This is the Arrow specific processes for adding committers and PMC members, following the Apache Project Management Committee guidelines.
If in doubt, check the private@arrow.apache.org mailing list archive for examples of previous emails https://lists.apache.org/list.html?private@arrow.apache.org
New Committers
Step 1: Start a discussion thread
The goal of this step is to allow free form discussion prior to calling a vote. It may be nice to include some details about why you want to invite the person. An example:
To: private@arrow.apache.org
Subject: [DISCUSS] $PERSONS_NAME for Committer
$PERSONS_NAME has been an active contributor to the Arrow
community for the last 6 months[1][2], and has been focused on fixing bugs
and increasing interoperability with other implementations.
Are there any thoughts about inviting $PERSONS_NAME to become a committer?
[1] https://github.com/apache/arrow/issues?q=commenter%3A<github id>
[2] https://github.com/apache/arrow/commits?author=<github id>
Thanks,
Andrew
Step 2: Formal Vote
Assuming the discussion thread goes well, start a formal vote with an email like:
To: private@arrow.apache.org
Subject: [VOTE] $PERSONS_NAME for Arrow Committer
I propose to invite $PERSONS_NAME to be a committer. See discussion here [1].
[ ] +1 : Invite $PERSONS_NAME to become a committer
[ ] +0: ...
[ ] -1: I disagree because ...
The vote will be open for at least 48 hours.
My vote: +1
Thanks,
Andrew
[1] LINK TO DISCUSSION THREAD (e.g. https://lists.apache.org/thread/7rocc026wckknrjt9j6bsqk3z4c0g5yf)
If there are sufficient votes, send a result email like the following (substitute N with the number of +1 votes)
to: private@arrow.apache.org
subject: [RESULT][VOTE] $PERSONS_NAME for Arrow Committer
The vote carries with N +1 votes.
Step 3: Send Invitation to the new committer
Once the vote on private@ has passed and the [RESULT] e-mail has been sent, you can then send an invitation to the new committer and cc: private@arrow.apache.org
The committer needs:
- An apache.org account (e.g. alamb@apache.org). To get one they need:
- Submit an ICLA to secretary@apache.org, which will trigger an account creation. If they already have an ICLA on file, but no Apache account, see instructions below.
- Connect gitbox.apache.org
- Add GitHub username to the account at id.apache.org
- Follow the instructions at gitbox.apache.org to link your GitHub account with your
Apache account
- If the new committer is already a committer on another Apache project (so they already had an Apache account at the time of being invited), The Arrow Project Chair (or an ASF member) has to explicitly grant them karma on https://whimsy.apache.org/roster/committee/arrow.
Here are email templates for several cases of new committers.
Committers WITHOUT an Apache account and WITHOUT ICLA on file
You can check to see if someone has an Apache account http://people.apache.org/committer-index.html
If you aren't sure whether someone has an ICLA on file, ask the VP or any ASF Member to check https://whimsy.apache.org/officers/unlistedclas.cgi. ICLAs are often attached to code donations, or some companies ask their contributors to file them.
If the contributor does not have an Apache account or ICLA, please send them the following e-mail and cc private@arrow.apache.org
To: $EMAIL
Cc: private@arrow.apache.org
Subject: Invitation to become an Arrow Committer
Dear $NEW_COMMITTER,
The Arrow Project Management Committee (PMC) hereby offers you
committer privileges to the project. These privileges are offered on
the understanding that you'll use them reasonably and with common
sense. We like to work on trust rather than unnecessary constraints.
Being a committer enables you to commit patches to Arrow git repositories.
Being a committer does not require you to participate any more than
you already do. It does tend to make one even more committed. You will
probably find that you spend more time here.
Of course, you can decline and instead remain as a contributor,
participating as you do now.
A. This personal invitation is a chance for you to accept or decline
in private. Either way, please let us know in reply to the
private@arrow.apache.org address only.
