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+Network Working Group                                         S. Dawkins
+Request for Comments: 5078                                  Huawei (USA)
+Updates: 3777                                               October 2007
+Category: Informational
+
+
+       IAB and IESG Selection, Confirmation, and Recall Process:
+       Revision of the Nominating and Recall Committees Timeline
+
+Status of This Memo
+
+   This memo provides information for the Internet community.  It does
+   not specify an Internet standard of any kind.  Distribution of this
+   memo is unlimited.
+
+Abstract
+
+   RFC 3777 defines the Nominations and Recall Committee's (NomCom's)
+   operation, and includes a sample timeline for major steps in the
+   NomCom process that meets the minimum normative requirements for the
+   process.  Recent NomComs have been scheduling based on the sample
+   timeline, and the chairs of the last three NomComs -- Danny McPherson
+   (2004-2005), Ralph Droms (2005-2006), and Andrew Lange (2006-2007) --
+   have all reported that this timeline is very aggressive and suggested
+   starting earlier.  This document restructures the sample timeline,
+   but makes no normative process changes.
+
+Table of Contents
+
+   1.  Introduction  . . . . . . . . . . . . . . . . . . . . . . . . . 2
+   2.  The Problem . . . . . . . . . . . . . . . . . . . . . . . . . . 2
+   3.  Interaction with IETF Face-to-Face Meeting Schedule . . . . . . 3
+   4.  Proposed Solution . . . . . . . . . . . . . . . . . . . . . . . 3
+   5.  Sample Timeline for 2008-2009 NomCom Schedule . . . . . . . . . 4
+   6.  Some Observations from the 2007-2008 NomCom Experience  . . . . 6
+   7.  Out-of-Scope Suggestions Requiring Normative Text Changes . . . 6
+   8.  Security Considerations . . . . . . . . . . . . . . . . . . . . 7
+   9.  Acknowledgements  . . . . . . . . . . . . . . . . . . . . . . . 7
+   10. Normative References  . . . . . . . . . . . . . . . . . . . . . 7
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+Dawkins                      Informational                      [Page 1]
+
+RFC 5078                NomCom Starting Earlier             October 2007
+
+
+1.  Introduction
+
+   RFC 3777 ([RFC3777]) is a complete specification of the process by
+   which members of the IAB and IESG are selected, confirmed, and
+   recalled as of the date of its approval.  [RFC3777] includes
+   normative requirements for timing allowed for the various steps, and
+   also includes an informative appendix, Appendix B, that contains a
+   timeline based on the normative text.
+
+   The normative time requirements in [RFC3777] are end-of-task, so
+   adjusting the informative timeline to get an earlier start does not
+   require changes to the normative text in [RFC3777].
+
+   In IETF 68, IETF 65, and IETF 62 plenary reports, NomCom chairs
+   suggested starting the NomCom cycle earlier.  This document describes
+   a timeline that meets this need, replacing RFC 3777, Appendix B, and
+   makes no other changes to [RFC3777].
+
+2.  The Problem
+
+   There are several reasons that have been cited for the schedule
+   pressures reported by recent NomComs.
+
+   o  A few common practices are not accounted for in the Appendix B
+      timeline [RFC3777].  For example, it is common to allow a week for
+      notifying unsuccessful nominees before the formal announcement is
+      made.  This is not included in the timeline.
+
+   o  Some tasks just seem to take longer than the minimum interval.
+      For example, a public "call for volunteers" must be open for 30
+      days, but the list of voting NomCom participants probably isn't
+      announced at midnight on the 30th day.  Anecdotal evidence is that
+      allowing about 6 weeks is more consistent with recent experience.
+
+   o  The NomCom, and the community it serves, tends to celebrate a
+      variety of holidays between the third IETF and the first IETF of
+      the next year, so people may be out of the office, may wait to
+      respond, etc.
+
+   o  The Appendix B timeline does not provide flexibility in case of
+      problems.  For example, the NomCom chair "reset" the random
+      selection of volunteers for the 2006-2007 NomCom, requiring
+      another seven-day delay for the announcement of the date of random
+      selection.
+
+   All of these reasons can be accommodated by simply starting earlier
+   than is absolutely required.
