Internet Engineering Task Force (IETF)                 M. Kucherawy, Ed.
Request for Comments: 8713                                              
BCP: 10                                                   R. Hinden, Ed.
Obsoletes: 7437, 8318                               Check Point Software
Category: Best Current Practice                        J. Livingood, Ed.
ISSN: 2070-1721                                                  Comcast
                                                           February 2020

IAB, IESG, IETF Trust, and IETF LLC Selection, Confirmation, and Recall

Process: Operation of the IETF Nominating and Recall Committees

Abstract

The process by which the members of the IAB and IESG, some Trustees of the IETF Trust, and some Directors of the IETF Administration LLC (IETF LLC) are selected, confirmed, and recalled is specified in this document. This document is based on RFC 7437. Only those updates required to reflect the changes introduced by IETF Administrative Support Activity (IASA) 2.0 have been included. Any other changes will be addressed in future documents.

This document obsoletes RFC 7437 and RFC 8318.

Status of This Memo

This memo documents an Internet Best Current Practice.

This document is a product of the Internet Engineering Task Force (IETF). It represents the consensus of the IETF community. It has received public review and has been approved for publication by the Internet Engineering Steering Group (IESG). Further information on BCPs is available in Section 2 of RFC 7841.

Information about the current status of this document, any errata, and how to provide feedback on it may be obtained at https://www.rfc-editor.org/info/rfc8713.

Copyright Notice

Copyright © 2020 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 (https://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. Code Components extracted from this document must include Simplified BSD License text as described in Section 4.e of the Trust Legal Provisions and are provided without warranty as described in the Simplified BSD License.

Table of Contents

   1.  Introduction
   2.  Definitions
   3.  General
     3.1.  Completion Due
     3.2.  Nominating Committee Principal Functions
     3.3.  Positions to Be Reviewed
     3.4.  Term Lengths
     3.5.  Mid-term Vacancies
     3.6.  Confidentiality
     3.7.  Advice and Consent Model
       3.7.1.  Positions to Be Reviewed
       3.7.2.  Candidate Selection
       3.7.3.  Candidate Review
       3.7.4.  Confirmation
     3.8.  Sitting Members, Directors, and Trustees
     3.9.  Announcements
   4.  Nominating Committee Selection
     4.1.  Timeline
     4.2.  Term
     4.3.  Structure
     4.4.  Chair Duties
     4.5.  Chair Selection
     4.6.  Temporary Chair
     4.7.  Liaisons
     4.8.  Liaison Appointment
     4.9.  Advisors
     4.10. Past Chair
     4.11. Voting Volunteers
     4.12. Milestones
     4.13. Open Positions
     4.14. Volunteer Qualification
     4.15. Not Qualified
     4.16. Selection Process
     4.17. Announcement of Selection Results
     4.18. Committee Organization
   5.  Nominating Committee Operation
     5.1.  Discretion
     5.2.  Selection Timeline
     5.3.  Confirmation Timeline
     5.4.  Milestones
     5.5.  Voting Mechanism
     5.6.  Voting Quorum
     5.7.  Voting Member Recall
     5.8.  Chair Recall
     5.9.  Deliberations
     5.10. Call for Nominees
     5.11. Nominations
     5.12. Candidate Selection
     5.13. Consent to Nomination
     5.14. Notifying Confirming Bodies
     5.15. Confirming Candidates
     5.16. Archives
   6.  Dispute Resolution Process
   7.  Member, Trustee, and Director Recall
     7.1.  Petition
       7.1.1.  Community Petition
       7.1.2.  Ombudsteam Petition
     7.2.  Recall Committee Chair
     7.3.  Recall Committee Creation
     7.4.  Recall Committee Rules
     7.5.  Recall Committee Operation
     7.6.  3/4 Majority
     7.7.  Position to Be Filled
   8.  IANA Considerations
   9.  Security Considerations
   10. References
     10.1.  Normative References
     10.2.  Informative References
   Appendix A.  Changes Since RFC 3777
   Appendix B.  Changes Since RFC 7437
   Appendix C.  Oral Tradition
   Appendix D.  Nominating Committee Timeline
   Acknowledgments
   Authors' Addresses

1. Introduction

This document is a revision of [RFC7437] that updates it to be consistent with the IETF Administrative Support Activity (IASA) 2.0 changes. RFC 7437 was based on [RFC3777] that consolidated and updated other RFCs that updated that document into a single specification. The result is a complete specification of the process by which members of the Internet Architecture Board (IAB) and Internet Engineering Steering Group (IESG), some Trustees of the IETF Trust, and some Directors of the IETF Administration LLC (IETF LLC), are selected, confirmed, and recalled.

This revision addresses only the changes required for IASA 2.0; should the community agree on other changes, they will be addressed in future documents.

Section 2 of [RFC8714] provides further details about the IETF Trust Trustees positions that are filled by the IETF Nominating Committee (NomCom).

Section 5 of [RFC8711] provides further details about the IETF LLC Director positions that are filled by the NomCom.

The following two assumptions continue to be true of this specification:

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 reorganization) 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 three times per calendar year with approximately equal amounts of time between them. The meetings are referred to as the First IETF, Second IETF, or Third IETF as needed.

The next section lists the words and phrases commonly used throughout this document with their intended meaning.

The majority of this document is divided into four major topics as follows:

   General:  This is 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 the
      volunteers who will serve on the NomCom are selected.
   
   Nominating Committee Operation:  This is the set of principles,
      rules, and constraints that guide the activities of the NomCom,
      including the confirmation process.
   
   Member, Trustee, and Director Recall:  This is the process by which
      the behavior of a sitting member of the IESG, or IAB, or IETF
      Trust Trustee, or IETF LLC Director may be questioned, perhaps
      resulting in the removal of the sitting member.  See Section 2 for
      a description of what a sitting member means for each of these
      groups.

A final section describes how this document differs from [RFC3777] and [RFC7437].

An appendix of useful facts and practices collected from previous NomComs is also included.

This document updates the IAB, IESG, and IAOC Selection, Confirmation, and Recall Process to be aligned with IASA 2.0 Model [RFC8711] that creates an IETF Administration Limited Liability Company (IETF LLC) managed by a Board of Directors (IETF LLC Board). This document obsoletes [RFC7437] and [RFC8318].

2. Definitions

The following words and phrases are commonly used throughout this document. They are listed here with their intended meaning for the convenience of the reader.

   Candidate:  A nominee who has been selected to be considered for
      confirmation by a confirming body.
   
