Network Working Group J. Galvin
Internet-Draft eList eXpress LLC
Expires: July 25, 2002 January 24, 2002
IAB and IESG Selection, Confirmation, and Recall Process: Operation
of the Nominating and Recall Committees
draft-galvin-rfc2727bis-00.txt
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Abstract
The process by which the members of the IAB and IESG are selected,
confirmed, and recalled is specified. This document is a self-
consistent, organized compilation of the process as it was known at
the time of publication.
Discussion of this Draft
Please direct all comments, suggestions, and questions regarding this
draft to the following mailing list:
ietf-nomcom@lists.elistx.com
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1. Introduction
This document is a revision of and supercedes RFC2727. [1] It is a
complete specification of the process by which members of the IAB and
IESG are selected, confirmed, and recalled as of the date of its
approval. However, these procedures are subject to change and such
change takes effect immediately upon its approval, regardless of
whether this document has yet been revised.
The following two assumptions continue to be true of this
specification.
1. The Internet Research Task Force (IRTF) and Internet Research
Steering Group (IRSG) are not a part of the process described
here.
2. The organization (and re-organization) of the IESG is not a part
of the process described here.
The time frames specified here use IETF meetings as a frame of
reference. The time frames assume that the IETF meets three times
per calendar year with approximately equal amounts of time between
them. The meetings are referred to as the First IETF, Second IETF,
or Third IETF as needed.
A sitting member of either the IAB or IESG is a person who is
currently serving a term of membership in that committee.
The remainder of this document is divided into four major topics as
follows.
General: This a set of rules and constraints that apply to the
selection and confirmation process as a whole.
Nominating Committee Selection: This is the process by which
volunteers from the IETF community are recognized to serve on the
committee that nominates candidates to serve on the IESG and IAB.
Nominating Committee Operation: This is the set of principles, rules,
and constraints that guide the activities of the nominating
committee, including the confirmation process.
Member Recall: This is the process by which the behavior of a sitting
member of the IESG or IAB may be questioned, perhaps resulting in
the removal of the sitting member.
A final section describes how this document differs from its
predecessor: RFC2727. [1]
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2. General
The following set of rules apply to the selection and confirmation
process as a whole. If necessary, a paragraph discussing the
interpretation of each rule is included.
1. The principal functions of the nominating committee are to review
the open IESG and IAB positions and to either nominate its
incumbent or recruit a superior candidate.
The nominating committee does not select the open positions to be
reviewed; it is instructed as to which positions to review.
At a minimum, the nominating committee will be given the title of
the position to be reviewed. The nominating committee may be
given a desirable set of qualifications for the candidate
nominated to fill each position.
Incumbents must notify the nominating committee if they do not
wish to be nominated.
The nominating committee does not confirm its candidates; it
presents its candidates to the appropriate confirming body as
indicated below.
2. The annual selection and confirmation process is expected to be
completed within 3 months.
The annual selection and confirmation process is expected to be
completed one month prior to the friday of the week before the
First IETF. It is expected to begin 4 months prior to the Friday
of the week before the First IETF.
3. One-half of each of the then current IESG and IAB positions is
selected to be reviewed each year.
The intent of this rule to ensure the review of approximately
one-half of each of the sitting IESG and IAB members each year.
It is recognized that circumstances may exist that will require
the nominating committee to review more or less than one-half of
the current positions, e.g., if the IESG or IAB have re-organized
prior to this process and created new positions, or if there are
an odd number of current positions.
4. Confirmed candidates are expected to serve at least a 2 year
term.
The intent of this rule is to ensure that members of the IESG and
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IAB serve the number of years that best facilitates the review of
one-half of the members each year.
It is consistent with this rule for the nominating committee to
choose one or more of the currently open positions to which it
may assign a term greater than 2 years in order to ensure the
ideal application of this rule in the future.
It is consistent with this rule for the nominating committee to
choose one or more of the currently open positions that share
responsibilities with other positions (both those being reviewed
and those sitting) to which it may assign a term greater than 2
years to ensure that all such members will not be reviewed at the
same time.
