating and Recall 1417 Committees", BCP 10, RFC 3777, June 2004. 1419 [RFC4071] Austein, R. and B. Wijnen, "Structure of the IETF 1420 Administrative Support Activity (IASA)", BCP 101, 1421 RFC 4071, April 2005. 1423 10.2. Informative References 1425 [RFC3797] Eastlake, D., "Publicly Verifiable Nominations Committee 1426 (NomCom) Random Selection", RFC 3797, June 2004. 1428 Appendix A. Changes Since RFC 3777 1430 o Converted from nroff to xml2rfc, resulting in some reformatting. 1432 o Applied RFC 3777 errata (#232 and #4179). 1434 o Applied RFC 5078 update. 1436 o Applied RFC 5633 update. 1438 o Applied RFC 5680 update. 1440 o Applied RFC 6859 update. 1442 o Applied errata #232. 1444 o A few grammatical corrections. 1446 o Add reference to RFC 3710. 1448 Appendix B. Oral Tradition 1450 Over the years various nominating committees have learned through 1451 oral tradition passed on by liaisons that there are certain 1452 consistencies in the process and information considered during 1453 deliberations. Some items from that oral tradition are collected 1454 here to facilitate its consideration by future nominating committees. 1456 1. It has been found that experience as an IETF Working Group Chair 1457 or an IRTF Research Group Chair is helpful in giving a nominee 1458 experience of what the job of an Area Director involves. It also 1459 helps a nominating committee judge the technical, people, and 1460 process management skills of the nominee. 1462 2. No person should serve both on the IAB and as an Area Director, 1463 except the IETF Chair whose roles as an IAB member and Area 1464 Director of the General Area are set out elsewhere. 1466 3. The strength of the IAB is found in part in the balance of the 1467 demographics of its members (e.g., national distribution, years 1468 of experience, gender, etc.), the combined skill set of its 1469 members, and the combined sectors (e.g., industry, academia, 1470 etc.) represented by its members. 1472 4. There are no term limits explicitly because the issue of 1473 continuity versus turnover should be evaluated each year 1474 according to the expectations of the IETF community, as it is 1475 understood by each nominating committee. 1477 5. The number of nominating committee members with the same primary 1478 affiliation is limited in order to avoid the appearance of 1479 improper bias in choosing the leadership of the IETF. Rather 1480 than defining precise rules for how to define "affiliation", the 1481 IETF community depends on the honor and integrity of the 1482 participants to make the process work. 1484 Appendix C. Nominating Committee Timeline 1486 This appendix is included for the convenience of the reader and is 1487 not to be interpreted as the definitive timeline. It is intended to 1488 capture the detail described elsewhere in this document in one place. 1489 Although every effort has been made to ensure the description here is 1490 consistent with the description elsewhere, if there are any conflicts 1491 the definitive rule is the one in the main body of this document. 1493 The only absolute in the timeline rules for the annual process is 1494 that its completion is due by the First IETF of the year after the 1495 nominating committee begins its term. This is supported by the fact 1496 that the confirmed candidate terms begin during the week of the First 1497 IETF. 1499 The overall annual process is designed to be completed in seven 1500 months. It is expected to start nine months prior to the First IETF. 1501 The time is split between three major components of the process 1502 roughly as follows: 1504 1. First is the selection and organization of the committee members. 1505 Three months are allotted for this process. 1507 2. Second is the selection of the candidates by the nominating 1508 committee. Four months are allotted for this process. 1510 3. Third is the confirmation of the candidates by their respective 1511 confirming bodies. Two months are allotted for this process. 