   Confirmed Candidate:  A candidate that has been reviewed and approved
      by a confirming body.
   
   Nominating Committee Term:  The term begins when its members are
      officially announced, which is expected to be prior to the Third
      IETF to ensure it is fully operational at the Third IETF.  The
      term ends at the Third IETF (not three meetings) after the next
      NomCom's term begins.
   
   IETF Executive Director:  The person charged with day-to-day
      operation of the IETF's administrative functions.  (See
      Section 4.1 of [RFC8711]).  Note: This was previously the name of
      the IETF Secretariat position that is now called the "Managing
      Director, IETF Secretariat".
   
   Managing Director, IETF Secretariat:  The person charged with
      operation of the IETF Secretariat function.  (See Section 2 of
      [RFC3710] and [RFC8717]).
   
   Nominee:  A person who is being or has been considered for one or
      more open positions of the IESG, IAB, IETF Trust Trustee, or IETF
      LLC.
   
   Sitting Member:  A person who is currently serving as a member of the
      IESG or IAB.
   
   Sitting Director:  A person who is currently serving as a Director of
      the IETF LLC.
   
   Sitting IETF Trust Trustee:  A person who is currently serving as a
      Trustee of the IETF Trust.

3. General

The following set of rules apply to the process as a whole. If necessary, a paragraph discussing the interpretation of each rule is included.

3.1. Completion Due

The completion of the annual process is due within seven months.

The completion of the annual process is due one month prior to the Friday of the week before the First IETF. It is expected to begin at least eight months prior to the Friday of the week before the First IETF.

The process officially begins with the announcement of the Chair of the committee. The process officially ends when all confirmed candidates have been announced.

The annual process is comprised of three major components as follows:

1. The selection and organization of the NomCom members.

2. The selection of candidates by the NomCom.

3. The confirmation of the candidates.

There is an additional month set aside between when the annual process is expected to end and the term of the new candidates is to begin. This time may be used during unusual circumstances to extend the time allocated for any of the components listed above.

3.2. Nominating Committee Principal Functions

The principal functions of the NomCom are to review each open IESG, IAB, IETF Trust, and IETF LLC Director position and to select either its incumbent or a superior candidate.

Although there is no term limit for serving in any IESG, IAB, or IETF Trust position, the NomCom may use length of service as one of its criteria for evaluating an incumbent.

The NomCom does not select the open positions to be reviewed; it is instructed as to which positions to review.

The NomCom will be given the titles of the positions to be reviewed and a brief summary of the desired expertise of the candidate that is selected to fill each position.

Incumbents must notify the NomCom if they wish to be nominated.

The NomCom does not confirm its candidates; it presents its candidates to the appropriate confirming body as indicated below.

A superior candidate is one who the NomCom believes would contribute in such a way as to improve or enhance the body to which he or she is nominated.

3.3. Positions to Be Reviewed

Approximately one-half of each of the then current IESG and IAB positions, one IETF Trust position, and one IETF LLC Director position, is selected to be reviewed each year.

The intent of this rule is to ensure the review of approximately one- half of each of the IESG and IAB sitting members, one of the three NomCom-nominated IETF LLC Director positions, and one of the three nominated IETF Trust Trustee positions, each year. It is recognized that circumstances may exist that will require the NomCom to review more or less than the usual number of positions, e.g., if the IESG, IAB, IETF Trust, or IETF LLC Board have reorganized prior to this process and created new positions, if there are an odd number of current positions, or if a member, a Director, or a Trustee unexpectedly resigns.

3.4. Term Lengths

Confirmed IESG and IAB candidates are expected to serve at least a two-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.

Confirmed IETF LLC Director candidates are expected to serve at least a three-year term, except if a nominating or selection body decides to use a shorter term to allow for initial staggered appointments. Please refer to Section 6 of [RFC8711] for additional guidance on term length and term limits for the IETF LLC Board.

Confirmed IETF Trust Trustee candidates are expected to serve at least a three-year term, except if a nominating or selection body decides to use a shorter term to allow for initial staggered appointments. Please refer to Section 2 of [RFC8714] for additional guidance on term length and term limits for the IETF Trust.

The term of a confirmed candidate selected according to the mid-term vacancy rules may be less than a full term (two years for IESG and IAB, three years for the IETF Trust and IETF LLC), as stated elsewhere in this document.

It is consistent with this rule for the NomCom to choose one or more of the currently open positions to which it may assign a term of not more than three years in order to ensure the ideal application of this rule in the future.

It is consistent with this rule for the NomCom 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 of not more than three years to ensure that all such members, Directors, or Trustees will not be reviewed at the same time.

All sitting member terms end during the First IETF meeting corresponding to the end of the term for which they were confirmed. All confirmed candidate terms begin during the First IETF meeting corresponding to the beginning of the term for which they were confirmed.

For confirmed candidates of the IESG, the terms begin no later than when the currently sitting members' terms end on the last day of the meeting. A term may begin or end no sooner than the first day of the meeting and no later than the last day of the meeting as determined by the mutual agreement of the currently sitting member and the confirmed candidate. A confirmed candidate's term may overlap the sitting member's term during the meeting as determined by their mutual agreement.

For confirmed candidates of the IAB, the terms overlap with the terms of the sitting members for the entire week of the meeting.

For confirmed Trustee candidates of the IETF Trust, the term begins at the next IETF Trust meeting or as dictated by the policies and procedures of the IETF Trust.

For confirmed Director candidates of the IETF LLC, the term begins at the next appropriate IETF LLC Board meeting or as dictated by the policies and procedures of the IETF LLC Board.

For candidates confirmed under the mid-term vacancy rules, the term begins as soon as possible after the confirmation.

3.5. Mid-term Vacancies

Mid-term vacancies are filled by the same rules as documented here with four qualifications, namely:

1. When there is only one official NomCom, the body with the mid- term vacancy relegates the responsibility to fill the vacancy to it. If the mid-term vacancy occurs during the period of time that the term of the prior year's NomCom overlaps with the term of the current year's NomCom, the body with the mid-term vacancy must relegate the responsibility to fill the vacancy to the prior year's NomCom.

2. If it is the case that the NomCom is reconvening to fill the mid- term vacancy, then the completion of the candidate selection and confirmation process is due within six weeks, with all other time periods otherwise unspecified prorated accordingly.

3. 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.

4. 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 or

B. the remainder of the term of the open position plus the next

two-year term for IESG and IAB positions or three-year term for IETF LLC Director and IETF Trust positions if that remainder is less than one year.

