Page History

This is now done - see commits below.

Rewriting A comprehensive review of how we onboard PMC chairs .

Improvements Being Worked On

Rewrite advice-for-new-pmc-chairs.txt as a public web page under /dev or similar
- Annotate which links require officer login (so people aren't surprised when they can't see some links)
- Make a simple checklist of todos, followed by explanatory text that links to various other PMC guides
- Remind people that outgoing PMC chair should be thanked / removed from LDAP / whatever
Update Secretary email template to new chairs to include reminder to follow link because there are required steps, and where to ask questions, see https://github.com/apache/whimsy/blob/master/www/board/agenda/views/actions/todos.json.rb#L199
(if volunteers) Write Whimsy form to make updating affiliations.txt easy

How PMC Chairs Get Chosen

(either) PPMC chooses a chair for their proposed TLP: https://incubator.apache.org/guides/graduation.html#preparing_a_charter, points to committers/board/templates/

(or) Existing PMC votes/consensus/chooses a new chair: https://apache.org/dev/pmc.html#newchair, points to whimsy board agenda 'add item'

(then) Board passes resolution

(then) Secretary sends out "Welcome new officers" email

New Chair Todos

Read /dev/pmc.html#chair

Read advice-for-new-pmc-chairs.txt

board reports
process of new committers/pmc chairs
board meeting attend
board@ subscription / be aware
Checkout repos: f/officers, f/board, c/board
Update affiliations.txt
? update FOAF?
Incubator graduation tasks if needed
project website update if PMC chair named
See overall duties dev/pmc.html#chair

Proposed New Onboarding Email Text

to:

1)Make the process friendlier and easier for new chairs
2)Make the to-dos and other chair-specific advice visible (instead of hidden in a private .txt file)
Other ideas: writing an automated Whimsy form that updates affiliations.txt for you
Other ideas: update /dev/pmc.html sections to be clearer, as well as any incubator documentation for how to choose a chair.

1) Proposed New Onboarding Email Text

Done - https://github.com/apache/whimsy/commit/b4aadbd48b4af5183018603bafe7e16de44ca4ce

Dear newly-appointed PMC Chair(s),

...

- (signature for secretary)

2) Proposed New Chair Todos Webpage

This will be at a.oDone - https://github.com/apache/www-site/pull/308 https://apache.org/dev/pmc-chair.html and would replace advice-for-new-pmc-chairs.txt

Congratulations on being appointed by the board as a project VP and Chair of your PMC, and thanks for volunteering to be a PMC Chair and help represent your project to the Board! The ASF relies on volunteers like you to help the Board provide the required oversight for our many projects.

Please run through the following checklist now to Please use the following checkoff and take action to accept your role, and read on for details about all the duties and responsibilities of a PMC Chair.

PMC Chair

...

First Steps -

...

Required

Update the affiliations.txt (link/instructions below TBD) file with your new ASF role and any personal affiliations. This is required for ASF corporate filings.
Chairs are responsible for ensuring quarterly reports to the board are submitted. While any PMC members may help, the Board specifically looks to holds the chair to ensure reports are responsible for ensuring reports get filed.
- Review the Reporting Guidelines - so you understand what should be in your project reports.
- Consider using the Board Reporter Wizard tool - handy tool to , which helps you draft and submit reports.
Chairs are responsible for sharing any board Board feedback with your PMC, and ensuring any board Board questions for your are answered.
- TBD: either subscribe or review board@ archivesChairs may subscribe to the privately-archived board@ mailing list, if desired; reading board@ sometimes helps provide perspective on how the Board interacts with all ASF projects.
If your project graduated from the Incubator, be sure to complete the graduation handoff steps.
- Also recall that newly graduated projects must report monthly for the first three months.

...

Other PMC Chair

...

Responsibilities And Tips

Read the complete guide on duties of a PMC Chair.
- While any PMC member can handle some PMC updates, in some cases only the Chair may have permissions to make roster updates.
- PMC Chairs are Vice Presidents / officers of the ASF, although you will rarely use the title.
Chairs may attend monthly Board meetings, and many Chairs have found it useful to see how Board meetings work.
You may want to checkout review these private repositories that have for more information about the Board, reporting, and PMC governance, using these recommended command line steps:. These directories are private to ASF officers and ASF Members only, so do not share this information elsewhere. You can use Subversion to checkout the directories below, or simply use your browser to login with your ASF credentials and view files.
- svn co https://svn.apache.org/repos/private/foundation/officers
  svn co - data files and some tools about ICLAs and other records.
- https://svn.apache.org/repos/private/foundation/board - current and past Board meeting agenda files (see also: Board Minutes).
- foundation-board
  svn co https://svn.apache.org/repos/private/committers/board committers - official board calendar and PMC committee-info.txt listings.
If your project website lists PMC members directly, be sure to update your name as the Chair.
This is also a great time to thank the outgoing PMC Chair for their work!

How To Update affiliations.txt

All newly appointed officers or directors need to update the affiliations.txt file by adding one line about themselves to the end of the file, following the format defined in the top of the text file. If you've checked out the foundation/officers repository, simply edit and checkin the file there. If you still need to checkout the directory to edit, you can do this:

svn checkout https://svn.apache.org/repos/private/foundation/officers --depth files
cd officers
(edit affiliations.txt to add your line)svn commit affiliations.txt -m "Add my affiliations for new PMC role"

FYI: How PMC Chairs Get Chosen