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=involves%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 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 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:

  1. An apache.org account (e.g. alamb@apache.org). To get one they need:
    1. 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.
  2. Connect gitbox.apache.org
    1. Add GitHub username to the account at id.apache.org
    2. Follow the instructions at gitbox.apache.org to link your GitHub account with your
      Apache account
  3. 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: NewCommiter@domain.com
Cc: private@[PROJECT].apache.org
Subject: Invitation to become [PROJECT] committer: [Candidate Name]

Hello [Candidate Name],

The [Project] Project Management Committee (PMC)
hereby offers you committer privileges to the project
[If your project automatically adds committers as PMC members]
as well as membership in the PMC
[/if]
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 more easily make
changes without needing to go through the patch
submission process. [Being a PMC member enables you
to guide the direction of the project.]

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.
Please let us know in reply to this message whether you accept or decline.
Also, please refrain from sharing that you were invited before the official
announcement by the PMC.

If you accept, you will need an Apache account (id) with privileges.
Please follow these instructions.

A. If you already have an ICLA on file:

    1. If you already have an Apache account, let us know your id and we
will grant you privileges on the project repositories.

    2. If you have previously sent an ICLA, let us know the email address
and public name used on the ICLA and your preferred Apache id, and
we will request your account.

    3. If the email address on the previously submitted ICLA is no longer
valid, let us know the email address and public name used on the new ICLA,
and your preferred Apache id. Continue to step B below and file your new ICLA.

Look to see if your preferred ID is already taken at
https://people.apache.org/committer-index.html

B. If there is not already an ICLA on file, you need to submit an ICLA:

    1. Details of the ICLA and the forms are found
    through this link: https://www.apache.org/licenses/#clas

    2. Instructions for its completion and return to
    the Secretary of the ASF are found at
    https://www.apache.org/licenses/contributor-agreements.html#submitting

    Do not copy the project or any other individual on your message
    to Secretary, as the form contains Personally Identifiable Information
    that should be kept private.

    3. When you complete the ICLA form, be sure to include in the form
    the Apache [Project] project and choose a
    unique Apache ID. Look to see if your preferred
    ID is already taken at
    https://people.apache.org/committer-index.html
    This will allow the Secretary to notify the PMC
    when your ICLA has been recorded.

When recording of your ICLA is noted, you will
receive a follow-up message with the next steps for
establishing you as a committer.

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_MEMBER 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 COMMITER 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 invitation email

A PMC member sends 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 4: A PMC member promotes them to PMC

A PMC member promotes them to the PMC on https://whimsy.apache.org/roster/committee/arrow.

Step 5: 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!



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