All sitting member terms end during the First IETF meeting
corresponding to the end of the term for which they were
confirmed. All confirmed candidate terms begin during the First
IETF meeting corresponding to the beginning of the term for which
they were confirmed. Normally, the confirmed candidate's term
begins when the currently sitting member's term ends on the last
day of the meeting. A term may begin or end no sooner than the
first day of the meeting and no later than the last day of the
meeting as determined by the mutual agreement of the currently
sitting member and the confirmed candidate. The confirmed
candidate's term may overlap the sitting member's term during the
meeting as determined by their mutual agreement.
5. Mid-term vacancies are filled by the same rules as documented
here with four qualifications. First, the most recently
constituted nominating committee is reconvened to nominate a
candidate to fill the vacancy. Second, the selection and
confirmation process is expected to be completed within 1 month,
with all other time periods otherwise unspecified prorated
accordingly. Third, the confirming body has two weeks from the
day it is notified of a candidate to reject the candidate,
otherwise the candidate is assumed to have been confirmed.
Fourth, the term of the confirmed candidate will be either:
1. the remainder of the term of the open position if that
remainder is not less than one year.
2. the remainder of the term of the open position plus the next
2 year term if that remainder is less than one year.
6. All deliberations and supporting information that relate to
specific nominees, candidates, and confirmed candidates are
confidential.
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The nominating committee and confirming body members will be
exposed to confidential information as a result of their
deliberations, their interactions with those they consult, and
from those who provide requested supporting information. All
members and all other participants are expected to handle this
information in a manner consistent with its sensitivity.
It is consistent with this rule for current nominating committee
members who have served on prior nominating committees to advise
the current committee on deliberations and results of the prior
committee, as necessary and appropriate.
7. The Chair is responsible for ensuring all information related to
the selection and confirmation of candidates is archived with the
Internet Society President upon completion of the nominating
committee's responsibilities.
Information includes but is not limited to the archive of any
electronic discussion forum used by the nominating committee, for
example, a mailing list.
All electronic information should be collected and formatted as a
single file using a popular application format, for example, zip
or tar, to facilitate its management and storage.
Electronic information should be encrypted using a popular and
generally well regarded security application. Encryption keys
must be provided separately to the Internet Society President in
a mutually agreed upon format.
8. Unless otherwise specified, the advise and consent model is used
throughout the process. This model is characterized as follows.
1. The IETF Executive Director advises the nominating committee
of the IESG and IAB positions to be reviewed.
2. The nominating committee selects candidates and advises the
confirming bodies of them.
3. The sitting IAB members review the IESG candidates,
consenting to some, all, or none.
If all of the candidates are confirmed, the job of the
nominating committee with respect to reviewing the open IESG
positions is considered complete. If some or none of the
candidates are confirmed, the nominating committee must
reconvene to select alternate candidates for the rejected
candidates. Any additional time required by the nominating
committee should not exceed its maximum time allotment.
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4. The Internet Society Board of Trustees reviews the IAB
candidates, consenting to some, all, or none.
If all of the candidates are confirmed, the job of the
nominating committee with respect to reviewing the open IAB
positions is considered complete. If some or none of the
candidates are confirmed, the nominating committee must
reconvene to select alternate candidates for the rejected
candidates. Any additional time required by the nominating
committee should not exceed its maximum time allotment.
5. The confirming bodies decide their consent according to a
mechanism of their own choosing, which must ensure that at
least one-half of the sitting members agree with the
decision.
At least one-half of the sitting members of the confirming
bodies must agree to either confirm or reject each individual
nominee. The agreement must be decided within a reasonable
timeframe. The agreement may be decided by conducting a
formal vote, by asserting consensus based on informal
exchanges (email), or by whatever mechanism is used to
conduct the normal business of the confirming body.
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3. Nominating Committee Selection
The following set of rules apply to the creation of the nominating
committee and the selection of its members.
1. The committee comprises at least a non-voting Chair, 10 voting
volunteers, and 3 non-voting liaisons.
Any committee member may propose the addition of a non-voting
advisor to participate in some or all of the deliberations of the
committee. The addition must be approved by both the voting and
non-voting members of the committee according to its established
voting mechanism. Advisors participate as individuals.
Any committee member may propose the addition of a non-voting
liaison from other unrepresented organizations to participate in
some or all of the deliberations of the committee. The addition
must be approved by both the voting and non-voting members of the
committee according to its established voting mechanism.
Liaisons participate as representatives of their respective
organizations.
Advisors and liaisons must meet the usual requirements for
membership in the nominating committee. In the case of liaisons
the requirements apply to the organization not to the individual.
