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Network Working Group J. Galvin Request for Comments: 2027 CommerceNet BCP: 10 October 1996 Category: Best Current Practice

     IAB and IESG Selection, Confirmation, and Recall Process:
         Operation of the Nominating and Recall Committees

Status of this Memo

 This document specifies an Internet Best Current Practices for the
 Internet Community, and requests discussion and suggestions for
 improvements.  Distribution of this memo is unlimited.

Abstract

 The process by which the members of the IAB and IESG are selected,
 confirmed, and recalled has been exercised four times since its
 formal creation.  The evolution of the process has relied principally
 on oral tradition as a means by which the lessons learned could be
 passed on to successive committees.  This document is a self-
 consistent, organized compilation of the process as it is known
 today.

Table of Contents

 1 Introduction ................................................    1
 2 General .....................................................    3
 3 Nominating Committee Selection...............................    6
 4 Nominating Committee Operation...............................    7
 5 Member Recall ...............................................   10
 6 Security Considerations .....................................   11
 7 Editor's Address ............................................   11

1. Introduction

 By 1992, many aspects of the operation of the Internet Architecture
 Board (IAB), Internet Engineering Task Force (IETF), and the Internet
 Engineering Steering Group (IESG) had been reviewed and changes were
 being implemented.  Included in those changes was the process by
 which members of the IAB and IESG are selected, confirmed, and
 recalled.  Since 1992, the process of selection and confirmation has
 been exercised four times: 1992, 1993, 1994, and 1995.  The recall
 process has not been exercised.

Galvin Best Current Practice [Page 1] RFC 2027 NOMCOM and Recall Operation October 1996

 A single paragraph in RFC1602 is the extent to which the process has
 been formally recorded to date.  Informally, following the 1992
 exercise of the process, an internet draft was distributed recording
 many of the details of the operation of that first nominating
 committee.  In addition, in both 1994 and 1995, the POISED working
 group met, which facilitated the "oral tradition" transference of the
 selection and confirmation process lessons learned, including the
 email archives of the working group mailing list.  This document is a
 self-consistent, organized compilation of the process as described by
 each of these sources.
 The process described here includes only items for which the
 consensus of those participating in the various discussions was
 easily recognized.  As a result, two assumptions are made.
 (1)  The Internet Research Task Force (IRTF) and Internet
      Research Steering Group (IRSG) are not a part of the process
      described here.
 (2)  The organization (and re-organization) of the IESG is not a
      part of the process described here.
 In addition, this document specifies time frames for which the frame
 of reference is IETF meetings.  The time frames assume that the IETF
 meets at least once per year with that meeting occurring during the
 North American Spring time, i.e., the IETF meets at least on or about
 March of each year.
 The remainder of this document is divided into four major topics as
 follows.
 General
      This a set of rules and constraints that apply to the
      selection and confirmation process as a whole.
 Nominating Committee Selection
      This is the process by which volunteers from the IETF
      community are recognized to serve on the committee that
      nominates candidates to serve on the IESG and IAB.
 Nominating Committee Operation
      This is the set of principles, rules, and constraints
      that guide the activities of the nominating committee,
      including the confirmation process.

Galvin Best Current Practice [Page 2] RFC 2027 NOMCOM and Recall Operation October 1996

 Member Recall
      This is the process by which the behavior of a sitting
      member of the IESG or IAB may be questioned, perhaps
      resulting in the removal of the sitting member.

2. General

 The following set of rules apply to the selection and confirmation
 process as a whole.  If necessary, a paragraph discussing the
 interpretation of each rule is included.
 (1)  The principal function of the nominating committee is to
      recruit and nominate candidates for open IESG and IAB
      positions.
      The nominating committee does not select the open positions
      to be filled; it is instructed as to which positions to fill.
      At a minimum, the nominating committee will be given the title
      of the position to be filled.  The nominating committee may be
      given a desirable set of qualifications for the candidates
      nominated to fill a position.  The nominating committee does not
      confirm its candidates; it presents its candidates to the
      appropriate confirming body as indicated below.
 (2)  The annual selection and confirmation process is expected to be
      completed within 3 months.
      The annual selection and confirmation process is expected to be
      completed one month prior to the friday of the week before the
      Spring IETF.  It is expected to begin 4 months prior to the
      friday of the week before the Spring IETF.
 (3)  One-half of each of the then current IESG and IAB positions is
      selected to be refilled each year.
      A given position is selected every other year.  The intent is to
      replace no more than 50% of the sitting IESG and IAB members in
      any one year.
      A position may be refilled with its sitting member, if the
      sitting member is nominated by the nominating committee.
 (4)  Confirmed candidates are expected to serve at least a 2 year
      term.
      All member terms end during the Spring IETF meeting
      corresponding to the end of the term for which they were
      confirmed.  The term ends no later than the second to last