B. If you accept, the next step is to register an iCLA:
Details of the iCLA and the forms are found through this link:
http://www.apache.org/licenses/#clas
Instructions for its completion and return to the Secretary of the ASF
are found at http://www.apache.org/licenses/#submitting
When you transmit the completed iCLA, request to notify Apache
Arrow and choose a unique Apache id. Look to see if your preferred id
is already taken at http://people.apache.org/committer-index.html This
will allow the Secretary to notify the PMC when your iCLA has been
recorded.
After your ICLA is filed and you are notified that your Apache account
has been created, you must then add your GitHub username to your account
at id.apache.org and then follow the instructions at gitbox.apache.org to
link your GitHub account with your Apache account. You will then have write
(but not admin) access to the Arrow repositories. If you have questions or
run into issues, please reply-all to this e-mail.
After the new account has been created, you can announce the new committer on dev@.
Committers WITHOUT an Apache account but WITH an ICLA on file
In this scenario, an officer (the project VP or an Apache Member) needs only to request an account to be created for the new committer, since through the ordinary process the ASF Secretary will do it automatically. This can be done at https://whimsy.apache.org/officers/acreq. Before requesting the new account, send an e-mail to the new committer (cc'ing private@) like this:
To: $EMAIL
Cc: private@arrow.apache.org
Subject: Invitation to become an Arrow Committer
Dear $NEW_COMMITTER,
The Arrow Project Management Committee (PMC) hereby offers you
committer privileges to the project. These privileges are offered on
the understanding that you'll use them reasonably and with common
sense. We like to work on trust rather than unnecessary constraints.
Being a committer enables you to commit patches to Arrow git repositories.
Being a committer does not require you to participate any more than
you already do. It does tend to make one even more committed. You will
probably find that you spend more time here.
Of course, you can decline and instead remain as a contributor,
participating as you do now.
This personal invitation is a chance for you to accept or decline
in private. Either way, please let us know in reply to the
private@arrow.apache.org address only. We will have to request an
Apache account be created for you, so please let us know what user id
you would prefer.
Once you are notified that your Apache account has been created, you must then add
your GitHub username to your account at id.apache.org and then follow the
instructions at gitbox.apache.org to link your GitHub account with your
Apache account. You will then have write (but not admin) access to the Arrow
repositories. If you have questions or run into issues, please reply-all to this e-mail.
Committers WITH an existing Apache account
In this scenario, an officer (the project VP or an ASF Member) can simply add the new committer on https://whimsy.apache.org/roster/committee/arrow. Before doing this, e-mail the new committer inviting them to be a committer like so (cc private@):
To: $EMAIL
Cc: private@arrow.apache.org
Subject: Invitation to become an Arrow Committer
Dear $NEW_COMMITTER,
The Arrow Project Management Committee (PMC) hereby offers you
committer privileges to the project. These privileges are offered on
the understanding that you'll use them reasonably and with common
sense. We like to work on trust rather than unnecessary constraints.
Being a committer enables you to commit patches to Arrow git repositories.
Being a committer does not require you to participate any more than
you already do. It does tend to make one even more committed. You will
probably find that you spend more time here.
Of course, you can decline and instead remain as a contributor,
participating as you do now.
If you accept, please let us know by replying to private@arrow.apache.org.
Step 4: Announce and Celebrate the new committer
Email to dev@arrow.apache.org
Send an email such as the following to dev@arrow.apache.org to celebrate
To: dev@arrow.apache.org
Subject: [ANNOUNCE] New Arrow committer: $NEW_COMMITTER
On behalf of the Arrow PMC, I'm happy to announce that $NEW_COMMITTER
has accepted an invitation to become a committer on Apache
Arrow. Welcome, and thank you for your contributions!
<your name>
Make a PR to update committers page on arrow website
Make a PR to arrow-site with the new committer and and ask them for corrections For example: https://github.com/apache/arrow-site/pull/199
New PMC Members
See also How to add a PMC member.
Here are the general process:
Step 1: Start a discussion thread
The goal of this step is to allow free form discussion prior to calling a vote. It may be nice to include some details about why you want to invite the person. An example:
To: private@arrow.apache.org
Subject: [DISCUSS] $NEW_PMC_MEMBER for PMC
I would like to propose adding $NEW_PMC_MEMBER[1] to the Arrow PMC.
