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Network Working Group                                         J. GalvinRequest for Comments: 2027                                  CommerceNetBCP: 10                                                    October 1996Category: Best Current PracticeIAB and IESG Selection, Confirmation, and Recall Process:Operation of the Nominating and Recall CommitteesStatus 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 Contents1 Introduction ................................................12 General .....................................................33 Nominating Committee Selection...............................64 Nominating Committee Operation...............................75 Member Recall ...............................................106 Security Considerations .....................................117 Editor's Address ............................................111.  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 inRFC1602 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 lastGalvin                   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 ofGalvin                   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 19963.  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 19964.  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 19966.  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: +1 410.795.6882Galvin                   Best Current Practice                 [Page 11]