2. The Internet Society President appoints the non-voting Chair, who
must meet the usual requirements for membership in the nominating
committee.
The nominating committee Chair must agree to invest the time
necessary to ensure that the nominating committee completes its
assigned duties and to perform in the best interests of the IETF
community in that role.
The appointment must be completed no later than the Second IETF
meeting to ensure it can be announced during a plenary session at
that meeting as determined by the IETF secretariat. This ensures
the Chair has approximately two months to conduct the selection
process for the nominating committee members and approximately
one month to organize one or more initial meetings of the
nominating committee prior to the Third IETF meeting.
3. The Chair obtains the list of IESG and IAB positions to be
reviewed and publishes it along with a solicitation for names of
volunteers from the IETF community willing to serve on the
nominating committee.
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The list of open positions is published with the solicitation to
facilitate community members choosing between volunteering for an
open position and volunteering for the nominating committee.
The opportunity to volunteer must be available for at least one
month. The opportunity to volunteer must end no later than one
week prior to the earliest time at which the selection process
may begin.
The list and solicitation must be publicized using at least the
same mechanism used by the IETF secretariat for its
announcements.
4. Members of the IETF community must have attended at least 2 of
the last 3 IETF meetings in order to volunteer.
The 3 meetings are the three most recent meetings that ended
prior to the date on which the solicitation for nominating
committee volunteers was submitted for distribution to the IETF
community.
5. Internet Society Board of Trustees, sitting members of the IAB,
and sitting members of the IESG may not volunteer.
6. The Chair announces an enumerated list of the pool of volunteers
from which the 10 voting volunteers will be randomly selected.
The announcement must be made at least one week prior to the
earliest time the selection process may begin.
The announcement must be made using at least the same mechanism
used by the IETF secretariat for its announcements.
The enumerated list should be announced incrementally to ensure
the pool of volunteers is unbiased. The enumeration is immutable
such that if a volunteer withdraws or is otherwise ineligible to
be selected, that slot is left blank and is skipped during the
execution of the selection process.
7. The Chair randomly selects the 10 voting volunteers from the pool
of names of volunteers using a method that can be independently
verified to be unbiased and fair.
A method is fair if each eligible volunteer is equally likely to
be selected. A method is unbiased if no one can influence its
outcome in favor of a specific outcome.
The method must include an announcement of an enumerated list of
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the pool of names together with the specific algorithm for how
names will be chosen from the list.
The method must depend on random data whose value is not known at
the time the list and algorithm are announced and can not be
known for at least one week from the time of the announcement.
As soon as the random data is available it must be possible for
anyone with access to it to execute the method and confirm that
the correct 10 voting volunteers were selected.
If a selected volunteer is unable to complete their commitment
for any reason, it must be possible to iterate the method and
randomly select the next eligible volunteer in turn.
One possible method is described in RFC2777. [2]
All announcements must be made using at least the mechanism used
by the IETF secretariat for its announcements.
8. The sitting IAB and IESG members each appoint a non-voting
liaison to the nominating committee from their current membership
who are not sitting in an open position.
9. The Chair of the prior year's nominating committee serves as a
non-voting liaison.
The prior year's Chair may select a designee from a pool composed
of the voting members of the prior year's committee and all prior
Chairs if the Chair is unavailable. If the prior year's Chair is
unavailable and is unable or unwilling to make such a designation
in a timely fashion, the Chair of the current committee may do
so.
Selecting a prior year's committee member as the designee permits
the experience of the prior year's deliberations to be readily
available to the current committee. Selecting an earlier prior
year Chair as the designee permits the experience of being a
Chair as well as that Chair's committee deliberations to be
readily available to the current committee.
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4. Nominating Committee Operation
The following rules apply to the operation of the nominating
committee. If necessary, a paragraph discussing the interpretation
of each rule is included.
The rules are organized approximately in the order in which they
would be invoked.
The term nominee refers to an individual under consideration by the
nominating committee. The term candidate refers to a nominee that
has been selected by the nominating committee to be considered for
confirmation by a confirming body. A confirmed candidate is a
candidate that has been reviewed and approved by a confirming body.
1. All rules and special circumstances not otherwise specified are
at the discretion of the committee.
Exceptional circumstances will occasionally arise during the
normal operation of the nominating committee. This rule is
intended to foster the continued forward progress of the
committee.
