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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

Dear newly-appointed PMC Chair(s),

Congratulations on being appointed by the board as a project VP and Chair of your PMC!  Please read the following list of required to-dos for new Chairs, which includes key links to all the duties and responsibilities of being a Chair:

https://apache.org/dev/pmc-chair.html

Now's a great time to thank the outgoing PMC Chair too, if there is one.

Thanks for volunteering!

 -  (signature for secretary)

Proposed New Chair Todos Webpage

This will be at a.o/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!  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 Required First Steps - ToDos

  • Update the affiliations.txt (link/instructions 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 PMC members may help, the Board specifically looks to the chair to ensure reports are filed.
  • Chairs are responsible for sharing any board feedback with your PMC, and ensuring any board questions are answered.
    • TBD: either subscribe or review board@ archives.
  • If your project graduated from the Incubator, be sure to complete the graduation handoff steps.

More PMC Chair Duties And Tips



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