diff --git a/elections/README.md b/elections/README.md index 5f6a0faf15..0e3db5ba43 100644 --- a/elections/README.md +++ b/elections/README.md @@ -76,12 +76,27 @@ Containers project. This includes, but is not limited to: ## System The Architecture Committee election uses -[CIVS with Condorcet method voting](https://civs.cs.cornell.edu/) +[CIVS with Condorcet method voting](https://civs.cs.cornell.edu/). +You can find information about how to set up the voting on the +related [OpenStack wiki](https://wiki.openstack.org/wiki/Election_Officiating_Guidelines#Running_the_election_itself). + +Due to CIVS policy, to vote in private CIVS polls, everyone in the +electorate must opt in to email communication. CIVS has a +[dedicated page](https://civs1.civs.us/cgi-bin/opt_in.pl) to register +the email address they are using on GitHub. Once someone has +opted into receiving e-mail from CIVS it should allow future +ballots from any poll to be sent to the same e-mail address. ## Tools See the [election tools documentation](tools). +## Process + +See the [election process documentation](process) for details on +the process that election officials need to follow to successfully +execute the AC election. + ## Current elections - October 2024 diff --git a/elections/process/README.md b/elections/process/README.md new file mode 100644 index 0000000000..fdccce5003 --- /dev/null +++ b/elections/process/README.md @@ -0,0 +1,126 @@ +# Election Process + +The election process is administered and guided by +the Election Officials. + +This group is responsible for working with the +Architecture Committee (AC) on the election timeline, +performing the preparation steps and carrying out all +required communications. + +## Pick election officials +Election officials should not run in the election themselves. +Ideally they should also have no interest in the election +outcome (to preserve neutrality) but that is generally +harder to achieve. + +Election officials should be identified by no later than a +week prior to the start of the election. + +# Selecting Election Dates +Things to keep in mind when selecting election dates: + +- Try to avoid overlapping with big in-person events + in the interest for the community or major public holidays +- Allow enough time for the contributors to decide if they + are planning to run, and fulfill all the requirements to be + able to participate +- Allow at least a week for nomination and campaign periods +- The current AC needs to approve the timeline once there + is a proposal + +# Preparation +As early as possible but at least a month before election +starts: + +- Edit elections details (timeline, elected positions, deadlines) + in the [community repo](https://github.com/kata-containers/community/tree/main/elections) +- Create the PR to update the information on GitHub + +A couple of weeks before election starts: + +- Post information about the upcoming election on the + kata-dev mailing list and on Slack +- Generate an initial electorate list and share it with the + AC and community to ensure that the list contains all active + contributors + +# During the election +## AC Nomination Round +When AC nomination period starts: + +- Send Kata AC Nomination period started email to kata-dev +- Announce the start of the nomination period on Slack +- Generate the final electorate list + +Email and Slack announcement tips: +- Introduce yourself as election official +- Announce start of process +- List seats up for reelection +- Provide timeline overview +- Describe candidacy process +- Describe voting eligibility +- Link to references from kata-containers/community +- Example email from an earlier cycle: [draft etherpad](https://etherpad.opendev.org/p/r.256a531373da9595cf4c3af45bd58782) + +During the AC Candidacy round: +- Election officials review the nominations on GitHub +- A couple of days before the candidacy submission ends send + reminders to the mailing list and Slack + - Mention this is the last call for candidate nomination + - Mention specifically the nomination deadline, and the + full timeline + - Example email from an earlier cycle: + [October 2023 Kata Containers Architecture Committee elections candidate nomination reminder](https://lists.katacontainers.io/pipermail/kata-dev/2020-September/001512.html) + +When AC Candidacy submission ends: + +- Send Kata AC election - Nomination period ended email + +Once the email deadline is reached: + +- Check if there are enough candidate to run the election + - If yes, generate the electorate rolls and move forward with + the next steps of the process + - If not, reach out to the AC and have the active members + (whose seats are not up for re-election) officiate the results + before the last steps of administration + +# AC Campaigning +The AC election includes a period after the candidates are defined +but before the election, for candidates to answer questions from +the community. + +Open this with Kata AC election - Campaign period started email, and +also announce it on Slack. + +# AC Election Round +Before AC Election begins: + +- Create CIVS page + - Title the poll:

Kata Architecture Committee Election Poll + - Enable detailed ballot reporting + - Send to other officials to verify + - Check number of seats + - Check closing date + + +When TSC Election begins: + +- Upload rolls +- CIVS has a maximum number of electorate emails you can upload at a time without + crashing, limit to 500 at a time +- Send Kata AC election - Voting period started email, and announce the start + of the voting period on Slack + +A couple of days before the TSC Election ends: + +- Send Kata AC election - Voting period started reminder email and Slack + note + +Ending the Kata AC Election: + +- Close the election and send Kata AC election - Voting period ended email, and + announcement on Slack +- Update the list of AC members and their terms on GitHub and create a PR +- Send Kata AC Election Results email and Slack update