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Independent Submission                                    P. Saint-AndreRequest for Comments: 7649                                          &yetCategory: Informational                                          D. YorkISSN: 2070-1721                                         Internet Society                                                          September 2015The Jabber Scribe Role at IETF MeetingsAbstract   During IETF meetings, individual volunteers often help sessions run   more smoothly by relaying information back and forth between the   physical meeting room and an associated textual chatroom.  Such   volunteers are commonly called "Jabber scribes".  This document   summarizes experience with the Jabber scribe role and provides some   suggestions for fulfilling the role at IETF meetings.Status of This Memo   This document is not an Internet Standards Track specification; it is   published for informational purposes.   This is a contribution to the RFC Series, independently of any other   RFC stream.  The RFC Editor has chosen to publish this document at   its discretion and makes no statement about its value for   implementation or deployment.  Documents approved for publication by   the RFC Editor are not a candidate for any level of Internet   Standard; seeSection 2 of RFC 5741.   Information about the current status of this document, any errata,   and how to provide feedback on it may be obtained athttp://www.rfc-editor.org/info/rfc7649.Copyright Notice   Copyright (c) 2015 IETF Trust and the persons identified as the   document authors.  All rights reserved.   This document is subject toBCP 78 and the IETF Trust's Legal   Provisions Relating to IETF Documents   (http://trustee.ietf.org/license-info) in effect on the date of   publication of this document.  Please review these documents   carefully, as they describe your rights and restrictions with respect   to this document.Saint-Andre & York            Informational                     [Page 1]

RFC 7649                   Jabber Scribe Role             September 2015Table of Contents1. Introduction ....................................................22. Know Your Users .................................................33. Know Yourself ...................................................44. Primary Tasks ...................................................45. Additional Tasks ................................................56. Suggestions .....................................................66.1. Getting Set Up with Jabber .................................66.2. Before the Session Begins ..................................66.3. As the Session Is Starting .................................76.4. During the Session .........................................86.5. As the Session Is Ending ...................................97. Advanced Tips ...................................................98. Dealing with Abusive or Inappropriate Behavior .................109. Reporting Problems at the Meeting Venue ........................1010. Intellectual Property Rights (IPR) ............................1111. Security Considerations .......................................1112. References ....................................................1112.1. Normative References .....................................1112.2. Informative References ...................................12   Acknowledgements ..................................................12   Authors' Addresses ................................................121.  Introduction   During IETF meetings, individual volunteers often help sessions run   more smoothly by relaying information back and forth between the   physical meeting room and an associated textual chatroom.  Because   these chatrooms are currently implemented using Jabber/XMPP   technologies (see [RFC6120] and [XEP-0045]), the role is commonly   referred to as that of a "Jabber scribe" (however, nothing prevents   the IETF from using some other technology for chatrooms in the future   or from discontinuing the use of chatrooms entirely).   This role is important because it is the primary way for a remote   attendee to provide feedback or comments back into most IETF meeting   sessions.  Although there are multiple ways that a remote attendee   can listen and follow along, the chatroom provides a method of   returning feedback to the physical meeting in something close to real   time.  These methods hold true for IETF working group sessions, IRTF   research group sessions, IETF "birds of a feather" (BoF) sessions,   and similar sessions at IETF meetings.   Based on the authors' personal experience as well as input from other   individuals who frequently volunteer, this document provides some   suggestions for fulfilling the role of a Jabber scribe at IETF   meetings.Saint-Andre & York            Informational                     [Page 2]

