From: The IESG <iesg-secretary@ietf.org>
To: IETF-Announce <ietf-announce@ietf.org>
Cc: manycouches@ietf.org
Reply-To: iesg@ietf.org
Subject: WG Review: Stay Home Meet Only Online (shmoo)
The Stay Home Meet Only Online (shmoo) WG in the General Area of the IETF is
undergoing rechartering. The IESG has not made any determination yet. The
following draft charter was submitted, and is provided for informational
purposes only. Please send your comments to the IESG mailing list
(iesg@ietf.org) by 2022-02-17.
Stay Home Meet Only Online (shmoo)
-----------------------------------------------------------------------
Current status: Active WG
Chairs:
Suresh Krishnan <suresh.krishnan@gmail.com>
Mallory Knodel <mknodel@cdt.org>
Assigned Area Director:
Lars Eggert <lars@eggert.org>
General Area Directors:
Lars Eggert <lars@eggert.org>
Mailing list:
Address: manycouches@ietf.org
To subscribe: https://www.ietf.org/mailman/listinfo/manycouches
Archive: https://mailarchive.ietf.org/arch/browse/manycouches/
Group page: https://datatracker.ietf.org/group/shmoo/
Charter: https://datatracker.ietf.org/doc/charter-ietf-shmoo/
Stay Home Meet Occasionally Online (shmoo)
The disruptions caused by the COVID-19 pandemic may have been mitigated by the
time this group completes its work, but the experience of handling meeting
planning during the pandemic has proven that having community consensus
guidance at hand when dealing with novel conditions in the future is
beneficial.
The disruption of the IETF's typical schedule of three mostly-in-person
meetings per year, is causing it to convert a number of such meetings to
fully online meetings. Yet discussions about the possibility of fully or
mostly online meetings had been occurring in the IETF community for years as
a result of general increases in remote attendance, improvements in web
conferencing services, concerns about the environmental impact of travel, and
other reasons. It might therefore happen that in-person meeting participation
will become less popular and that a significant fraction of participants
will be remote.
The meeting planning activities that the IESG and the IETF LLC engage in would
benefit from IETF community consensus guidance concerning novel aspects raised
by these developments. The SHMOO working group is therefore chartered to
document high-level guidance and principles to the IESG and the IETF LLC.
The guidance and principles will concern the following:
- Meeting planning for fully online meetings. Similar to how RFC 8719
establishes guidance for the regional rotation of in-person meetings, the
IESG and the LLC would benefit from having community consensus guidelines
about the time zone selection, meeting length in days, and other high-level
scheduling aspects when an in-person meeting must be canceled. This work
item is expected to be fulfilled with the publication of one or more BCPs.
- Meeting planning for mostly online, or “hybrid,” meetings. Meetings that
have
an in-person component but with significantly more remote participants than
a mostly-in-person meeting need to be planned with community consensus
guidelines, too. While trade-offs have often been addressed in favor of
onsite attendees, the IESG and LLC would benefit from having community
consensus on high-level guidance about the organization of such hybrid
meetings, regarding such things as the meeting schedule, the meeting length
in days, and acceptable limitations on the maximum allowed or minimum
expected onsite attendees, whether and how to schedule and prioritize among
onsite activities such as side meetings, the terminal room, the code
lounge, and others, and other scheduling aspects.
- Determinations about the meeting fee structure for remote participation.
Since
remote participation in mostly-in-person meetings has historically been
free, IETF LLC and IESG decisions about the meeting fee structure for
remote participation need to be informed by community guidelines. This work
item is expected to be fulfilled with the publication of one or more BCPs.
Suggestions for changing the IETF's overall funding model are out of scope.
- The cadence of meeting scheduling and the mix of mostly-in-person, hybrid
and
fully online meetings going forward as well as the format of meetings, e.g.,
use of interims compared to components and length of the plenary meeting
(week). The working group is expected to document the expected future
meeting cadence and format as a BCP if consensus emerges to depart from the
existing cadence of three mostly-in-person meetings per year. Notably, any
such guidance will not become actionable until 3-4 years after it achieves
consensus, given the length of the IETF meeting planning cycle.
The work of SHMOO is expected to produce high-level principles, not detailed
operational plans. The goal is to produce guidelines for the IESG and the IETF
LLC to operationalize while ensuring they have substantial flexibility to
continue to deliver and evolve the IETF meeting experience to best serve IETF
participants and the Internet community at large. Specifications of details
concerning cancellation criteria, meeting technologies, and online meeting
agenda formats and content are out of scope. Aside from the fourth work item
above, discussion of financial aspects of IETF meetings and changes to RFC
8713 are both out of scope. Scheduling guidance for interim meetings is out
of scope.
