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openstack/election

This repository contains OpenStack Elections reference documents and tooling to run elections.

Election officials process

PTL Elections

Selecting Election Dates

Things to keep in mind when selecting election dates:

  • At least 48 hours in between email deadline and poll start
  • Consider extra-atcs approval deadlines
  • Should start around R-4 for nominations period
  • Allow at least a week for nomination period

Preparation

A month before election starts:

  • Edit elections details (timeline, cycle timeframe):
    • edit configuration.yaml
  • Prepare new election, e.g.:
    • tox -evenv -- create-directories
  • Update index.rst to include ptl.rst
  • Commit to update website
  • Update Release Schedule

A couple of weeks before election starts * Send 'PTL Election Season' email

PTL Candidacy Round

When PTL Candidacy start * Send 'PTL Nominations Kickoff' email

During the PTL Candidacy round: * Validate candidacy, e.g.: * tox -evenv -- check-all-candidacies, or * tox -evenv -- check-candidacy change_id * To +2 a candidate: * check commit link is indeed valid * check filename is email address * cursory check the candidacy statement * To +Workflow, checks the previous +2 details, find another commits using --limit 5 (optionals)

  • Check candidate list and fix badly generated names through changes to the exception.txt file

Once the email deadline is reached: * Ask the TC chair to tag the governance repository

A couple of days before the candidacy submission ends: * Render statistics and send 'Motivation call for PTL candidacy round', e.g.: * tox -evenv -- render-statistics * Send 'PTL Nominations Last Days' email

When PTL Candidacy submission ends: * Send 'PTL Nominations End' email

When PreferredEmailDeadLine is reached: * Ask the TC chair to tag the governance repository with the tag defined in the configuration.yaml * When the tag is available, generate ATC rolls, e.g.: * tox -evenv -- generate-rolls * Compare ATC rolls with at least one other election official

PTL Election Round

When PTL Election begins: * Create CIVS page ( https://wiki.openstack.org/wiki/Election_Officiating_Guidelines#Running_the_election_itself ) * Upload rolls * CIVS has a maximum number of electorate emails you can upload at a time without crashing, limit to 500 at a time * Send 'PTL Voting Kickoff' email

A couple of days before the PTL Election ends: * Send 'PTL Voting Last Days' email

When PTL Election ends: * Close the election and udpate the results: * tox -evenv -- close-election ptl * edit doc/sources/pike/ptl.yaml to set election winners to True * Update index.rst to comment ptl.rst candidate list * Commit the change and review the results * Send 'PTL Results' email * Update governance repo: * tox -e venv update-governance -- --governance-repo ../governance/

TC Elections

Selecting Election Dates

Things to keep in mind when selecting election dates:

  • Needs to conclude by S-3 (3 Weeks prior to OpenStack Summit)
  • Allow for at least 48 hours between email deadline and polling begininning
  • Allow at least a week for nomination and campaign periods

Preparation

A month before election starts:

  • Edit elections details (timeline, cycle timeframe):
    • Edit configuration.yaml
    • Update index.rst to include tc.rst instead of ptl.rst
  • Commit to update website
  • Update Release Schedule

A couple of weeks before election starts * Send 'TC Election Season' email

TC Candidacy Round

When TC Candidacy starts: * Send 'TC Nominations Kickoff' email

During the TC Candidacy round: * To +2 a candidate: * check candidate profile using https://www.openstack.org/community/members/ * check filename is email address * cursory check the candidacy statement * To +Workflow, check the previous +2 details

A couple of days before the candidacy submission ends: * Send 'TC Nominations Last Days' email

When TC Candidacy submission ends: * Send 'TC End Nominations' email

When PreferredEmailDeadLine is reached: * Generate ATC rolls, e.g.: * tox -evenv -- generate-rolls

TC Election Round

When PTL Election begins: * Create CIVS page * Enable detailed ballot reporting * Upload rolls * Send 'TC Voting Kickoff' Email

A couple of days before the TC Election ends: * Send 'TC Voting Last Days' email

When TC Election ends: * Close the election * Run: tox -e venv -- close-election tc * edit doc/source/pike/tc.yaml setting the winners to 'True' * Commit change & push review * Send 'TC Results' email * Update reference/members in governance repository * Add new members * Remove 'chair' & 'vice-chair' from file * Commit change & push review * Update tc-election-summary.py with election statistics * Send 'TC Election Statistics'