In both cases, a year is the period of time from a First IETF meeting to the next First IETF meeting.

3.6. Confidentiality

All deliberations and supporting information that relate to specific nominees, candidates, and confirmed candidates are confidential.

The NomCom 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.

It is consistent with this rule for current NomCom members who have served on prior NomComs to advise the current committee on deliberations and results of the prior committee, as necessary and appropriate.

The list of nominees willing to be considered for positions under review in the current NomCom cycle is not confidential. The NomCom may disclose a list of names of nominees who are willing to be considered for positions under review to the community, in order to obtain feedback from the community on these nominees.

The list of nominees disclosed for a specific position should contain only the names of nominees who are willing to be considered for the position under review.

The NomCom may choose not to include some names in the disclosed list, at their discretion.

The NomCom may disclose an updated list, at its discretion. For example, the NomCom might disclose an updated list if it identifies errors/omissions in a previously disclosed version of the disclosed list, or if the NomCom finds it necessary to call for additional nominees, and these nominees indicate a willingness to be considered before the NomCom has completed its deliberations.

Nominees may choose to ask people to provide feedback to the NomCom but should not encourage any public statements of support. NomComs should consider nominee-encouraged lobbying and campaigning to be unacceptable behavior.

IETF community members are encouraged to provide feedback on nominees to the NomCom but should not post statements of support/non-support for nominees in any public forum.

3.7. Advice and Consent Model

Unless otherwise specified, the advice and consent model is used throughout the process. This model is characterized as follows.

3.7.1. Positions to Be Reviewed

The Chairs of the IESG, IAB, IETF Trust, and IETF LLC Board each informs the NomCom of their respective positions to be reviewed.

The IESG, IAB, IETF Trust, and IETF LLC are responsible for providing a summary of the expertise desired of the candidates selected for their respective open positions. The summaries are provided to the NomCom for its consideration.

3.7.2. Candidate Selection

The NomCom selects candidates based on its understanding of the IETF community's consensus of the qualifications required and advises each confirming body of its respective candidates.

3.7.3. Candidate Review

The confirming bodies review their respective candidates; they may at their discretion communicate with the NomCom, and then consent to some, all, or none of the candidates.

The sitting IAB members review the IESG candidates.

The Internet Society Board of Trustees reviews the IAB candidates.

The sitting IESG members review the IETF Trust Trustee candidates.

The IETF LLC Director candidate is reviewed as specified in [RFC8711].

The confirming bodies conduct their reviews using all information and any means acceptable to them, including but not limited to the supporting information provided by the NomCom, information known personally to members of the confirming bodies and shared within the confirming body, the results of interactions within the confirming bodies, and the confirming bodies' interpretation of what is in the best interests of the IETF community.

If all of the candidates are confirmed, the job of the NomCom with respect to those open positions is complete.

If some or none of the candidates submitted to a confirming body are confirmed, the confirming body should communicate with the NomCom both to explain the reason why all the candidates were not confirmed and to understand the NomCom's rationale for its candidates.

The confirming body may reject individual candidates, in which case the NomCom must select alternate candidates for the rejected candidates.

Any additional time required by the NomCom should not exceed its maximum time allotment.

3.7.4. Confirmation

A confirming body decides whether it confirms each candidate using a confirmation decision rule chosen by the confirming body.

If a confirming body has no specific confirmation decision rule, then confirming a given candidate should require at least one-half of the confirming body's sitting members to agree to that confirmation.

The decision may be made by conducting a formal vote, by asserting consensus based on informal exchanges (e.g., email), or by any other mechanism that is used to conduct the normal business of the confirming body.

Regardless of which decision rule the confirming body uses, any candidate that is not confirmed under that rule is considered to be rejected.

The confirming body must make its decision within a reasonable time frame. The results from the confirming body must be reported promptly to the NomCom.

3.8. Sitting Members, Directors, and Trustees

The following rules apply to nominees and candidates who are currently sitting members of the IESG or IAB, IETF Trust Trustees, or IETF LLC Directors, and who are not sitting in an open position being filled by the NomCom.

The confirmation of a candidate to an open position does not automatically create a vacancy in the IESG, IAB, IETF Trust, or IETF LLC Board position currently occupied by the candidate. The mid-term vacancy cannot exist until, first, the candidate formally resigns from the current position and, second, the body with the vacancy formally decides for itself that it wants the NomCom to fill the mid- term vacancy according to the rules for a mid-term vacancy documented elsewhere in this document.

The resignation should be effective as of when the term of the new position begins. The resignation may remain confidential to the IESG, IAB, IETF Trust, IETF LLC Board, and NomCom until the confirmed candidate is announced for the new position. The process, according to rules set out elsewhere in this document, of filling the seat vacated by the confirmed candidate may begin as soon as the vacancy is publicly announced.

Filling a mid-term vacancy is a separate and independent action from the customary action of filling open positions. In particular, a NomCom must complete its job with respect to filling the open positions and then separately proceed with the task of filling the mid-term vacancy according to the rules for a mid-term vacancy documented elsewhere in this document.

However, the following exception is permitted in the case where the candidate for an open position is currently a sitting member of the IAB. It is consistent with these rules for the announcements of a resignation of a sitting member of the IAB and of the confirmed candidate for the mid-term vacancy created by that sitting member on the IAB to all occur at the same time as long as the actual sequence of events that occurred did so in the following order:

1. The NomCom completes the advice and consent process for the open position being filled by the candidate currently sitting on the IAB.

2. The newly confirmed candidate resigns from their current position on the IAB.

3. The IAB Chair (or the Managing Director, IETF Secretariat, if no Chair has been named or the vacancy was created via the departure of the IAB Chair) informs the NomCom of the mid-term vacancy.

4. The NomCom acts on the request to fill the mid-term vacancy.

3.9. Announcements

All announcements must be made using at least the mechanism used by the IETF Secretariat for its announcements, including a notice on the IETF web site.

As of the publication of this document, the current mechanism is an email message to both the "ietf" and the "ietf-announce" mailing lists.

4. Nominating Committee Selection

The following set of rules apply to the creation of the NomCom and the selection of its members.

4.1. Timeline

The completion of the process of selecting and organizing the members of the NomCom is due within three months.

The completion of the selection and organization process is due at least one month prior to the Third IETF. This ensures the NomCom is fully operational and available for interviews and consultation during the Third IETF.

4.2. Term

The term of a NomCom is expected to be 15 months.

It is the intent of this rule that the end of a NomCom's term overlap by approximately three months the beginning of the term of the next NomCom.

