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.
- Reporting Guidelines - what should be in reports.
- Board Reporter Wizard tool - handy tool to draft and submit reports.
- 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
- 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.
- Chairs may attend monthly Board meetings, and many Chairs have found it useful to see how Board meetings work.
- You may want to checkout these private repositories that have more information about the Board, reporting, and PMC governance, using these recommended command line steps:
- svn co https://svn.apache.org/repos/private/foundation/officers
svn co https://svn.apache.org/repos/private/foundation/board foundation-board
svn co https://svn.apache.org/repos/private/committers/board committers-board
- svn co https://svn.apache.org/repos/private/foundation/officers
- 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.