RFC 7649                   Jabber Scribe Role             September 20152.  Know Your Users   The participants in a chatroom typically fall into three categories,   labeled here for ease of understanding:   o  Remote Participants      Remote attendees who are listening to the audio stream or, in some      cases, following the proceedings using a real-collaboration system      (currently exemplified by the Meetecho service).  These      participants might wish to send questions or feedback to the      physical room.   o  Observers      IETF meeting attendees who are in another simultaneous session in      a different physical room.  These participants often monitor the      chatroom to find out when a particular topic is being discussed or      to observe what is being discussed in the chatroom.  Typically,      they are not able to listen to the audio stream, and sometimes      they ask for a higher level of commentary so that they can know      when they might need to change locations to participate in the      session's physical room.   o  Local Participants      IETF meeting attendees who are in the same physical room.      Sometimes these participants like to follow the discussions in the      physical room and the chatroom at the same time.  They can also      provide some assistance to scribes.   It can happen that all of the chatroom participants are local   participants and thus do not require intensive service from a scribe.   Feel free to ask in the chatroom to determine if there are indeed any   remote participants.   Chatroom participants are usually identified by a "nickname" or   "handle" rather than a full name.  This can be confusing to scribes,   because they don't always know who is providing comments to be   relayed.  A scribe ought to ask for clarification so that the   identity of the remote participant can be communicated at the   microphone (see alsoSection 10).  If a remote participant insists on   remaining anonymous, it is best for the scribe to remind them of the   "Note Well" [NOTE-WELL] and point to that document as a justification   for not relaying said comments to the meeting.Saint-Andre & York            Informational                     [Page 3]

RFC 7649                   Jabber Scribe Role             September 20153.  Know Yourself   Different people have different aptitudes and skills.  Although some   people who volunteer to act as scribes are able to provide a fairly   complete transcription of what is said and done in the physical   meeting room, that is not the expectation for most volunteers (don't   be scared off by the word "scribe").  Fulfilling the primary tasks   described in the next section is not a significant burden for most   volunteers and can be an enjoyable way to participate in a session.   This document attempts to describe the experience and provide some   helpful guidance, but if you are thinking about volunteering, then   you might also ask other volunteers about their experience.  Knowing   your aptitudes and skills (e.g., perhaps you are not a great typist)   can help you understand the level of involvement you are comfortable   with.4.  Primary Tasks   The primary "customers" for a scribe are the remote participants, and   those customers are served in real time.  A scribe can assume that   remote participants have access to at least the audio stream and   perhaps also video for a session (except in extraordinary   circumstances, such as when technical problems occur with the   streaming facilities).  Even though chatroom sessions are logged   during IETF meetings and these public logs can be a useful adjunct to   the historical record, a scribe is not expected to transcribe what is   said and done during the session.  Instead, the primary role of a   scribe is to act as a relay between the physical room and the remote   participants.   In particular, individuals who volunteer for the role of scribe   usually complete the following tasks:   o  Relay questions and comments from the chatroom to the physical      room.  This typically involves going to the microphone to relay      the comment from the remote participant.   o  Count or otherwise take account of the number of chatroom      participants who virtually "hum", raise their hands, volunteer to      review documents, etc., and feed that information back to the      physical room.  (Although humming in the physical room provides      some level of anonymity, that is not true in the chatroom since      the only way to register one's opinion is to type something like      "hum in favor"; in this case, it is acceptable for the scribe to      at least provide a rough count or percentage of hums from chatroom      participants in order to get a sense of the chatroom.)Saint-Andre & York            Informational                     [Page 4]

RFC 7649                   Jabber Scribe Role             September 2015   o  Relay information about hums and similar interactions from the      physical room to the chatroom (preferably after receiving a      "readout" from the session chairs).   It is the convention in most sessions that the scribe has the   privilege to go to the front of the microphone line to relay   information from remote participants.  Some scribes choose to   exercise that privilege while others choose to wait in line along   with the participants in the physical meeting room.  However, be   aware that because of the lag (typically 20 seconds to 2 minutes)   between in-room discussions and the audio stream (as well as the   inevitable delay while a remote participant types a question or   comment to be relayed), it can be helpful for the scribe to "jump the   queue" so that such questions and comments are not stale by the time   they are relayed to the microphone.5.  Additional Tasks   Additionally, some scribes often complete the following tasks:   o  Relay the names of people speaking in the physical room to the      chatroom.  (To avoid typing the full names of people who speak      frequently, scribes often use initials but ought to expand the      initials on first use.)  SeeSection 6.4 for details.   o  Relay the slide numbers or slide titles so that it is easier for      chatroom participants to follow along.   o  Query remote participants about audio streaming quality, and relay      such information to the session chairs.   o  Relay to the chatroom participants any logistical or procedural      issues related to the meeting (e.g., known technical glitches at      the physical meeting or delays in starting the session).   o  Provide links to the current set of slides and the document being      discussed so that chatroom participants can easily follow along.   Although scribes are not generally expected to transcribe the   complete contents of conversations that happen in the physical room   to the chatroom, they sometimes relay the gist of such conversations,   especially during ad hoc discussions for which slides are not   available.  (By prior arrangement between the session chairs and the   scribe, actual transcription might be expected for particular   sessions.)Saint-Andre & York            Informational                     [Page 5]