The term of a NomCom begins when its members are officially announced. The term ends at the Third IETF (not three meetings), i.e., the IETF meeting after the next NomCom's term begins.

A term is expected to begin at least two months prior to the Third IETF to ensure the NomCom has at least one month to get organized before preparing for the Third IETF.

A NomCom is expected to complete any work in progress before it is dissolved at the end of its term.

During the period of time when the terms of the NomComs overlap, all mid-term vacancies are to be relegated to the prior year's NomCom. The prior year's NomCom has no other responsibilities during the overlap period. At all times other than the overlap period, there is exactly one official NomCom and it is responsible for all mid-term vacancies.

When the prior year's NomCom is filling a mid-term vacancy during the period of time that the terms overlap, the NomComs operate independently. However, some coordination is needed between them. Since the prior year's Chair is a non-voting advisor to the current NomCom, the coordination is expected to be straightforward.

4.3. Structure

The NomCom comprises at least a Chair, 10 voting volunteers, two liaisons, and an advisor.

Any committee member may propose the addition of an advisor to participate in some or all of the deliberations of the committee. The addition must be approved by the committee according to its established voting mechanism. Advisors participate as individuals.

Committee members are encouraged to propose the addition of advisor(s) who are knowledgeable about the operations of the IETF Trust and/or IETF LLC Board, whether or not that NomCom is reviewing an IETF Trust Trustee or IETF LLC Director position. The NomCom may choose to ask the IETF Trust and/or IETF LLC Board to suggest advisors who are knowledgeable about their operations but may select any advisor they vote to approve.

Any committee member may propose the addition of a liaison from other unrepresented organizations to participate in some or all of the deliberations of the committee. The addition must be approved by the committee according to its established voting mechanism. Liaisons participate as representatives of their respective organizations.

The Chair is selected according to rules stated elsewhere in this document.

The 10 voting volunteers are selected according to rules stated elsewhere in this document.

The IESG and IAB liaisons are selected according to rules stated elsewhere in this document.

The Internet Society Board of Trustees may appoint a liaison to the NomCom at its own discretion.

The IETF Trust may appoint a liaison to the NomCom at its own discretion.

The IETF LLC Board may appoint a liaison to the NomCom at its own discretion.

The Chair of the prior year's NomCom serves as an advisor according to rules stated elsewhere in this document.

The Chair, liaisons, and advisors do not vote on the selection of candidates. They do vote on all other issues before the committee unless otherwise specified in this document.

4.4. Chair Duties

The Chair of the NomCom is responsible for ensuring the NomCom completes its assigned duties in a timely fashion and performs in the best interests of the IETF community.

The Chair must be thoroughly familiar with the rules and guidance indicated throughout this document. The Chair must ensure the NomCom completes its assigned duties in a manner that is consistent with this document.

The Chair must attest by proclamation at a plenary session of the First IETF that the results of the committee represent its best effort and the best interests of the IETF community.

The Chair does not vote on the selection of candidates.

4.5. Chair Selection

The Internet Society President appoints the Chair, who must meet the same requirements for membership in the NomCom as a voting volunteer.

The NomCom Chair must agree to invest the time necessary to ensure that the NomCom completes its assigned duties and to perform in the best interests of the IETF community in that role.

The appointment is due no later than the Second IETF meeting to ensure it can be announced during a plenary session at that meeting. The completion of the appointment is necessary to ensure the annual process can complete at the time specified elsewhere in this document.

4.6. Temporary Chair

A Chair, in consultation with the Internet Society President, may appoint a temporary substitute for the Chair position.

There are a variety of ordinary circumstances that may arise from time to time that could result in a Chair being unavailable to oversee the activities of the committee. The Chair, in consultation with the Internet Society President, may appoint a substitute from a pool comprised of the liaisons currently serving on the committee and the prior year's Chair or designee.

Any such appointment must be temporary and does not absolve the Chair of any or all responsibility for ensuring the NomCom completes its assigned duties in a timely fashion.

4.7. Liaisons

Liaisons are responsible for ensuring the NomCom in general and the Chair in particular execute their assigned duties in the best interests of the IETF community.

Liaisons are expected to represent the views of their respective organizations during the deliberations of the committee. They should provide information as requested or when they believe it would be helpful to the committee.

Liaisons are expected to provide information to the NomCom regarding the operation, responsibility, and composition of their respective bodies.

Liaisons are expected to convey questions from the committee to their respective organizations and responses to those questions to the committee, as requested by the committee.

Liaisons are expected to review the operation and executing process of the NomCom and to report any concerns or issues to the Chair of the NomCom immediately. If they cannot resolve the issue between themselves, liaisons must report it according to the dispute resolution process stated elsewhere in this document.

Liaisons from confirming bodies are expected to assist the committee in preparing the testimony it is required to provide with its candidates.

Liaisons may have other NomCom responsibilities as required by their respective organizations or requested by the NomCom, except that such responsibilities may not conflict with any other provisions of this document.

Liaisons do not vote on the selection of candidates.

4.8. Liaison Appointment

The sitting IAB and IESG members each appoint someone from their current membership who is not sitting in an open position to serve as a liaison to the NomCom.

The sitting IETF Trust Trustees and IETF LLC Directors each may appoint a liaison from their current membership, someone who is not sitting in an open position, to serve on the NomCom.

4.9. Advisors

An advisor is responsible for such duties as specified by the invitation that resulted in the appointment.

Advisors do not vote on the selection of candidates.

4.10. Past Chair

The Chair of the prior year's NomCom serves as an advisor to the current committee.

The prior year's Chair is expected to review the actions and activities of the current Chair and to report any concerns or issues to the NomCom Chair immediately. If they cannot resolve the issue between themselves, the prior year's Chair must report it according to the dispute resolution process stated elsewhere in this document.

The prior year's Chair may select a designee from a pool composed of the voting volunteers of the prior year's committee and all prior Chairs if the Chair is unavailable. If the prior year's Chair is unavailable or is unable or unwilling to make such a designation in a timely fashion, the Chair of the current year's committee may select a designee in consultation with the Internet Society President.

Selecting a prior year's committee member as the designee permits the experience of the prior year's deliberations to be readily available to the current committee. Selecting an earlier prior year Chair as the designee permits the experience of being a Chair as well as that Chair's committee deliberations to be readily available to the current committee.

All references to "prior year's Chair" in this document refer to the person serving in that role, whether it is the actual prior year's Chair or a designee.

4.11. Voting Volunteers

Voting volunteers are responsible for completing the tasks of the NomCom in a timely fashion.