+
+
+
+
+Dawkins                      Informational                      [Page 2]
+
+RFC 5078                NomCom Starting Earlier             October 2007
+
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+3.  Interaction with IETF Face-to-Face Meeting Schedule
+
+   In addition to these reasons for schedule pressure, it's worth noting
+   that the NomCom schedule and the IETF face-to-face meeting cycle
+   don't complement each other.
+
+   o  When the NomCom volunteers are selected after the second IETF,
+      they don't have an opportunity to meet face-to-face and "get
+      organized" until the third IETF, when they should be winding up
+      their deliberations.  This missed opportunity forces them to use
+      teleconferences and other less efficient means of communications
+      to get organized.
+
+   o  The NomCom volunteers don't have a chance to conduct interviews
+      with the community, or with nominees, until the third IETF, during
+      the height of the NomCom effort.  If the NomCom effort took place
+      before the third IETF, the NomCom could work on difficult
+      nominations, and meet face-to-face with nominees under
+      consideration.
+
+   o  If the NomCom is able to start interviews during the second IETF
+      meeting, starting earlier than is absolutely required may also
+      help NomCom be more effective.
+
+4.  Proposed Solution
+
+   The high-level description of the proposal is, of course, "start
+   earlier", but more precision would be helpful.
+
+   A sample, hypothetical timeline that meets these guidelines is shown
+   in Section 5.  Please note that, like Appendix B in [RFC3777], this
+   timeline is not normative, but it meets the normative requirements
+   stated in [RFC3777].
+
+   Other timelines are certainly possible, including timelines that
+   allow the NomCom to report its results more than one month before the
+   first IETF, where the slate of nominees is announced.  Finishing
+   early may be a good thing.
+
+   It's worth noting that the first step in the timeline is "ISOC
+   president appoints NomCom chair".  This doesn't happen as an IETF
+   responsibility, but the reality is that the ISOC president needs to
+   identify NomCom chair candidates around the time of the first IETF;
+   she needs to have a shortlist 3 or 4 weeks after the first IETF.
+   This document suggests (but does not add a normative requirement to
+   [RFC3777]) that the outgoing NomCom Chair should verify that this
+   process is triggered during the first IETF.
+
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+
+
+Dawkins                      Informational                      [Page 3]
+
+RFC 5078                NomCom Starting Earlier             October 2007
+
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+   1.  One week is allowed for the NomCom chair to publish milestones.
+
+   2.  Six weeks are allowed for solicitation of NomCom participants.
+
+   3.  One week is allowed for confirmation of the selection of voting
+       members -- to allow at least some time for resolution if there is
+       a problem.
+
+   4.  The recommended time for NomCom self-organization is increased to
+       six weeks.
+
+   5.  One week is allowed for NomCom establishing milestones.
+
+   6.  In the sample timeline (Table 1), an additional five weeks is
+       allowed for the nominating bodies to select candidates.
+
+   7.  The timeline is adjusted to allow one week at the end of the
+       process for notification of unsuccessful candidates.
+
+   This significantly increases the amount of time available for NomCom
+   to select candidates while still meeting the normative requirements
+   of [RFC3777].
+
+5.  Sample Timeline for 2008-2009 NomCom Schedule
+
+   The following table shows a sample timeline for the 2008-2009 NomCom
+   schedule, based on the IETF dates for the second IETF (72nd IETF,
+   held July 27 - August 1, 2008), third IETF (73rd IETF, held November
+   16-21, 2008), and first IETF (74 IETF, held March 22-27, 2009).
+
+   Note that the duration of each milestone step is adjusted as
+   necessary for each NomCom, since the scheduled dates for IETF
+   meetings vary from year to year.  This timeline allows the NomCom to
+   begin self organizing at the Second IETF (this is what "on time")
+   means in the table).