Milestones:
TBD
WG action announcement
WG Action Announcement
From: The IESG <iesg-secretary@ietf.org>
To: IETF-Announce <ietf-announce@ietf.org>
Cc: The IESG <iesg@ietf.org>,
manycouches@ietf.org,
shmoo-chairs@ietf.org
Subject: WG Action: Rechartered Stay Home Meet Only Online (shmoo)
The Stay Home Meet Only Online (shmoo) WG in the General Area of the IETF has
been rechartered. For additional information, please contact the Area
Directors or the WG Chairs.
Stay Home Meet Only Online (shmoo)
-----------------------------------------------------------------------
Current status: Active WG
Chairs:
Suresh Krishnan <suresh.krishnan@gmail.com>
Mallory Knodel <mknodel@cdt.org>
Assigned Area Director:
Lars Eggert <lars@eggert.org>
General Area Directors:
Lars Eggert <lars@eggert.org>
Mailing list:
Address: manycouches@ietf.org
To subscribe: https://www.ietf.org/mailman/listinfo/manycouches
Archive: https://mailarchive.ietf.org/arch/browse/manycouches/
Group page: https://datatracker.ietf.org/group/shmoo/
Charter: https://datatracker.ietf.org/doc/charter-ietf-shmoo/
The disruptions caused by the COVID-19 pandemic may have been mitigated by the
time this group completes its work, but the experience of handling meeting
planning during the pandemic has proven that having community consensus
guidance at hand when dealing with novel conditions in the future is
beneficial.
The disruption of the IETF's typical schedule of three mostly-in-person
meetings per year, is causing it to convert a number of such meetings to
fully online meetings. Yet discussions about the possibility of fully or
mostly online meetings had been occurring in the IETF community for years as
a result of general increases in remote attendance, improvements in web
conferencing services, concerns about the environmental impact of travel, and
other reasons. It might therefore happen that in-person meeting participation
will become less popular and that a significant fraction of participants
will be remote.
The meeting planning activities that the IESG and the IETF LLC engage in would
benefit from IETF community consensus guidance concerning novel aspects raised
by these developments. The SHMOO working group is therefore chartered to
document high-level guidance and principles to the IESG and the IETF LLC.
The guidance and principles will concern the following:
- Meeting planning for fully online meetings. Similar to how RFC 8719
establishes guidance for the regional rotation of in-person meetings, the
IESG and the LLC would benefit from having community consensus guidelines
about the time zone selection, meeting length in days, and other high-level
scheduling aspects when an in-person meeting must be canceled. This work
item is expected to be fulfilled with the publication of one or more BCPs.
- Meeting planning for mostly online, or “hybrid,” meetings. Meetings that
have
an in-person component but with significantly more remote participants than
a mostly-in-person meeting need to be planned with community consensus
guidelines, too. While trade-offs have often been addressed in favor of
onsite attendees, the IESG and LLC would benefit from having community
consensus on high-level guidance about the organization of such hybrid
meetings, regarding such things as the meeting schedule, the meeting length
in days, acceptable limitations on the maximum allowed or minimum expected
onsite attendees, whether and how to schedule and prioritize among onsite
activities such as side meetings, the terminal room, the code lounge, and
others, and other scheduling aspects.
- Ensuring that any fees for remote participation do not become barriers for
participation. Since remote participation in mostly-in-person meetings has
historically been free, IETF LLC and IESG decisions about the meeting fee
structure for remote participation need to be informed by community
guidelines to ensure that those for whom a fee is a barrier to
participation are still able to participate. This work item is expected to
be fulfilled with the publication of one or more BCPs. Suggestions for
changing the IETF's overall funding model are out of scope.
- The cadence of meeting scheduling and the mix of mostly-in-person, hybrid
and
fully online meetings going forward as well as the format of meetings, e.g.,
use of interims compared to components and length of the plenary meeting
(week). The working group is expected to document the expected future
meeting cadence and format as a BCP if consensus emerges to depart from the
existing cadence of three mostly-in-person meetings per year. Notably, any
such guidance will not become actionable until 3-4 years after it achieves
consensus, given the length of the IETF meeting planning cycle.
The work of SHMOO is expected to produce high-level principles, not detailed
operational plans. The goal is to produce guidelines for the IESG and the IETF
LLC to operationalize while ensuring they have substantial flexibility to
continue to deliver and evolve the IETF meeting experience to best serve IETF
participants and the Internet community at large. Specifications of details
concerning cancellation criteria, meeting technologies, and online meeting
agenda formats and content are out of scope. Aside from fee structure,
discussion of financial aspects of IETF meetings and changes to RFC 8713
are both out of scope. Scheduling guidance for interim meetings is out of
scope.
Milestones:
Dec 2020 - Adopt draft for High level guidelines for evaluating
cancellation/replacement of in-person meetings
Dec 2020 - Adopt draft for Meeting planning guidelines for replacement
online meetings
Dec 2020 - Adopt Guidelines for determining meeting fees for fully online
meetings
Dec 2020 - Adopt draft(s) specifying Technology requirements for fully
online meetings