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diff --git a/doc/rfc/rfc7649.txt b/doc/rfc/rfc7649.txt new file mode 100644 index 0000000..7176911 --- /dev/null +++ b/doc/rfc/rfc7649.txt @@ -0,0 +1,675 @@ + + + + + + +Independent Submission P. Saint-Andre +Request for Comments: 7649 &yet +Category: Informational D. York +ISSN: 2070-1721 Internet Society + September 2015 + + + The Jabber Scribe Role at IETF Meetings + +Abstract + + 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; see Section 2 of RFC 5741. + + Information about the current status of this document, any errata, + and how to provide feedback on it may be obtained at + http://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 to BCP 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 2015 + + +Table of Contents + + 1. Introduction ....................................................2 + 2. Know Your Users .................................................3 + 3. Know Yourself ...................................................4 + 4. Primary Tasks ...................................................4 + 5. Additional Tasks ................................................5 + 6. Suggestions .....................................................6 + 6.1. Getting Set Up with Jabber .................................6 + 6.2. Before the Session Begins ..................................6 + 6.3. As the Session Is Starting .................................7 + 6.4. During the Session .........................................8 + 6.5. As the Session Is Ending ...................................9 + 7. Advanced Tips ...................................................9 + 8. Dealing with Abusive or Inappropriate Behavior .................10 + 9. Reporting Problems at the Meeting Venue ........................10 + 10. Intellectual Property Rights (IPR) ............................11 + 11. Security Considerations .......................................11 + 12. References ....................................................11 + 12.1. Normative References .....................................11 + 12.2. Informative References ...................................12 + Acknowledgements ..................................................12 + Authors' Addresses ................................................12 + +1. 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 2015 + + +2. 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 also Section 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 2015 + + +3. 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.) See Section 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 2015 + + +6. 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 number + + + + + + +Saint-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 know + + + + +Saint-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 2015 + + +10. 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 of BCP 78 (see + [RFC5378]) and BCP 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. References + +12.1. 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 in RFC 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, RFC + 5378, 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 2015 + + +12.2. 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] + |