Galvin Best Current Practice [Page 3] RFC 2027 NOMCOM and Recall Operation October 1996

      day and no sooner than the Open Plenary session of the Spring
      IETF, as determined by the mutual agreement of the confirmed
      candidate and the currently sitting member.  The term begins no
      later than the last day and no sooner than the Open Plenary
      session of the Spring IETF meeting, as determined by the mutual
      agreement of the confirmed candidate and the currently sitting
      member.
 (5)  Mid-term IESG vacancies are filled by the same rules as
      documented here with four qualifications.  First, the most
      recently constituted nominating committee is reconvened to
      nominate a candidate to fill the vacancy.  Second, the
      selection and confirmation process is expected to be completed
      within 1 month, with a prorated time period for all other time
      periods not otherwise specified.  Third, the confirming body
      has two weeks from the day it is notified of a candidate to
      reject the candidate, otherwise the candidate is assumed to
      have been confirmed.  Fourth, the term of the confirmed
      candidate will be either:
 a.   the remainder of the term of the open position if that remainder
      is not less than one year.
 b.   the remainder of the term of the open position plus the next
      2 year term if that remainder is less than one year.
 (6)  Mid-term IAB vacancies are filled by the same rules as
      documented here with four qualifications.  First, the most
      recently constituted nominating committee is reconvened to
      nominate a candidate to fill the vacancy.  Second, the selection
      and confirmation process is expected to be completed within
      1 month, with a prorated time period for all other time periods
      not otherwise specified.  Third, the confirming body has two
      weeks from the day it is notified of a candidate to reject the
      candidate, otherwise the candidate is assumed to have been
      confirmed.  Fourth, the term of the confirmed candidate will
      be either:
 a.   the remainder of the term of the open position if that remainder
      is not less than one year.
 b.   the remainder of the term of the open position plus the next
      2 year term if that remainder is less than one year.
 (7)  All deliberations and supporting information of all the
      participants in the selection and confirmation process are
      private. The nominating committee and confirming body members
      will be exposed to confidential information as a result of

Galvin Best Current Practice [Page 4] RFC 2027 NOMCOM and Recall Operation October 1996

      their deliberations, their interactions with those they consult,
      and from nominees who provide requested supporting information.
      All members and all other participants are expected to handle
      this information in a manner consistent with its sensitivity.
 (8)  Unless otherwise specified, the advise and consent model is used
      throughout the process.  This model is characterized as follows.
 a.   The IETF Executive Director advises the nominating committee of
      the IESG and IAB positions to be refilled.
 b.   The nominating committee selects candidates and advises the
      confirming bodies of them.
 c.   The sitting IAB members review the IESG candidates, consenting
      to some, all, or none.
      If all of the candidates are confirmed, the job of the
      nominating committee with respect to filling the open IESG
      positions is considered complete.  If some or none of the
      candidates are confirmed, the nominating committee must
      reconvene to select alternate candidates for the rejected
      candidates.  Any additional time required by the nominating
      committee should not exceed its maximum time allotment.
 d.   The Internet Society Board of Trustees reviews the IAB
      candidates, consenting to some, all, or none.
      If all of the candidates are confirmed, the job of the
      nominating committee with respect to filling the open IAB
      positions is considered complete.  If some or none of the
      candidates are confirmed, the nominating committee must
      reconvene to select alternate candidates for the rejected
      candidates.  Any additional time required by the nominating
      committee should not exceed its maximum time allotment.
 e.   The confirming bodies decide their consent according to a
      mechanism of their own choosing, which must ensure that at
      least one-half of the sitting members agree with the
      decision.
      At least one-half of the sitting members of the confirming
      bodies must agree to either confirm or reject each individual
      nominee. The agreement must be decided within a reasonable
      timeframe.  The agreement may be decided by conducting a
      formal vote, by asserting consensus based on informal
      exchanges (email), or by whatever mechanism is used to
      conduct the normal business of the confirming body.