$NEW_PMC_MEMBMER has been a committer since $COMMITER_MONTH [2], and has a
strong and sustained contribution record for more than a year, which has
accelerated over the past several months. [1] https://github.com/$NEW_PMC_MEMBERS_GITHUB_ACCOUNT
[2] LINK TO COMMMITER VOTE RESULT THREAD (e.g. https://lists.apache.org/thread/ovgp8z97l1vh0wzjkgn0ktktggomxq9t)
Thanks, Andrew
Step 2: Formal Vote a discussion thread
Assuming the discussion thread goes well, start a formal vote with an email like:
To: private@arrow.apache.org
Subject: [VOTE] $NEW_PMC_MEMBER for PMC
I propose inviting $NEW_PMC_MEMBER to join the Arrow PMC. We previously
discussed the merits of inviting $NEW_PMC_MEMBER to join the PMC [1]. The vote will be open for at least 7 days. [ ] +1 : Invite $NEW_PMC_MEMBER to become a PMC member [ ] +0: ... [ ] -1: I disagree because ... My vote: +1
[1] LINK TO DISCUSSION THREAD (e.g. https://lists.apache.org/thread/x2zno2hs1ormvfy13n7h82hmsxp3j66c)
Thanks, Andrew
Step 3: Send notice to ASF board
Chair send a NOTICE to board@apache.org (cc'ing private@) like this:
To: board@apache.org
Cc: private@arrow.apache.org
Subject: [NOTICE] $NEW_PMC_MEMBER for Arrow PMC
Hi,
Arrow proposes to invite $NEW_PMC_MEMBER ($NEW_PMC_MEMBER_APACHE_ID) to join the PMC.
The vote result is available here:
$VOTE_RESULT_URL
FYI: Full vote details:
$VOTE_URL
Step 4: Send invitation email
Chair send an invitation e-mail to the new PMC member (cc'ing private@) like this:
To: $EMAIL
Cc: private@arrow.apache.org
Subject: Invitation to join the Arrow PMC
Dear $NEW_PMC_MEMBER,
In recognition of your demonstrated commitment to, and alignment with, the goals of the Apache Arrow project, the Arrow PMC has voted to offer you membership in the Arrow PMC ("Project Management Committee"). Please let us know if you accept by subscribing to the private alias [by sending mail to private-subscribe@arrow.apache.org], and posting a message to private@arrow.apache.org. The PMC is for every top-level project is tasked by the Apache Board of Directors with official oversight and binding votes in that project. As a PMC member, you are responsible for continuing the general project, code, and community oversight that you have exhibited so far. The votes of the PMC are legally binding. All PMC members are subscribed to the project's private mail list, which is used to discuss issues unsuitable for an open, public forum, such as people issues (e.g. new committers, problematic community members, etc.), security issues, and the like. It can't be emphasized enough that care should be taken to minimize the use of the private list, discussing everything possible on the appropriate public list. The private PMC list is *private* - it is strictly for the use of the PMC. Messages are not to be forwarded to anyone else without the express permission of the PMC. Also note that any Member of the Foundation has the right to review and participate in any PMC list, as a PMC is acting on behalf of the Membership. Finally, the PMC is not meant to create a hierarchy within the committership or the community. Therefore, in our day-to-day interactions with the rest of the community, we continue to interact as peers, where every reasonable opinion is considered, and all community members are invited to participate in our public voting. If there ever is a situation where the PMC's view differs significantly from that of the rest of the community, this is a symptom of a problem that needs to be addressed. With the expectation of your acceptance, welcome! The Apache Arrow PMC
Step 5: Chair promotes them to PMC
The PMC chair promotes them to the PMC on https://whimsy.apache.org/roster/committee/arrow.
Step 6: Announce and Celebrate the new PMC
Send an email such as the following to dev@arrow.apache.org to celebrate:To: dev@arrow.apache.org
Subject: [ANNOUNCE] New Arrow PMC member: $NEW_PMC_MEMBER
The Project Management Committee (PMC) for Apache Arrow has invited $NEW_PMC_MEMBER to become a PMC member and we are pleased to announce that $NEW_PMC_MEMBER has accepted. Congratulations and welcome!