Each voting volunteer is expected to participate in all activities of the NomCom with a level of effort approximately equal to all other voting volunteers. Specific tasks to be completed are established and managed by the Chair according to rules stated elsewhere in this document.

4.12. Milestones

The Chair must establish and announce milestones for the selection of the NomCom members.

There is a defined time period during which the selection process is due to 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.

4.13. Open Positions

The Chair (or the Managing Director, IETF Secretariat, if no Chair has been named four weeks after the First IETF meeting of the year) obtains the list of positions to be reviewed and announces it along with a solicitation for names of volunteers from the IETF community willing to serve on the NomCom.

If the Managing Director, IETF Secretariat, issues the solicitation for volunteers, the Managing Director, IETF Secretariat, must also collect responses to the solicitation and provide the names of volunteers to the incoming NomCom Chair when the incoming NomCom Chair is named.

At the Chair's request, the IETF Secretariat may perform other clerical support tasks, as long as the task being performed does not require NomCom Chair judgment, in the NomCom Chair's opinion, and as long as the community is appropriately notified that this request is being made. This request may come from the incoming NomCom Chair (if one has been selected for this NomCom cycle) or the previous NomCom Chair (if the search for an incoming NomCom Chair is still underway).

The solicitation must permit the community at least 30 days during which they may choose to volunteer to be selected for the NomCom.

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 NomCom.

4.14. Volunteer Qualification

Members of the IETF community must have attended at least three of the last five IETF meetings in order to volunteer.

The five meetings are the five most recent meetings that ended prior to the date on which the solicitation for NomCom volunteers was submitted for distribution to the IETF community.

The IETF Secretariat is responsible for confirming that volunteers have met the attendance requirement.

Volunteers must provide their full name, email address, and primary company or organization affiliation (if any) when volunteering.

Volunteers are expected to be familiar with the IETF processes and procedures, which are readily learned by active participation in a working group and especially by serving as a document editor or working group chair.

4.15. Not Qualified

Any person who serves on the Internet Society Board of Trustees, the IETF Trust, the IETF LLC Board of Directors, the IAB, or the IESG, including those who serve on these bodies in ex officio positions, may not volunteer to serve as voting members of the NomCom. In addition, employees or contractors of the IETF LLC may not volunteer to serve as voting members of the NomCom. Liaisons to these bodies from other bodies or organizations are not excluded by this rule.

4.16. Selection Process

The Chair announces both the list of the pool of volunteers from which the 10 voting volunteers will be randomly selected and the method with which the selection will be completed.

The announcement should be made at least one week prior to the date on which the random selection will occur.

The pool of volunteers must be enumerated or otherwise indicated according to the needs of the selection method to be used.

The announcement must specify the data that will be used as input to the selection method. The method must depend on random data whose value is not known or available until the date on which the random selection will occur.

It must be possible to independently verify that the selection method used is both fair and unbiased. 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 in favor of a specific outcome.

It must be possible to repeat the selection method, either through iteration or by restarting in such a way as to remain fair and unbiased. This is necessary to replace selected volunteers should they become unavailable after selection.

The selection method must produce an ordered list of volunteers.

One possible selection method is described in [RFC3797].

4.17. Announcement of Selection Results

The Chair randomly selects the 10 voting volunteers from the pool of names of volunteers and announces the members of the NomCom.

No more than two volunteers with the same primary affiliation may be selected for the NomCom. The Chair reviews the primary affiliation of each volunteer selected by the method in turn. If the primary affiliation for a volunteer is the same as two previously selected volunteers, that volunteer is removed from consideration and the method is repeated to identify the next eligible volunteer.

There must be at least two announcements of all members of the NomCom.

The first announcement should occur as soon after the random selection as is reasonable for the Chair. The community must have at least one week during which any member may challenge the results of the random selection.

The challenge must be made in writing (email is acceptable) to the Chair. The Chair has 48 hours to review the challenge and offer a resolution to the member. If the resolution is not accepted by the member, that member may report the challenge according to the dispute resolution process stated elsewhere in this document.

If a selected volunteer, upon reading the announcement with the list of selected volunteers, finds that two or more other volunteers have the same affiliation, then the volunteer should notify the Chair who will determine the appropriate action.

During at least the one week challenge period, the Chair must contact each of the members and confirm their willingness and availability to serve. The Chair should make every reasonable effort to contact each member.

• If the Chair is unable to contact a liaison, the problem is referred to the respective organization to resolve. The Chair should allow a reasonable amount of time for the organization to resolve the problem and then may proceed without the liaison.

• If the Chair is unable to contact an advisor, the Chair may elect to proceed without the advisor, except for the prior year's Chair for whom the Chair must consult with the Internet Society President as stated elsewhere in this document.

• If the Chair is unable to contact a voting volunteer, the Chair must repeat the random selection process in order to replace the unavailable volunteer. There should be at least one day between the announcement of the iteration and the selection process.

After at least one week and confirming that 10 voting volunteers are ready to serve, the Chair makes the second announcement of the members of the NomCom, which officially begins the term of the NomCom.

4.18. Committee Organization

The Chair works with the members of the committee to organize itself in preparation for completing its assigned duties.

The committee has approximately one month during which it can self- organize. Its responsibilities during this time include but are not limited to the following:

• Setting up a regular teleconference schedule.

• Setting up an internal web site.

• Setting up a mailing list for internal discussions.

• Setting up an email address for receiving community input.

• Establishing operational procedures.

• Establishing milestones in order to monitor the progress of the selection process.

5. Nominating Committee Operation

The following rules apply to the operation of the NomCom. 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.

5.1. Discretion

All rules and special circumstances not otherwise specified are at the discretion of the committee.

Exceptional circumstances will occasionally arise during the normal operation of the NomCom. This rule is intended to foster the continued forward progress of the committee.

Any member of the committee may propose a rule for adoption by the committee. The rule must be approved by the committee according to its established voting mechanism.

All members of the committee should consider whether the exception is worthy of mention in the next revision of this document and follow up accordingly.

5.2. Selection Timeline

The completion of the process of selecting candidates to be confirmed by their respective confirming body is due within three months.

The completion of the selection process is due at least two months prior to the First IETF. This ensures the NomCom has sufficient time to complete the confirmation process.

5.3. Confirmation Timeline

The completion of the process of confirming the candidates is due within one month.

The completion of the confirmation process is due at least one month prior to the First IETF.

5.4. Milestones

The Chair must establish a set of NomCom milestones for the candidate selection and confirmation process.

