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Network Working Group                                           J. GalvinRequest for Comments: 2282                              eList eXpress LLCBCP: 10                                                     February 1998Obsoletes:2027Category: 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.Copyright Notice   Copyright (C) The Internet Society (1998).  All Rights Reserved.Abstract   The process by which the members of the IAB and IESG are selected,   confirmed, and recalled is specified.  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 ......................................................23 Nominating Committee Selection ...............................64 Nominating Committee Operation ...............................75 Member Recall ................................................116 Changes FromRFC2027 .........................................127 Security Considerations ......................................138 Editor's Address .............................................139 Full Copyright Statement .....................................141.  Introduction   This document supercedesRFC2027, the first complete specification of   the process by which members of the IAB and IESG are selected,   confirmed, and recalled.  Prior to that time, a single paragraph inRFC1602 is the extent to which the process had been formally   recorded.Galvin                   Best Current Practice                  [Page 1]

RFC 2282                 IAB and IESG Selection            February 1998   This revision is based on the experience of the 1996 Nominating   Committee, the first committee to operate according toRFC2027.  The   following two assumptions of that specification are also true for   this revision.    (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.   The time frames specified here use IETF meetings as a frame of   reference.  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.   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.   A final section describes how this document differs from its   predecessor:RFC2027.2.  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.Galvin                   Best Current Practice                  [Page 2]

RFC 2282                 IAB and IESG Selection            February 1998    (1)   The principal functions of the nominating committee are to          review the open IESG and IAB positions and to either nominate          its incumbent or recruit a superior candidate.        The nominating committee does not select the open positions to        be reviewed; it is instructed as to which positions to review.        At a minimum, the nominating committee will be given the title        of the position to be reviewed.  The nominating committee may be        given a desirable set of qualifications for the candidate        nominated to fill each position.        Incumbents must notify the nominating committee if they do not        wish to be nominated.        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 reviewed each year.        The intent of this rule to ensure the review of approximately        one-half of each of the sitting IESG and IAB members each year.        It is recognized that circumstances may exist that will require        the nominating committee to review more or less than one-half of        the current positions, e.g., if the IESG or IAB have re-        organized prior to this process and created new positions, or if        there are an odd number current positions.    (4)   Confirmed candidates are expected to serve at least a 2 year          term.        The intent of this rule is to ensure that members of the IESG        and IAB serve the number of years that best facilitates the        review of one-half of the members each year.        It is consistent with this rule for the nominating committee to        choose one or more of the currently open positions to which it        may assign a term greater than 2 years in order to ensure theGalvin                   Best Current Practice                  [Page 3]

RFC 2282                 IAB and IESG Selection            February 1998        ideal application of this rule in the future.        It is consistent with this rule for the nominating committee to        choose one or more of the currently open positions that share        responsibilities with other positions (both those being reviewed        and those sitting) to which it may assign a term greater than 2        years to ensure that all such members will not be reviewed at        the same time.        All member terms begin and end during the Spring IETF meeting        corresponding to the end of the term for which they were        confirmed.  Normally, the confirmed candidate's term begins when        the currently sitting member's term ends on the last day of the        meeting.  A term may begin or end no sooner than the first day        of the meeeting as determined by the mutual agreement of the        currently sitting member and the confirmed candidate.    (5)   Mid-term 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 all other time periods otherwise unspecified          prorated accordingly.  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)   All deliberations and supporting information that relates to          specific nominees, candidates, and confirmed candidates are          confidential.        The nominating committee and confirming body members will be        exposed to confidential information as a result of their        deliberations, their interactions with those they consult, and        from those who provide requested supporting information.  All        members and all other participants are expected to handle this        information in a manner consistent with its sensitivity.Galvin                   Best Current Practice                  [Page 4]

RFC 2282                 IAB and IESG Selection            February 1998    (7)   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 reviewed.   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 reviewing 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 reviewing 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 2282                 IAB and IESG Selection            February 1998   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 3 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          reviewed 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 announces the pool of volunteers from which the 10          voting volunteers will be randomly selected.        The announcement must be made using at least the same mechanism        used by the IETF secretariat for its announcements.Galvin                   Best Current Practice                  [Page 6]