1513 The following list captures the details of the milestones within each 1514 component. For illustrative purposes the list presumes the Friday 1515 before the First IETF is March 1. Numbers shown in square brackets 1516 indicate the expected number of weeks at each step. 1518 0. BEGIN Eight Months Prior to First IETF (approx. June 1); Internet 1519 Society President appoints the Chair. The appointment must be 1520 done no later than the Second IETF or eight months prior to the 1521 First IETF, whichever comes first. The Chair must be announced 1522 and recognized during a plenary session of the Second IETF. [0] 1524 1. The Chair establishes and announces milestones to ensure the 1525 timely selection of the nominating committee members. [1] 1527 2. The Chair contacts the IESG, IAB, and Internet Society Board of 1528 Trustees and requests a liaison. The Chair contacts the prior 1529 year's Chair and requests an advisor. The Chair obtains the list 1530 of IESG, IAB, and IAOC open positions and descriptions from the 1531 IETF Executive Director. [0] 1533 3. The Chair announces the solicitation for voting volunteer members 1534 that must remain open for at least 30 days. The announcement must 1535 be done no later than seven months and two weeks prior to the 1536 First IETF (approx. June 15). [6] 1538 4. After the solicitation closes the Chair announces the pool of 1539 volunteers and the date of the random selection, which must be at 1540 least one week in the future. The announcement must be done no 1541 later than six months and two weeks prior to the First IETF 1542 (approx. July 15). [1] 1544 5. On the appointed day the random selection occurs and the Chair 1545 announces the members of the committee and the one week challenge 1546 period. The announcement must be done no later than six months 1547 and one week prior to the First IETF (approx. July 22). [1] 1549 6. During the challenge period the Chair contacts each of the 1550 committee members and confirms their availability to participate. 1551 [0] 1553 7. After the challenge period closes the Chair announces the members 1554 of the committee and its term begins. The announcement must be 1555 done no later than six months prior to the First IETF (approx. 1556 August 1). [1] 1558 8. The committee has one month during which it is to self-organize in 1559 preparation for completing its assigned duties. This must be done 1560 no later than five months prior to the First IETF (approx. 1561 September 15). [6] 1563 9. END the Committee Member Selection Process; BEGIN the Selection of 1564 Candidates; Time is at least five months prior to the First IETF 1565 (approx. September 22). [0] 1567 10. The Chair establishes and announces the milestones to ensure the 1568 timely selection of the candidates, including a call for 1569 nominations for the open positions. The announcement must be done 1570 no later than five months prior to the First IETF (approx. 1571 October 1). [1] 1573 11. Over the next three months the nominating committee collects 1574 input and deliberates. It should plan to conduct interviews and 1575 other consultations during the Third IETF. The committee is due 1576 to complete its candidate selection no later than two months prior 1577 to the First IETF (approx. January 1). [17] 1579 12. END the Selection of Candidates; BEGIN the Confirmation of 1580 Candidates; Time is at least two months prior to the First IETF 1581 (approx. January 1); [0] 1583 13. The committee presents its candidates to their respective 1584 confirming bodies. The presentation must be done no later than 1585 two months prior to the First IETF (approx. January 1). [0] 1587 14. The confirming bodies have one month to deliberate and, in 1588 communication with the nominating committee, accept or reject 1589 candidates. [4] 1591 15. The Chair notifies advises unsuccessful nominees that they have 1592 not been selected. [1] 1594 16. The Chair announces the confirmed candidates. The announcement 1595 must be done no later than one month prior to the First IETF 1596 (approx. February 1). [4] 1598 Appendix D. Acknowledgments 1600 A great deal of work went into the RFCs that preceded this one. The 1601 2014 nominating committee and this editor would like to thank all of 1602 them once again for the time and energy it took to get us to where we 1603 are now. In no particular order, we acknowledge: 1605 Jeff Case Fred Baker John Curran 1606 Guy Almes Geoff Huston Mike St. Johns 1607 Donald Eastlake Avri Doria Bernard Adoba 1608 Ted T'so Phil Roberts Jim Galvin 1609 Harald Alvestrand Leslie Daigle Joel Halpern 1610 Thomas Narten Spencer Dawkins Barry Leiba 1611 Lars Eggert Ross Callon Brian Carpenter 1612 Robert Elz Bernie Hoeneisen John Klensin 1613 Danny McPherson S. Moonesamy Scott Bradner 1614 Ralph Droms Pekka Savola 1616 Allison Mankin and Russ White provided early reviews and feedback 1617 about this document. 1619 Jari Arkko was very helpful by independently verifying that the 1620 previous text from all the merged documents was marshaled correctly 1621 into this one, and Adrian Farrell and Brian Carpenter caught the nits 1622 that fell through the cracks. 1624 Author's Address 1626 Murray S. Kucherawy (editor) 1627 270 Upland Drive 1628 San Francisco, CA 94127 1629 USA 1631 EMail: superuser@gmail.com