There is a defined time period during which the candidate selection and confirmation process must be completed. The Chair must establish a set of milestones that, 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 are not confirmed.

The Chair should ensure that all committee members are aware of the milestones.

5.5. Voting Mechanism

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 NomCom.

5.6. Voting Quorum

At least a quorum of committee members must participate in a vote.

Only voting volunteers vote on a candidate selection. For a candidate selection vote, a quorum is comprised of at least seven of the voting volunteers.

At all other times, a quorum is present if at least 75% of the NomCom members are participating.

5.7. Voting Member Recall

Any member of the NomCom may propose to the committee that any other member except the Chair be recalled. The process for recalling the Chair is defined elsewhere in this document.

There are a variety of ordinary circumstances that may arise that could result in one or more members of the committee being unavailable to complete their assigned duties, for example, health concerns, family issues, or a change of priorities at work. A committee member may choose to resign for unspecified personal reasons. In addition, the committee may not function well as a group because a member may be disruptive or otherwise uncooperative.

Regardless of the circumstances, if individual committee members cannot work out their differences between themselves, the entire committee may be called upon to discuss and review the circumstances. If a resolution is not forthcoming, a vote may be conducted. A member may be recalled if at least a quorum of all committee members agree, including the vote of the member being recalled.

If a liaison member is recalled, the committee must notify the affected organization and must allow a reasonable amount of time for a replacement to be identified by the organization before proceeding.

If an advisor member other than the prior year's Chair is recalled, the committee may choose to proceed without the advisor. In the case of the prior year's Chair, the Internet Society President must be notified and the current Chair must be allowed a reasonable amount of time to consult with the Internet Society President to identify a replacement before proceeding.

If a single voting volunteer position on the NomCom is vacated, regardless of the circumstances, the committee may choose to proceed with only nine voting volunteers at its own discretion. In all other cases, a new voting member must be selected, and the Chair must repeat the random selection process including an announcement of the iteration prior to the actual selection as stated elsewhere in this document.

A change in the primary affiliation of a voting volunteer during the term of the NomCom is not a cause to request the recall of that volunteer, even if the change would result in more than two voting volunteers with the same affiliation.

5.8. Chair Recall

Only the prior year's Chair may request the recall of the current Chair.

It is the responsibility of the prior year's Chair to ensure the current Chair completes the assigned tasks in a manner consistent with this document and in the best interests of the IETF community.

Any member of the committee who has an issue or concern regarding the Chair should report it to the prior year's Chair immediately. The prior year's Chair is expected to report it to the Chair immediately. If they cannot resolve the issue between themselves, the prior year's Chair must report it according to the dispute resolution process stated elsewhere in this document.

5.9. Deliberations

All members of the NomCom may participate in all deliberations.

The emphasis of this rule is that no member can be explicitly excluded from any deliberation. However, a member may individually choose not to participate in a deliberation.

5.10. Call for Nominees

The Chair announces the open positions to be reviewed, the desired expertise provided by the Managing Director, IETF Secretariat, 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 NomCom.

The call must request that a nomination include a valid, working email address, a telephone number, or both for the nominee. The nomination must include the set of skills or expertise the nominator believes the nominee has that would be desirable.

5.11. Nominations

Any member of the IETF community may nominate any member of the IETF community for any open position, whose eligibility to serve will be confirmed by the NomCom.

A self-nomination is permitted.

NomCom members are not eligible to be considered for filling any open position by the NomCom on which they serve. They become ineligible as soon as the term of the NomCom on which they serve officially begins. They remain ineligible for the duration of that NomCom's term.

Although each NomCom's term overlaps with the following NomCom's term, NomCom members are eligible for nomination by the following committee if not otherwise disqualified.

Members of the IETF community who were recalled from any IESG, IAB, IETF Trust, or IETF LLC Board position during the previous two years are not eligible to be considered for filling any open position.

5.12. Candidate Selection

The NomCom 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 NomCom consults with a broad base of the IETF community for input to its deliberations. In particular, the NomCom must determine if the desired expertise for the open positions matches its understanding of the qualifications desired by the IETF community.

The consultations are permitted to include names of nominees, if all parties to the consultation agree to observe the same confidentiality rules as the NomCom itself, or the names are public as discussed in Section 3.6. Feedback on individual nominees should always be confidential.

A broad base of the community should include the existing members of the IESG and IAB, IETF Trust Trustees, and IETF LLC Directors, especially sitting members who share responsibilities with open positions, e.g., co-Area Directors, and working group chairs, especially those in the areas with open positions.

Only voting volunteer members vote to select candidates.

5.13. Consent to Nomination

Nominees should be advised that they are being considered and must consent to their nomination prior to being chosen as candidates.

Although the NomCom will make every reasonable effort to contact and to remain in contact with nominees, any nominee whose contact information changes during the process and who wishes to still be considered should inform the NomCom of the changes.

A nominee's consent must be written (email is acceptable) and must 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.

Consenting to a nomination must occur prior to a nominee being a candidate and may occur as soon after the nomination as needed by the NomCom.

Consenting to a nomination must not imply the nominee will be a candidate.

The NomCom should help nominees provide justification to their employers.

5.14. Notifying Confirming Bodies

The NomCom advises the confirming bodies of their candidates, specifying a single candidate for each open position and testifying as to how each candidate meets the qualifications of an open position.

For each candidate, the testimony must include a brief statement of the qualifications for the position that is being filled, which may be exactly the expertise that was requested. If the qualifications differ from the expertise originally requested, a brief statement explaining the difference must be included.

The testimony may include a brief resume of the candidate and/or a brief summary of the deliberations of the NomCom.

5.15. Confirming Candidates

Confirmed candidates must consent to their confirmation, and rejected candidates and nominees must be notified before confirmed candidates are announced.

It is not necessary to notify and get consent from all confirmed candidates together.

A nominee may not know they were a candidate. This permits a candidate to be rejected by a confirming body without the nominee knowing about the rejection.

Rejected nominees, who consented to their nomination, and rejected candidates must be notified prior to announcing the confirmed candidates.

It is not necessary to announce all confirmed candidates together.

The NomCom must ensure that all confirmed candidates are prepared to serve prior to announcing their confirmation.

5.16. Archives

The NomCom should archive the information it has collected or produced for a period of time but not to exceed its term.

The purpose of the archive is to assist the NomCom should it be necessary for it to fill a mid-term vacancy.

The existence of an archive, how it is implemented, and what information to archive is at the discretion of the committee. The decision must be approved by a quorum of the voting volunteer members.