RFC 2282                 IAB and IESG Selection            February 1998    (7)   The Chair randomly selects the 10 voting voluteers from the          pool of names of volunteers using a method that can be          independently verified to be unbiased and fair.        A method is fair if each eligible volunteer is equally likely to        be selected.  A method is unbiased if no one can influence its        outcome.        The method must include an announcement of an enumerated list of        the pool of names together with the specific algorithm for how        names will be chosen from the list.  The output of the selection        algorithm must depend on random data whose value is not known at        the time the list and algorithm are announced.        One possible method is to compute the MD5 hash of future winning        lottery numbers and use the result to select names from the        list.        All announcements must be made using at least the mechanism used        by the IETF secretariat for its announcements.    (8)   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.    (9)   The Chair of the prior year's nominating committee serves as a          non-voting liaison.        The prior year's Chair may designate an alternate voting member        from the prior year's committee if the Chair is unavailable.  If        the prior year's Chair is unavailable and is unable or unwilling        to make such a designation in a timely fashion, the Chair of the        current committee may do so.    (10)  The Chair may solicit additional non-voting liaisons from          other organizations, who must meet the usual requirements for          membership in the nominating committee.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.Galvin                   Best Current Practice                  [Page 7]

RFC 2282                 IAB and IESG Selection            February 1998   The term nominee refers to an individual under consideration by the   nominating committee.  The term candidate refers 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.    (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.Galvin                   Best Current Practice                  [Page 8]

RFC 2282                 IAB and IESG Selection            February 1998        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 reviewed and the          call for nominees.        The call for nominees must include a request for comments        regarding the past performance of incumbents, which will be        considered during the deliberations of the nominating committee.        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.        The intent of this rule is to ensure that the nominating        committee consults with a broad base of the IETF community for        input to its deliberations.        The consultations are permitted to include a slate of nominees,        if all parties to the consultation agree to observe customary        and reasonable rules of confidentiality.        A broad base of the community should include the existing        members of the IAB and IESG, especially sitting members who        share responsibilities with open positions, e.g., co-Area        Directors.Galvin                   Best Current Practice                  [Page 9]

RFC 2282                 IAB and IESG Selection            February 1998    (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.        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 confidential.   b.   The identity of all nominees must be kept 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.Galvin                   Best Current Practice                 [Page 10]

RFC 2282                 IAB and IESG Selection            February 1998        It is consistent with these rules for some nominees to be        rejected early in the process and for some nominees to be kept        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.        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 reviewed.        When consulting with individual members of the IETF community,        if all parties to the consultation agree to observe customary        and reasonable rules of confidentiality the consultations are        permitted to include a slate of nominees.        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.Galvin                   Best Current Practice                 [Page 11]

RFC 2282                 IAB and IESG Selection            February 1998        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.    (7)   If a sitting member is recalled the open position is to be          filled according to the mid-term vacancy rules.6.  Changes FromRFC2027    (1)   In order to foster better communication between nominating          committees from one year to the next the Chair of each year's          committee has been added as a non-voting liaison of the next          year's committee.    (2)   In order to confirm the eligibility of each volunteer in the          pool of names from which nominating committee members are          chosen the Chair must announce the list prior to the random          selection.    (3)   In order to confirm the random selection process used to          select voting nominating committee members the Chair must          announce the fair and unbiased method used in advance of its          execution.    (4)   Some guidance was added to ensure that the nominating          committee consults with a broad base of the IETF community.    (5)   Some guidance was added to ensure that the nominating          committee understands that it may name prospective nominees          when consulting with individual members of the IETF community.    (6)   Some guidance was added to ensure that the nominating          committee understands that it is responsible for ensuring that          an appropriate set of one-half of each of the IESG and IAB          positions are reviewed each year.Galvin                   Best Current Practice                 [Page 12]

RFC 2282                 IAB and IESG Selection            February 19987.  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.8.  Editor's Address   James M. Galvin   eList eXpress LLC   PO Box 220   Glenwood, MD, 21738   EMail: galvin@elistx.comGalvin                   Best Current Practice                 [Page 13]

RFC 2282                 IAB and IESG Selection            February 19989.  Full Copyright Statement   Copyright (C) The Internet Society (1998).  All Rights Reserved.   This document and translations of it may be copied and furnished to   others, and derivative works that comment on or otherwise explain it   or assist in its implementation may be prepared, copied, published   and distributed, in whole or in part, without restriction of any   kind, provided that the above copyright notice and this paragraph are   included on all such copies and derivative works.  However, this   document itself may not be modified in any way, such as by removing   the copyright notice or references to the Internet Society or other   Internet organizations, except as needed for the purpose of   developing Internet standards in which case the procedures for   copyrights defined in the Internet Standards process must be   followed, or as required to translate it into languages other than   English.   The limited permissions granted above are perpetual and will not be   revoked by the Internet Society or its successors or assigns.   This document and the information contained herein is provided on an   "AS IS" basis and THE INTERNET SOCIETY AND THE INTERNET ENGINEERING   TASK FORCE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING   BUT NOT LIMITED TO ANY WARRANTY THAT THE USE OF THE INFORMATION   HEREIN WILL NOT INFRINGE ANY RIGHTS OR ANY IMPLIED WARRANTIES OF   MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.Galvin                   Best Current Practice                 [Page 14]