Any member of the committee may propose a rule for adoption by
the committee. The rule must be approved by both the voting and
non- voting members of the committee according to its
established voting mechanism.
All members of the committee should consider whether the
exception is worthy of mention in the next revision of this
document and followup accordingly.
2. The Chair must establish and publicize milestones, which must
include at least a call for nominations.
There is a defined time period during which the selection and
confirmation process must be completed. The Chair must
establish a set of milestones which, if met in a timely fashion,
will result in the completion of the process on time. The Chair
should allow time for iterating the activities of the committee
if one or more candidates is not confirmed.
The milestones must be publicized using at least the same
mechanism used by the IETF secretariat for its announcements.
3. The Chair must establish a voting mechanism.
The committee must be able to objectively determine when a
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decision has been made during its deliberations. The criteria
for determining closure must be established and known to all
members of the nominating committee.
4. At least a quorum of committee members must participate in a
vote. A quorum comprises at least 7 voting members.
5. The Chair may establish a process by which a member of the
nominating committee may be recalled.
The process, if established, must be agreed to by a 3/4 majority
of the members of the nominating committee, including the non-
voting members since they would be subject to the same process.
6. All members of the nominating committee may participate in all
deliberations.
The emphasis of this rule is that no member, whether voting or
non-voting, can be explicitly excluded from any deliberation.
However, a member may individually choose not to participate in
a deliberation.
7. The Chair announces the open positions to be reviewed and the
call for nominees.
The call for nominees must include a request for comments
regarding the past performance of incumbents, which will be
considered during the deliberations of the nominating committee.
The announcements must be publicized using at least the same
mechanism used by the IETF secretariat for its announcements.
8. Any member of the IETF community may nominate any member of the
IETF community for any open position.
A self-nomination is permitted.
9. Nominating committee members must not be nominees.
To be a nominee is to enter the process of being selected as a
candidate and confirmed. Nominating committee members are not
eligible to be considered for filling any open position. They
become ineligible as soon as their role is announced to the IETF
community and they remain ineligible for the duration of this
nominating committee's term.
10. Members of the IETF community who were recalled from any IESG or
IAB position during the previous two years must not be nominees.
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11. The nominating committee selects candidates based on its
understanding of the IETF community's consensus of the
qualifications required to fill the open positions.
The intent of this rule is to ensure that the nominating
committee consults with a broad base of the IETF community for
input to its deliberations.
The consultations are permitted to include a slate of nominees,
if all parties to the consultation agree to observe customary
and reasonable rules of confidentiality.
A broad base of the community should include the existing
members of the IAB and IESG, especially sitting members who
share responsibilities with open positions, e.g., co-Area
Directors.
12. Nominees should be advised that they are being considered and
must consent to their nomination prior to being confirmed.
The nominating committee should help nominees provide
justification to their employers.
A nominee's consent must be written (email is acceptable) and
include a commitment to provide the resources necessary to fill
the open position and an assurance that the nominee will perform
the duties of the position for which they are being considered
in the best interests of the IETF community.
13. A candidate may not be confirmed to serve for both an IESG and
an IAB position concurrently.
A nominee may be a sitting member of either the IESG or the IAB
and confirmed for an alternate position in either the IESG or
the IAB.
If the term of the sitting role does not end coincident with the
start of the term of the new role, the confirmed candidate must
choose exactly one role.
14. The nominating committee advises the confirming bodies of their
candidates, specifying a single candidate for each open position
and a testament as to how each candidate meets the
qualifications of an open position.
The testament may include a brief resume of the candidate and a
summary of the deliberations of the nominating committee.
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15. With respect to any action to be taken in the context of
notifying and announcing confirmed candidates, and notifying
rejected nominees and candidates, the action must be valid
according to all of the rules specified below prior to its
execution.
1. Up until a candidate is confirmed, the identity of the
candidate must be kept confidential.
2. The identity of all nominees must be kept confidential
(except that the nominee may publicize their intentions).
3. Rejected nominees may be notified as soon as they are
rejected.
4. Rejected candidates may be notified as soon as they are
rejected.
5. Rejected nominees and candidates must be notified prior to
announcing confirmed candidates.
6. Confirmed candidates may be notified and announced as soon
as they are confirmed.
It is consistent with these rules for a nominee to never
know if they were a candidate or not.