RFC 7649                   Jabber Scribe Role             September 20156.  Suggestions   Experience has shown that the following behaviors make it easier to   act as a scribe.6.1.  Getting Set Up with Jabber   An overview of the IETF Jabber service can be found at the IETF   Groupchat/Chatroom Service web page [JABBER].  Many common instant   messaging clients support the Jabber/XMPP protocols, and at the time   of writing, a list of such clients can be found at the XMPP Standards   Foundation Software List [XMPPLIST].  Because the IETF Jabber service   provides chatrooms only and does not enable direct registration of   user accounts, you will need to create a user account at another   service; one list of such services can be found at the IM Observatory   Server Directory [XMPPSERV].  At the time of writing, the Meetecho   service used at IETF meetings also enables you to join IETF chatrooms   directly without creating an account at another server.   Not all clients support the ability to join a chatroom, so you might   want to test your preferred software in advance of the meeting (the   hallway@jabber.ietf.org room is a good place to test).  Although the   exact user interface for joining a chatroom depends on the software   you are using, typically such software will have a "join room" option   that prompts you to provide the entire room address (e.g.,   "hallway@jabber.ietf.org") or separately provide the name of the room   (e.g., "hallway") and the domain of the chatroom service (e.g.,   "jabber.ietf.org").  Asking your fellow IETF participants about their   preferred software applications can be a good way to learn about   Jabber/XMPP clients that you might want to use.6.2.  Before the Session Begins   If you have volunteered before the session:   o  Coordinate with the chairs to ensure that remote participants have      received information about where to find the meeting materials,      agenda, audio stream, etc. (e.g., this information can be sent to      a working group discussion list so that remote participants do not      need to ask about it on entering the chatroom).   o  Coordinate with the chairs to see if they have any special      expectations for the scribe (e.g., some chairs might want you to      transcribe more detailed information about the session proceedings      into the chatroom).Saint-Andre & York            Informational                     [Page 6]

RFC 7649                   Jabber Scribe Role             September 2015   o  Ask the session chairs whether it is acceptable for you to advance      to the front of the microphone line with time-sensitive comments      from remote participants.6.3.  As the Session Is Starting   As you are getting settled and ready for the meeting to start:   o  Seat yourself near the microphone most likely to be used for      discussions in the physical room, so that you can more easily      capture the names of people who come to the microphone.      Typically, this will be a seat near the end of a row or in some      location where you can easily get up out of your seat to go to the      microphone.   o  Start up your preferred Jabber client, log into your server, and      join the chatroom for your session; the addresses are of the form      group-name@jabber.ietf.org or bof-name@jabber.ietf.org.   o  It can be helpful to open several browser windows or tabs for:      *  the agenda page for the session      *  the overall agenda page for the IETF meeting (the "tools-style         agenda" can be especially helpful for copying links for         session-specific resources such as the audio stream)      *  the materials page so that you can relay links to slides if         necessary (at the time of writing, URLs for materials related         to IETF working groups are of the form         "https://datatracker.ietf.org/         meeting/<nn>/materials.html#<name>", where "nn" is the meeting         number and "name" is the acronym for the working group,         research group, or BoF)      *  the documents page for the working group or research group (or         BoF wiki page) in case you want easy access to documents         mentioned but not in the agenda page      *  the meeting registration system page (see below)      *  the overall remote participation page for the IETF meeting in         question (at the time of writing, the URL for this page is of         the form "http://www.ietf.org/meeting/<nn>/         remote-participation.html", where "nn" is the meeting numberSaint-Andre & York            Informational                     [Page 7]