The implementation of the archive should make every reasonable effort to ensure that the confidentiality of the information it contains is maintained.

6. Dispute Resolution Process

The dispute resolution process described here is to be used as indicated elsewhere in this document. Its applicability in other circumstances is beyond the scope of this document.

The NomCom operates under a strict rule of confidentiality. For this reason, when process issues arise, it is best to make every reasonable effort to resolve them within the committee. However, when circumstances do not permit this, or no resolution is forthcoming, the process described here is to be used.

The following rules apply to the process:

1. The results of this process are final and binding. There is no appeal.

2. The process begins with the submission of a request as described below to the Internet Society President.

3. As soon as the process begins, the NomCom may continue those activities that are unrelated to the issue to be resolved except that it must not submit any candidates to a confirming body until the issue is resolved.

4. All parties to the process are subject to the same confidentiality rules as each member of the NomCom.

5. The process should be completed within two weeks.

The process is as follows:

1. The party seeking resolution submits a written request (email is acceptable) to the Internet Society President detailing the issue to be resolved.

2. The Internet Society President appoints an arbiter to investigate and resolve the issue. A self-appointment is permitted.

3. The arbiter investigates the issue making every reasonable effort to understand both sides of the issue. Since the arbiter is subject to the same confidentiality obligations as all NomCom members, all members are expected to cooperate fully with the arbiter and to provide all relevant information to the arbiter for review.

4. After consultation with the two principal parties to the issue, the arbiter decides on a resolution. Whatever actions are necessary to execute the resolution are immediately begun and completed as quickly as possible.

5. The arbiter summarizes the issue, the resolution, and the rationale for the resolution for the Internet Society President.

6. In consultation with the Internet Society President, the arbiter prepares a report of the dispute and its resolution. The report should include all information that in the judgment of the arbiter does not violate the confidentiality requirements of the NomCom.

7. The Chair includes the dispute report when reporting on the activities of the NomCom to the IETF community.

7. Member, Trustee, and Director Recall

The following rules apply to the recall process. If necessary, a paragraph discussing the interpretation of each rule is included.

It applies to IESG and IAB Members, the NomCom-appointed IETF Trust Trustees, and the NomCom-appointed IETF LLC Directors.

7.1. Petition

At any time, a signed petition (email is acceptable) may be submitted to the Internet Society President to request the recall of any sitting IESG or IAB member, or NomCom-appointed IETF Trust Trustee, or NomCom-appointed IETF LLC Director. There are two different types of petitions: a petition by participants of the IETF community, and a petition by the Ombudsteam as described in [RFC7776].

7.1.1. Community Petition

A recall petition can be made by at least 20 members of the IETF community who are qualified to be voting members of a NomCom. All individual and collective qualifications of NomCom eligibility are applicable, including that no more than two signatories may have the same primary affiliation.

Each signature must include a full name, email address, and primary company or organization affiliation.

The IETF Secretariat is responsible for confirming that each signatory is qualified to be a voting member of a NomCom. A valid petition must be signed by at least 20 qualified signatories.

The petition must include a statement of justification for the recall and all relevant and appropriate supporting documentation.

The petition and its signatories must be announced to the IETF community.

7.1.2. Ombudsteam Petition

The Ombudsteam process allows the Ombudsteam to form a recall petition on its own without requiring 20 signatories from the community. As defined in [RFC7776], the petition and its signatories (the Ombudsteam) shall be announced to the IETF community, and a Recall Committee Chair shall be appointed to complete the recall committee process. It is expected that the recall committee will receive a briefing from the Ombudsteam explaining why recall is considered an appropriate remedy.

7.2. Recall Committee Chair

The 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.

7.3. Recall Committee Creation

The recall committee is created according to the same rules as is the NomCom with the qualifications that both the person being investigated and the parties requesting the recall must not be a member of the recall committee in any capacity.

7.4. Recall Committee Rules

The recall committee operates according to the same rules as the NomCom with the qualification that there is no confirmation process.

7.5. Recall Committee Operation

The recall committee investigates the circumstances of the justification for the recall and votes on its findings.

The investigation must include at least both an opportunity for the member being recalled to present a written statement and consultation with third parties.

7.6. 3/4 Majority

A 3/4 majority of the members who vote on the question is required for a recall.

7.7. Position to Be Filled

If a sitting member is recalled, the open position is to be filled according to the mid-term vacancy rules.

8. IANA Considerations

This document has no IANA actions.

9. 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 must maintain the confidentiality of any and all information not explicitly identified as suitable for public dissemination.

When the NomCom decides it is necessary to share confidential or otherwise private information with others, the dissemination must be minimal and must include a prior commitment from all persons consulted to observe the same confidentiality rules as the NomCom itself.

10. References

10.1. Normative References

   [RFC3777]  Galvin, J., Ed., "IAB and IESG Selection, Confirmation,
              and Recall Process: Operation of the Nominating and Recall
              Committees", RFC 3777, DOI 10.17487/RFC3777, June 2004,
              <https://www.rfc-editor.org/info/rfc3777>.
   
   [RFC7437]  Kucherawy, M., Ed., "IAB, IESG, and IAOC Selection,
              Confirmation, and Recall Process: Operation of the
              Nominating and Recall Committees", BCP 10, RFC 7437,
              DOI 10.17487/RFC7437, January 2015,
              <https://www.rfc-editor.org/info/rfc7437>.
   
   [RFC7776]  Resnick, P. and A. Farrel, "IETF Anti-Harassment
              Procedures", BCP 25, RFC 7776, DOI 10.17487/RFC7776, March
              2016, <https://www.rfc-editor.org/info/rfc7776>.
   
   [RFC8711]  Haberman, B., Hall, J., and J. Livingood, "Structure of
              the IETF Administrative Support Activity, Version 2.0",
              BCP 101, RFC 8711, DOI 10.17487/RFC8711, February 2020,
              <https://www.rfc-editor.org/info/rfc8711>.
   
   [RFC8714]  Arkko, J. and T. Hardie, "Update to the Process for
              Selection of Trustees for the IETF Trust", BCP 101,
              RFC 8714, DOI 10.17487/RFC8714, February 2020,
              <https://www.rfc-editor.org/info/rfc8714>.
   
   [RFC8717]  Klensin, J., Ed., "IETF Administrative Support Activity
              2.0: Consolidated Updates to IETF Administrative
              Terminology", BCP 101, RFC 8717, DOI 10.17487/RFC8717,
              February 2020, <https://www.rfc-editor.org/info/rfc8717>.

