5c7ad3f4cd
We now have tools to generate most of the emails we'll need to send.
Document how to use them.
While there update docs to remove references to adding {tc,ptl}.rst to
index.rst. This is now done auto-magically ;P
Change-Id: I77b4f930231e6c8930a24e84b67a33490e578d5e
212 lines
6.5 KiB
ReStructuredText
212 lines
6.5 KiB
ReStructuredText
==================
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openstack/election
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==================
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This repository contains OpenStack Elections reference documents
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and tooling to run elections.
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Election officials process
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==========================
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=============
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PTL Elections
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=============
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Selecting Election Dates
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------------------------
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Things to keep in mind when selecting election dates:
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* At least 48 hours in between email deadline and poll start
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* Consider extra-atcs approval deadlines
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* Should start around R-4 for nominations period
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* Allow at least a week for nomination period
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``setup-election-config`` can be used to pick some obvous dates that need to be
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check by the election offiicals and TC
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Preparation
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-----------
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As early as possible but at least a month before election starts:
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* Edit elections details (timeline, cycle timeframe):
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* edit configuration.yaml
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* Prepare new election, e.g.:
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* tox -evenv -- create-directories
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* Commit to update website
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* Update Release Schedule
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A couple of weeks before election starts
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* Send 'PTL Election Season' email
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* tox -e venv -- template-emails election_season
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PTL Candidacy Round
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-------------------
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When PTL Candidacy start
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* Send 'PTL Nominations Kickoff' email
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* tox -e venv -- template-emails nominations_kickoff
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During the PTL Candidacy round:
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* Validate candidacy, e.g.:
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* tox -evenv -- check-all-candidacies, or
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* tox -evenv -- ci-check-all-candidate-files candidates/release/project/candidates , or
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* tox -evenv -- check-candidacy change_id
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* To +2 a candidate:
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* check commit link is indeed valid
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* check filename is email address
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* cursory check the candidacy statement
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* To +Workflow, checks the previous +2 details, find another commits using --limit 5 (optional)
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* Check candidate list and fix badly generated names through changes to the exception.txt file or
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requesting the candidate to update thier OSF member profile.
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Once the email deadline is reached:
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* Ask the TC chair to tag the governance repository
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* Generate the electorate rolls. This generates the rolls for all project
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teams even if they aren't going to hold an election.
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* tox -evenv -- generate-rolls
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A couple of days before the candidacy submission ends:
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* Render statistics and send 'Motivation call for PTL candidacy round', e.g.:
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* tox -evenv -- render-statistics
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* Send 'PTL Nominations Last Days' email
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* tox -e venv -- template-emails nominations_last_days
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When PTL Candidacy submission ends:
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* Send 'PTL Nominations End' email
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* tox -e venv -- template-emails end_nominations
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* When the tag is available, generate ATC rolls, e.g.:
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* tox -evenv -- generate-rolls
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* Compare ATC rolls with at least one other election official
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PTL Election Round
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------------------
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When PTL Election begins:
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* Create CIVS page ( https://wiki.openstack.org/wiki/Election_Officiating_Guidelines#Running_the_election_itself )
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* Upload rolls
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* CIVS has a maximum number of electorate emails you can upload at a time without crashing, limit to 500
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at a time
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* Send 'PTL Voting Kickoff' email
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* tox -e venv -- template-emails voting_kickoff
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A couple of days before the PTL Election ends:
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* Send 'PTL Voting Last Days' email
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* tox -e venv -- template-emails voting_last_days
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When PTL Election ends:
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* Close the election and udpate the results:
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* tox -evenv -- close-election ptl
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* edit doc/sources/pike/ptl.yaml to set election winners to True
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* Commit the change and review the results
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* Send 'PTL Results' email
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* This is doc/source/results/release/announce_ptl.rst generated by
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building the docs: toc -e docs
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After doc/source/results/release/ptl.yaml has been created and updated
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* Update governance repo:
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* tox -e venv update-governance -- --governance-repo ../governance/
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============
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TC Elections
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============
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Selecting Election Dates
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------------------------
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Things to keep in mind when selecting election dates:
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* Needs to conclude by S-3 (3 Weeks prior to OpenStack Summit)
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* Allow for at least 48 hours between email deadline and polling begininning
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* Allow at least a week for nomination and campaign periods
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``setup-election-config`` can be used to pick some obvous dates that need to be
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check by the election offiicals and TC
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Preparation
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-----------
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As early as possible but at least a month before election starts:
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* Edit elections details (timeline, cycle timeframe):
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* Edit configuration.yaml
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* Commit to update website
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* Update Release Schedule
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A couple of weeks before election starts
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* Send 'TC Election Season' email
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* tox -e venv -- template-emails election_season
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TC Candidacy Round
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------------------
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When TC Candidacy starts:
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* Send 'TC Nominations Kickoff' email
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* tox -e venv -- template-emails nominations_kickoff
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During the TC Candidacy round:
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* To +2 a candidate:
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* check candidate profile using https://www.openstack.org/community/members/
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* check filename is email address
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* cursory check the candidacy statement
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* To +Workflow, check the previous +2 details
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A couple of days before the candidacy submission ends:
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* Send 'TC Nominations Last Days' email
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* tox -e venv -- template-emails nominations_last_days
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When TC Candidacy submission ends:
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* Send 'TC End Nominations' email
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* tox -e venv -- template-emails end_nominations
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Once the email deadline is reached:
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* Ask the TC chair to tag the governance repository
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* Generate the electorate rolls.
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* tox -evenv -- generate-rolls
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TC Campaigning
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--------------
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The TC election includes a perido after the candidates are defined befoer the
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election for candidates to answer question from the community. Open this with
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* tox -e venv -- template-emails campaigning_kickoff
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TC Election Round
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-----------------
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When PTL Election begins:
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* Create CIVS page
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* Enable detailed ballot reporting
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* Upload rolls
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* Send 'TC Voting Kickoff' Email
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* tox -e venv -- template-emails voting_kickoff
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A couple of days before the TC Election ends:
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* Send 'TC Voting Last Days' email
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* tox -e venv -- template-emails voting_last_days
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When TC Election ends:
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* Close the election
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* Run: tox -e venv -- close-election tc
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* edit doc/source/pike/tc.yaml setting the winners to 'True'
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* Commit change & push review
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* Send 'TC Results' email
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* This is doc/source/results/release/announce_tc.rst generated by
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building the docs: toc -e docs
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After doc/source/results/release/tc.yaml has been created and updated
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* Update reference/members in governance repository
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* Add new members
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* Remove 'chair' & 'vice-chair' from file
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* Commit change & push review
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* Update tc-election-summary.py with election statistics
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* [Optional]Send 'TC Election Statistics'
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