RFC 7649                   Jabber Scribe Role             September 2015   o  Determine if the session will be streamed via a real-time      collaboration system such as Meetecho.  If so, you can also point      remote participants to that system for interaction.   o  If the session is large or is expected to be especially active      (e.g., a controversial BoF), find a co-scribe who can help you by      sitting at another microphone, taking turns relaying information,      etc.      Identifying one or more co-scribes is particularly useful if you      want to go up to the microphone to speak as an individual, if you      have a presentation to make, or if you need to take a break or      step out of the physical room at some point.  You can work with a      co-scribe as a temporary stand-in or as someone who shares      responsibility for scribing throughout the whole meeting.6.4.  During the Session   As you perform your role during the session:   o  Identify yourself in both the physical room and the chatroom (or      ask the session chairs to identify you) so that participants in      both venues know you are a scribe.   o  Ask chatroom participants what level of information they need      relayed into the chatroom.  For example, if all chatroom      participants are listening via audio or a system like Meetecho,      they might need less information relayed from the room.   o  Ask chatroom participants to prepend statements they would like      you to relay with "RELAY" or "MIC" (the former term is less      ambiguous).   o  When relaying a question or comment from the chatroom to the      physical room, say "this is X relaying for Y from the chatroom" so      that people know you are not speaking for yourself.   o  It's not expected that you will know the names of everyone who      comes to the microphone.  If you don't know the name of a person      at the microphone, you have several options:      *  look at their name badge if you are seated nearby      *  query them directly (calling out "state your name, please" is         acceptable)Saint-Andre & York            Informational                     [Page 8]

RFC 7649                   Jabber Scribe Role             September 2015      *  ask in the chatroom or type something like "?? at the mic",         since it is likely that a local participant can identify the         person for you      *  if you know part of the attendee's name, look up their full         name in the meeting registration system (at the time of         writing, this is typically found at a URL of the form         "https://www.ietf.org/registration/<meeting>/attendance.py",         such as "https://www.ietf.org/registration/ietf93/attendance.py"); you can quickly look up a name using this         system if you are in doubt.   o  Be aware that a lag happens between the time when something is      said in the physical room and the time when someone provides a      response in the chatroom, and take this into account when the      interaction is time-sensitive (e.g., during a hum or a show of      hands).   o  Because of the lag time, ask remote participants who participate      in a hum to indicate what choice their hum is for rather than just      typing "hum" into the chatroom.  For example, "hum yes" or "hum      for option 1".  You can then more easily tally the results and      report them to the physical room.6.5.  As the Session Is Ending   As you wrap up your scribing at the end of the session:   o  Post a message into the chatroom informing all of the participants      that the session is finishing up, and ask for any final comments      to be relayed.   o  When the session is done, say so in the chatroom.   o  Indicate that you are leaving the Jabber room and that no one will      be available to relay further comments.7.  Advanced Tips   It can be helpful to run two separate Jabber clients connected to two   separate Jabber servers, in order to prevent delays if one of the   servers experiences an outage during the session (yes, it has   happened).   If you have a chance to do so, you might want to measure the lag time   between when something is said in the physical room and when it is   heard on the audio stream and then let the remote participants knowSaint-Andre & York            Informational                     [Page 9]

RFC 7649                   Jabber Scribe Role             September 2015   the length of the delay.  This could be accomplished by either   listening to the audio stream yourself or working with a remote   participant who you know is on the audio stream.   Sometimes a remote participant has a long discussion with someone in   the physical room.  In these situations, it can be easier to stand at   the microphone so that you can relay a series of comments.8.  Dealing with Abusive or Inappropriate Behavior   On occasion, tempers run hot and discussions become contentious.  In   such situations, comments provided in the chatroom might even become   abusive or inappropriate.   A scribe is under no obligation to relay such comments verbatim or to   edit them in real time at the microphone.  Instead, a suitable   approach is ask the contributor to rephrase the comments in a more   constructive way.   That said, a scribe is not responsible for managing poor behavior   within the session (that responsibility lies initially with the   chairs) and is not expected to take any specific action other than as   a regular member of the IETF community.9.  Reporting Problems at the Meeting Venue   At the time of writing, there are several ways to report a problem   during an IETF meeting (e.g., problems with media streaming):   o  For network and media streaming issues, send email to      tickets@meeting.ietf.org.   o  For all other issues, send email to the "Meeting Trouble Desk" via      mtd@ietf.org.   o  To chat with members of the Network Operations Center (NOC), join      the noc@jabber.ietf.org chatroom.   o  To report a problem with Meetecho, mention "Meetecho" (with a      capital "M") in the chatroom, and the Meetecho team will be      alerted.  (They join the chatrooms for all sessions as the user      "Meetecho".)   o  To report a problem in person, visit the help desk in the Terminal      Room.Saint-Andre & York            Informational                    [Page 10]