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+Dawkins                      Informational                      [Page 4]
+
+RFC 5078                NomCom Starting Earlier             October 2007
+
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+   +------------+-----------------+----------+--------------+----------+
+   |  RFC 3777  |   What happens  |    new   |  start date  |    old   |
+   | Appendix B |                 | duration | (YYYY/MM/DD) | duration |
+   |  reference |                 |  (weeks) |              |  (weeks) |
+   +------------+-----------------+----------+--------------+----------+
+   |      1     |  ISOC president |     0    |  2008/05/25  |     0    |
+   |            | appoints NomCom |          |              |          |
+   |            |      chair      |          |              |          |
+   |      2     |   NomCom chair  |     1    |  2008/05/25  |     0    |
+   |            |    publishes    |          |              |          |
+   |            |    milestones   |          |              |          |
+   |      3     | Solicitation of |     6    |  2008/06/01  |  30 days |
+   |            |      NomCom     |          |              |          |
+   |            |   participants  |          |              |          |
+   |      4     |  Announce date  |     1    |  2008/07/13  |     1    |
+   |            |    of random    |          |              |          |
+   |            |    selection    |          |              |          |
+   |      5     | Announce NomCom |     1    |  2008/07/20  |     1    |
+   |            |   membership,   |          |              |          |
+   |            |    challenge    |          |              |          |
+   |            |      period     |          |              |          |
+   |      6     |  Verify NomCom  |     0    |  2008/07/27  |     0    |
+   |            |    membership   |          |              |          |
+   |            |      during     |          |              |          |
+   |            |    challenge    |          |              |          |
+   |            |      period     |          |              |          |
+   |      7     |  Confirm NomCom |     1    |  2008/07/27  |     0    |
+   |            |    membership   |          |              |          |
+   |      8     |   NomCom self   |     6    |  2008/08/03  |     4    |
+   |            |  organizes (on  |          |              |          |
+   |            |      time)      |          |              |          |
+   |      9     |       END       |     0    |  2008/09/14  |     0    |
+   |            |  organization,  |          |              |          |
+   |            | BEGIN selection |          |              |          |
+   |     10     |      NomCom     |     1    |  2008/09/14  |     0    |
+   |            |   establishes   |          |              |          |
+   |            |    milestones   |          |              |          |
+   |     11     |    Nominating   |    17    |  2008/09/21  |    12    |
+   |            |  bodies select  |          |              |          |
+   |            |    candidates   |          |              |          |
+   |     12     |  END selection, |     0    |  2009/01/18  |     0    |
+   |            |      BEGIN      |          |              |          |
+   |            | confirmation of |          |              |          |
+   |            |    candidates   |          |              |          |
+   |     13     |  Present slate  |     0    |  2009/01/18  |     0    |
+   |            |  of candidates  |          |              |          |
+   |            |  to confirming  |          |              |          |
+   |            |      bodies     |          |              |          |
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+Dawkins                      Informational                      [Page 5]
+
+RFC 5078                NomCom Starting Earlier             October 2007
+
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+   |     14     |    Confirming   |     4    |  2009/01/18  |     4    |
+   |            |  bodies accept  |          |              |          |
+   |            |    or reject    |          |              |          |
+   |   (added   |      Notify     |     1    |  2009/02/15  |          |
+   |    step)   |   unsuccessful  |          |              |          |
+   |            |     nominees    |          |              |          |
+   |     15     | Slate announced |     4    |  2009/02/22  |     4    |
+   |            |  1 month before |          |              |          |
+   |            |     1st IETF    |          |              |          |
+   |            |     1st IETF    |          |  2009/03/22  |          |
+   +------------+-----------------+----------+--------------+----------+
+
+         New Step 1 Date: 2008/05/25, Old Step 1 Date: 2008/08/29
+
+                                  Table 1
+
+6.  Some Observations from the 2007-2008 NomCom Experience
+
+   Since the timeline described in this specification makes no normative
+   changes to [RFC3777], the 2007-2008 NomCom process started using the
+   new timeline to gain experience and shake out unexpected
+   consequences.  We discovered the following things:
+
+   1.  It is worth pointing out that the [RFC3777] requirement for
+       eligibility, "Members of the IETF community must have attended at
+       least 3 of the last 5 IETF meetings in order to volunteer.", is
+       affected when the NomCom chair issues an earlier call for
+       volunteers.  For example, using the 2008-2009 NomCom example in
+       the doc: under the old schedule, a prospective member would need
+       to have attended three of IETF meetings 68-72.  Under the new
+       schedule, that becomes three of IETF meetings 67-71.