It is consistent with these rules for some nominees to be
rejected early in the process and for some nominees to be
kept as alternates in case a candidate is rejected by a
confirming body. In the matter of whether a confirmed
candidate was a first choice or an alternate, that
information need not ever be disclosed and, in fact,
probably never should be.
It is consistent with these rules for confirmed candidates
to be notified and announced as quickly as possible instead
of requiring all confirmed candidates to wait until all open
positions have been reviewed.
When consulting with individual members of the IETF
community, if all parties to the consultation agree to
observe customary and reasonable rules of confidentiality
the consultations are permitted to include a slate of
nominees.
The announcements must be publicized using at least the same
mechanism used by the IETF secretariat for its
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announcements.
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5. Member Recall
The following rules apply to the recall process. If necessary, a
paragraph discussing the interpretation of each rule is included.
1. Anyone may request the recall of any sitting IAB or IESG member,
at any time, upon written (email is acceptable) request with
justification to the Internet Society President.
2. Internet Society President shall appoint a Recall Committee
Chair.
The Internet Society President must not evaluate the recall
request. It is explicitly the responsibility of the IETF
community to evaluate the behavior of its leaders.
3. The recall committee is created according to the same rules as is
the nominating committee with the qualifications that the person
being investigated and the person requesting the recall must not
be a member of the recall committee in any capacity.
4. The recall committee operates according to the same rules as the
nominating committee with the qualification that there is no
confirmation process.
5. The recall committee investigates the circumstances of the
justification for the recall and votes on its findings.
The investigation must include at least both an opportunity for
the member being recalled to present a written statement and
consultation with third parties.
6. A 3/4 majority of the members who vote on the question is
required for a recall.
7. If a sitting member is recalled the open position is to be filled
according to the mid-term vacancy rules.
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6. Changes From RFC2727
Editorial changes are not described here, only substantive changes.
They are listed here in the order in which they appear in the
document.
1. A definition for "sitting member" was added.
2. An information retention policy was added requiring the Chair to
submit a collection of all information related to the operation
of and execution of the responsibilities of the nominating
committee to the Internet Society President for long-term
storage. Previous Chairs have done this so the addition is just
a formalization of existing practice.
3. A timeframe for the appointment of the Chair was added. The
timeframe could always be inferred from the text but to avoid
confusion it is now explicitly stated.
4. Some explicit guidance was added regarding the timeframe for
volunteering to serve on the nominating committee.
5. Some explicit guidance was added to the process of selecting the
nominating committee members. Among other things it must be
possible to iterate the selection method more than just 10 times
to ensure that unavailable or ineligible volunteers can be
replaced.
6. It is now explicitly stated that no person may serve on both the
IESG and the IAB concurrently.
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7. Acknowledgements
There have been a number of people involved with the development of
this document over the years. A great deal of credit goes to the
first three Nominating Committee Chairs:
1993 - Jeff Case
1994 - Fred Baker
1995 - John Curran
who had the pleasure of operating without the benefit of a documented
process. It was their fine work and oral tradition that became the
first version of this document. Of course we can not overlook the
bug discovery burden that each of the Chairs since the first
publication have had to endure:
1996 - Guy Almes
1997 - Geoff Houston
1998 - Mike St. Johns
1999 - Donald Eastlake
2000 - Avia Doria
2001 - Ted T'so
Of course the bulk of the credit goes to the members of the POISSON
Working Group, previously the POISED Working Group. The prose here
would not be what it is were it not for the attentive and insightful
review of its members. Specific acknowledgement must be extended to
Scott Bradner and John Klensin, who have consistently contributed to
the improvement of this document throughout its evolution.
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8. Security Considerations
Any selection, confirmation, or recall process necessarily involves
investigation into the qualifications and activities of prospective
candidates. The investigation may reveal confidential or otherwise
private information about candidates to those participating in the
process. Each person who participates in any aspect of the process
has a responsibility to maintain the confidentiality of any and all
information not explicitly identified as suitable for public
dissemination.
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References
[1] Galvin, J., "IAB and IESG Selection, Confirmation, and Recall
Process: Operation of the Nominating and Recall Committees", BCP
10, RFC 2727, February 2000.
[2] Eastlake, D., "Publicly Verifiable Nomcom Random Selection", RFC
2777, February 2000.
Author's Address
James M. Galvin
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