Galvin Best Current Practice [Page 5] RFC 2027 NOMCOM and Recall Operation October 1996

3. Nominating Committee Selection

 The following set of rules apply to the creation of the nominating
 committee and the selection of its members.

(1) The committee is comprised of at least a non-voting Chair, 10

   voting volunteers, and 2 non-voting liaisons.
   A Chair is permitted to invite additional non-voting advisors to
   participate in some or all of the deliberations of the committee.

(2) The Internet Society President appoints the non-voting Chair, who

   must meet the usual requirements for membership in the nominating
   committee.
   The nominating committee Chair must agree to invest the time
   necessary to complete the duties of the nominating committee
   and to perform in the best interests of the IETF community
   during the performance of those duties.

(3) The Chair obtains the list of IESG and IAB positions to be

   refilled and publishes it along with a solicitation for
   names of volunteers from the IETF community willing to
   serve on the nominating committee.
   The list of open positions is published with the solicitation to
   facilitate community members choosing between volunteering for an
   open position and volunteering for the nominating committee.
   The list and solicitation must be publicized using at least the
   same mechanism used by the IETF secretariat for its announcements.

(4) Members of the IETF community must have attended at least 2 of the

   last 3 IETF meetings in order to volunteer.

(5) Internet Society Board of Trustees, sitting members of the IAB,

   and sitting members of the IESG may not volunteer.

(6) The Chair randomly selects the 10 voting volunteers from the pool

   of names of volunteers.

(7) The sitting IAB and IESG members each appoint a non-voting liaison

   to the nominating committee from their current membership who are
   not sitting in an open position.

(8) The Chair may solicit additional non-voting liaisons from other

   organizations, who must meet the usual requirements for membership
   in the nominating committee.

Galvin Best Current Practice [Page 6] RFC 2027 NOMCOM and Recall Operation October 1996

4. Nominating Committee Operation

 The following rules apply to the operation of the nominating
 committee.  If necessary, a paragraph discussing the interpretation
 of each rule is included.
 The rules are organized approximately in the order in which they
 would be invoked.
 The term nominee refers to an individual under consideration by the
 nominating committee.  The term candidate efers to a nominee that has
 been selected by the nominating committee to be considered for
 confirmation by a confirming body.  A confirmed candidate is a
 candidate that has been reviewed and approved by a confirming body.
 (1)  All rules and special circumstances not otherwise specified
      are at the discretion of the Chair.
      Exceptional circumstances will occasionally arise during the
      normal operation of the nominating committee.  This rule is
      intended to foster the continued forward progress of the
      committee.  All members of the committee should consider
      whether the exception is worthy of mention in the next
      revision of this document and followup accordingly.
 (2)  The Chair must establish and publicize milestones, which must
      include at least a call for nominations.
      There is a defined time period during which the selection and
      confirmation process must be completed.  The Chair must
      establish a set of milestones which, if met in a timely
      fashion, will result in the completion of the process on
      time.  The Chair should allow time for iterating the
      activities of the committee if one or more candidates
      is not confirmed.
      The milestones must be publicized using at least the same
      mechanism used by the IETF secretariat for its announcements.
 (3)  The Chair must establish a voting mechanism.
      The committee must be able to objectively determine when
      a decision has been made during its deliberations.  The
      criteria for determining closure must be established and
      known to all members of the nominating committee.
 (4)  At least a quorum of committee members must participate in
      a vote. A quorum is comprised of at least 7 voting members.

Galvin Best Current Practice [Page 7] RFC 2027 NOMCOM and Recall Operation October 1996

 (5)  The Chair may establish a process by which a member of the
      nominating committee may be recalled.
      The process, if established, must be agreed to by a 3/4
      majority of the members of the nominating committee,
      including the non-voting members since they would be
      subject to the same process.
 (6)  All members of the nominating committee may participate in all
      deliberations.
      The emphasis of this rule is that no member, whether voting or
      non-voting, can be explicitly excluded from any deliberation.
      However, a member may individually choose not to participate
      in a deliberation.
 (7)  The Chair announces the open positions to be filled and
      the call for nominees.
      The announcements must be publicized using at least the same
      mechanism used by the IETF secretariat for its announcements.
 (8)  Any member of the IETF community may nominate any member
      of the IETF community for any open position.
      A self-nomination is permitted.
 (9)  Nominating committee members must not be nominees.
      To be a nominee is to enter the process of being selected
      as a candidate and confirmed.  Nominating committee members
      are not eligible to be considered for filling any open
      position.
 (10) Members of the IETF community who were recalled from any
      IESG or IAB position during the previous two years must
      not be nominees.
 (11) The nominating committee selects candidates based on its
      understanding of the IETF community's consensus of the
      qualifications required to fill the open positions.
 (12) Nominees should be advised that they are being considered
      and must consent to their nomination prior to being
      confirmed.
      The nominating committee should help nominees provide
      justification to their employers.