+
+   2.  It's worth noting that when NomCom uses the earlier timeline,
+       incumbents under review who were appointed to one-year terms have
+       only one IETF meeting cycle to establish a track record before
+       NomCom begins considering whether they should be retained.  This
+       situation is rare but not unknown.  The recent split of the RAI
+       area out of TSV created two one-year terms (one in RAI, and one
+       in TSV), and this can also happens if an IESG or IAB member
+       resigns with more than one year remaining in the member's term.
+
+7.  Out-of-Scope Suggestions Requiring Normative Text Changes
+
+   While there are very few avoidable serialized delays in [RFC3777], we
+   note that the minimum 30-day delay for volunteers is serialized after
+   the NomCom chair is named.  This delay accounts for more than half
+   the elapsed time between the NomCom chair being named and the NomCom
+   itself forming.  If a future normative revision to [RFC3777] changed
+
+
+
+Dawkins                      Informational                      [Page 6]
+
+RFC 5078                NomCom Starting Earlier             October 2007
+
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+   the mechanics for this call for volunteers, this call could be issued
+   while the NomCom chair is still being selected.  This would allow the
+   new NomCom chair to begin work by announcing the date of random
+   selection, instead of just waiting for the volunteers to volunteer.
+
+   One possible trigger would be to have the outgoing NomCom chair issue
+   the call for volunteers on behalf of the successor NomCom chair, who
+   may not yet be identified, at the first IETF meeting each year.
+
+8.  Security Considerations
+
+   The NomCom timeline changes suggested in this document do not
+   directly affect the security of the Internet.
+
+9.  Acknowledgements
+
+   This draft is based on conversations with the chairs of the last
+   three NomComs: Danny McPherson (2004-2005), Ralph Droms (2005-2006),
+   and Andrew Lange (2006-2007), and on their corresponding plenary
+   NomCom Report presentations at IETF 62, IETF 65, and IETF 68,
+   respectively.
+
+   The 2007 IESG discussed Andrew Lange's report at their face-to-face
+   retreat and requested a proposal that adjusted the informative
+   timeline with no normative changes.
+
+   Thanks to Russ Housley, current General Area director, for reviewing
+   an early version of this draft.
+
+   Thanks to Brian Carpenter, who pointed out that the IETF NomCom
+   portion of the timeline depends on the ISOC president appointing the
+   NomCom chair soon after the first IETF ("NomCom chairs don't appear
+   magically"), and provided a suggestion for ensuring that this happens
+   in a timeframe that allows NomCom to begin self organizing at the
+   Second IETF meeting each year.
+
+   Thanks to Sam Weiler, who pointed out the shift in meeting attendance
+   requirements described in Section 6.
+
+   We should also thank the editors of previous NomCom procedures for
+   developing a specification that we could "speed up" without changing
+   normative text.
+
+10.  Normative References
+
+   [RFC3777]  Galvin, J., "IAB and IESG Selection, Confirmation, and
+              Recall Process: Operation of the Nominating and Recall
+              Committees", BCP 10, RFC 3777, June 2004.
+
+
+
+Dawkins                      Informational                      [Page 7]
+
+RFC 5078                NomCom Starting Earlier             October 2007
+
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+Author's Address
+
+   Spencer Dawkins
+   Huawei Technologies (USA)
+   1547 Rivercrest Blvd.
+   Allen, TX  75002
+   USA
+
+   Phone: +1 469 229 5397
+   EMail: spencer@mcsr-labs.org
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+Dawkins                      Informational                      [Page 8]
+
+RFC 5078                NomCom Starting Earlier             October 2007
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+Full Copyright Statement
+
+   Copyright (C) The IETF Trust (2007).
+
+   This document is subject to the rights, licenses and restrictions
+   contained in BCP 78, and except as set forth therein, the authors
+   retain all their rights.
+
+   This document and the information contained herein are provided on an
+   "AS IS" basis and THE CONTRIBUTOR, THE ORGANIZATION HE/SHE REPRESENTS
+   OR IS SPONSORED BY (IF ANY), THE INTERNET SOCIETY, THE IETF TRUST AND
+   THE INTERNET ENGINEERING TASK FORCE DISCLAIM ALL WARRANTIES, EXPRESS
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+
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+
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+Dawkins                      Informational                      [Page 9]
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