RFC 7649                   Jabber Scribe Role             September 201510.  Intellectual Property Rights (IPR)   When a chatroom participant makes a comment in the chatroom (whether   or not it is relayed to the physical room), that statement is   considered to be a "contribution" to the Internet Standards Process   [RFC2026] and therefore is covered by the provisions ofBCP 78 (see   [RFC5378]) andBCP 79 (see [RFC3979] and [RFC4879]).  A scribe does   not become a "contributor" by the simple fact of relaying such a   contribution, and the primary responsibility for adherence to the   IETF's IPR policies applies to the person making the comments.   However, a scribe can help ensure compliance with the IETF's IPR   policies by asking chatroom participants using an alias to confirm   their identities before relaying their contributions.11.  Security Considerations   Although XMPP Multi-User Chat [XEP-0045] rooms can be configured to   lock down nicknames and require registration with the chatroom in   order to join, at the time of writing, IETF chatrooms are not so   configured.  This introduces the possibility of social-engineering   attacks on discussions held in IETF chatrooms.  It can be helpful for   scribes to be aware of this possibility.   In addition, denial-of-service (DoS) attacks of various kinds are   possible, e.g., flooding a chatroom with unwanted traffic.12.  References12.1.  Normative References   [RFC2026]   Bradner, S., "The Internet Standards Process -- Revision               3",BCP 9,RFC 2026, DOI 10.17487/RFC2026, October 1996,               <http://www.rfc-editor.org/info/rfc2026>.   [RFC3979]   Bradner, S., Ed., "Intellectual Property Rights in IETF               Technology",BCP 79,RFC 3979, DOI 10.17487/RFC3979,               March 2005, <http://www.rfc-editor.org/info/rfc3979>.   [RFC4879]   Narten, T., "Clarification of the Third Party Disclosure               Procedure inRFC 3979",BCP 79,RFC 4879,               DOI 10.17487/RFC4879, April 2007,               <http://www.rfc-editor.org/info/rfc4879>.   [RFC5378]   Bradner, S., Ed. and J. Contreras, Ed., "Rights               Contributors Provide to the IETF Trust",BCP 78,RFC5378, DOI 10.17487/RFC5378, November 2008,               <http://www.rfc-editor.org/info/rfc5378>.Saint-Andre & York            Informational                    [Page 11]

RFC 7649                   Jabber Scribe Role             September 201512.2.  Informative References   [JABBER]    IETF, "IETF Groupchat/Chatroom Service",               <http://www.ietf.org/jabber>.   [NOTE-WELL] IETF, "Note Well",               <http://ietf.org/about/note-well.html>.   [RFC6120]   Saint-Andre, P., "Extensible Messaging and Presence               Protocol (XMPP): Core",RFC 6120, DOI 10.17487/RFC6120,               March 2011, <http://www.rfc-editor.org/info/rfc6120>.   [XEP-0045]  Saint-Andre, P., "Multi-User Chat", XSF XEP 0045,               February 2012.   [XMPPLIST]  XMPP Standards Foundation, "Clients",               <http://xmpp.org/xmpp-software/clients>.   [XMPPSERV]  IM Observatory, "Public XMPP Server Directory",               <https://xmpp.net/directory.php>.Acknowledgements   Thanks to Dan Burnett, Dave Crocker, Adrian Farrel, Wes George, Janet   Gunn, Joel Halpern, Jelte Jansen, Michael Jenkins, Olle Johansson,   Warren Kumari, Jonathan Lennox, Jon Mitchell, Alexandre Petrescu,   Hugo Salgado, Melinda Shore, Lotte Steenbrink, Yaakov Stein, Dave   Thaler, and Greg Wood for their helpful comments and suggestions.   Adrian Farrel in particular proposed text for the sections on IPR and   dealing with inappropriate behavior.Authors' Addresses   Peter Saint-Andre   &yet   Email: peter@andyet.com   URI:https://andyet.com/   Dan York   Internet Society   Email: york@isoc.org   URI:https://www.internetsociety.org/Saint-Andre & York            Informational                    [Page 12]