Galvin Best Current Practice [Page 8] RFC 2027 NOMCOM and Recall Operation October 1996

      A nominee's consent must be written (email is acceptable)
      and include a commitment to provide the resources necessary
      to fill the open position and an assurance that the nominee
      will perform the duties of the position for which they are
      being considered in the best interests of the IETF community.
 (13) The nominating committee advises the confirming bodies of
      their candidates, specifying a single candidate for each
      open position and a testament as to how each candidate
      meets the qualifications of an open position.
      The testament may include a brief resume of the candidate
      and a summary of the deliberations of the nominating committee.
 (14) With respect to any action to be taken in the context of
      notifying and announcing confirmed candidates, and notifying
      rejected nominees and candidates, the action must be valid
      according to all of the rules specified below prior to its
      execution.
 a.   Up until a candidate is confirmed, the identity of the
      candidate must be kept strictly confidential.
 b.   The identity of all nominees must be kept strictly confidential
      (except that the nominee may publicize their intentions).
 c.   Rejected nominees may be notified as soon as they are rejected.
 d.   Rejected candidates may be notified as soon as they are rejected.
 e.   Rejected nominees and candidates must be notified prior to
      announcing confirmed candidates.
 f.   Confirmed candidates may be notified and announced as soon as
      they are confirmed.
      It is consistent with these rules for a nominee to never know if
      they were a candidate or not.
      It is consistent with these rules for a nominating committee to
      reject some nominees early in the process and to keep some
      nominees as alternates in case a candidate is rejected by a
      confirming body. In the matter of whether a confirmed candidate
      was a first choice or an alternate, that information need not
      ever be disclosed and, in fact, probably never should be.

Galvin Best Current Practice [Page 9] RFC 2027 NOMCOM and Recall Operation October 1996

      It is consistent with these rules for confirmed candidates
      to be notified and announced as quickly as possible instead
      of requiring all confirmed candidates to wait until all open
      positions have been refilled.
      The announcements must be publicized using at least the same
      mechanism used by the IETF secretariat for its announcements.

5. Member Recall

 The following rules apply to the recall process.  If necessary, a
 paragraph discussing the interpretation of each rule is included.
 (1)  Anyone may request the recall of any sitting IAB or IESG member,
      at any time, upon written (email is acceptable) request with
      justification to the Internet Society President.
 (2)  Internet Society President shall appoint a Recall Committee
      Chair.
      The Internet Society President must not evaluate the recall
      request.  It is explicitly the responsibility of the IETF
      community to evaluate the behavior of its leaders.
 (3)  The recall committee is created according to the same rules
      as is the nominating committee with the qualifications that
      the person being investigated and the person requesting the
      recall must not be a member of the recall committee in any
      capacity.
 (4)  The recall committee operates according to the same rules as
      the nominating committee with the qualification that there
      is no confirmation process.
 (5)  The recall committee investigates the circumstances of the
      justification for the recall and votes on its findings.
      The investigation must include at least both an opportunity
      for the member being recalled to present a written statement
      and consultation with third parties.
 (6)  A 3/4 majority of the members who vote on the question is
      required for a recall.
      If a sitting member is recalled the open position is to be
      filled according to the mid-term vacancy rules.

Galvin Best Current Practice [Page 10] RFC 2027 NOMCOM and Recall Operation October 1996

6. Security Considerations

 Any selection, confirmation, or recall process necessarily involves
 investigation into the qualifications and activities of prospective
 candidates.  The investigation may reveal confidential or otherwise
 private information about candidates to those participating in the
 process.  Each person who participates in any aspect of the process
 has a responsibility to maintain the confidentiality of any and all
 information not explicitly identified as suitable for public
 dissemination.

7. Editor's Address

     James M. Galvin
     CommerceNet
     P.O. Box 220
     Glenwood, MD 21738
     Email: galvin@commerce.net
     Phone: +1 410.795.6882

Galvin Best Current Practice [Page 11]

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