10.2. Informative References

   [Err232]   RFC Errata, Erratum ID 232, RFC 3777,
              <https://www.rfc-editor.org/errata/eid232>.
   
   [Err4179]  RFC Errata, Erratum ID 4179, RFC 3777,
              <https://www.rfc-editor.org/errata/eid4179>.
   
   [RFC3710]  Alvestrand, H., "An IESG charter", RFC 3710,
              DOI 10.17487/RFC3710, February 2004,
              <https://www.rfc-editor.org/info/rfc3710>.
   
   [RFC3797]  Eastlake 3rd, D., "Publicly Verifiable Nominations
              Committee (NomCom) Random Selection", RFC 3797,
              DOI 10.17487/RFC3797, June 2004,
              <https://www.rfc-editor.org/info/rfc3797>.
   
   [RFC8318]  Dawkins, S., "IAB, IESG, and IAOC Selection, Confirmation,
              and Recall Process: IAOC Advisor for the Nominating
              Committee", BCP 10, RFC 8318, DOI 10.17487/RFC8318,
              January 2018, <https://www.rfc-editor.org/info/rfc8318>.

Appendix A. Changes Since RFC 3777

• Converted source file from nroff to XML, resulting in some reformatting.

• Applied errata for RFC 3777 ([Err232] and [Err4179]).

• Applied RFC 5078 update.

• Applied RFC 5633 update.

• Applied RFC 5680 update.

• Applied RFC 6859 update.

• Corrected a few grammatical errors.

• Added a reference to RFC 3710.

Appendix B. Changes Since RFC 7437

• Changed all mentions of the Internet Administrative Oversight committee (IAOC), and replaced it with the appropriate references to the IETF Administration LLC (IETF LLC). This included making changes on an as needed basis to some aspects of the process for the IETF LLC, in accordance with IASA2.

• Revised definition of IETF Executive Director, and added definition of "Managing Director, IETF Secretariat". Changed text to "Managing Director, IETF Secretariat" where appropriate.

• Added references to appropriate IASA2 documents.

• Modified the Advice and Consent model to enable IESG, IAB, and IETF LLC to communicate directly with the NomCom rather than via the Managing Director, IETF Secretariat.

• Updated removal text to reflect the new LLC rules, which enables removal via the LLC or the IETF recall process, except for the ISOC-appointed Director.

• Updated the document to clarify that there are members of the IAB and IESG, Trustees of the IETF Trust, and Director of the IETF LLC.

• Updated document to also specify procedures for the NomCom- appointed IETF Trust Trustees.

• Revised Abstract and Introduction to provide current context.

• Changed "nominating committee" to "NomCom" throughout the document because it is what most use to describe the IETF Nominating Committee.

• Added that the IETF Trust Trustees and IETF LLC Directors, each may appoint a liaison to the NomCom.

• Incorporated the update to RFC 7437 done by [RFC7776].

• Incorporated the update to RFC 7437 done by [RFC8318] and updated it to refer to the IETF Trust and IETF LLC, instead of the IAOC.

• Editorial changes.

Appendix C. Oral Tradition

Over the years, various NomComs have learned through oral tradition passed on by liaisons that there are certain consistencies in the process and information considered during deliberations. Some items from that oral tradition are collected here to facilitate its consideration by future NomComs.

1. It has been found that experience as an IETF Working Group Chair or an IRTF Research Group Chair is helpful in giving a nominee experience of what the job of an Area Director involves. It also helps a NomCom judge the technical, people, and process management skills of the nominee.

2. No person should serve both on the IAB and as an Area Director, except the IETF Chair whose roles as an IAB member and Area Director of the General Area are set out elsewhere.

3. The strength of the IAB is found in part in the balance of the demographics of its members (e.g., national distribution, years of experience, gender, etc.), the combined skill set of its members, and the combined sectors (e.g., industry, academia, etc.) represented by its members.

4. There are no term limits for IAB and IESG members explicitly because the issue of continuity versus turnover should be evaluated each year according to the expectations of the IETF community, as it is understood by each NomCom.

5. The number of NomCom members with the same primary affiliation is limited in order to avoid the appearance of improper bias in choosing the leadership of the IETF. Rather than defining precise rules for how to define "affiliation", the IETF community depends on the honor and integrity of the participants to make the process work.

Appendix D. Nominating Committee Timeline

This appendix is included for the convenience of the reader and is not to be interpreted as the definitive timeline. It is intended to capture the detail described elsewhere in this document in one place. Although every effort has been made to ensure the description here is consistent with the description elsewhere, if there are any conflicts the definitive rule is the one in the main body of this document.

The only absolute in the timeline rules for the annual process is that its completion is due by the First IETF of the year after the NomCom begins its term. This is supported by the fact that the confirmed candidate terms begin during the week of the First IETF.

The overall annual process is designed to be completed in seven months. It is expected to start nine months prior to the First IETF. The time is split between three major components of the process roughly as follows:

1. First is the selection and organization of the committee members. Three months are allotted for this process.

2. Second is the selection of the candidates by the NomCom. Four months are allotted for this process.

3. Third is the confirmation of the candidates by their respective confirming bodies. Two months are allotted for this process.

The following list captures the details of the milestones within each component. For illustrative purposes, the list presumes the Friday before the First IETF is March 1. Numbers shown in square brackets indicate the expected number of weeks at each step.

   1.   BEGIN Eight Months Prior to First IETF (approx.  June 1);
   
        Internet Society President appoints the Chair.  The appointment
        must be done no later than the Second IETF or eight months prior
        to the First IETF, whichever comes first.  The Chair must be
        announced and recognized during a plenary session of the Second
        IETF. [0]
   
   2.   The Chair establishes and announces milestones to ensure the
        timely selection of the NomCom members. [1]
   
   3.   The Chair contacts the IESG, IAB, and Internet Society Board of
        Trustees, IETF Trust, and IETF LLC and requests a liaison.  The
        Chair contacts the prior year's Chair and requests an advisor.
        The Chair obtains the list of IESG, IAB, IETF Trust, and IETF
        LLC open positions and descriptions from the chairs of each
        group. [0]
   
   4.   The Chair announces the solicitation for voting volunteer
        members that must remain open for at least 30 days.  The
        announcement must be done no later than seven months and two
        weeks prior to the First IETF (approx.  June 15). [6]
   
   5.   After the solicitation closes, the Chair announces the pool of
        volunteers and the date of the random selection, which must be
        at least one week in the future.  The announcement must be done
        no later than six months and two weeks prior to the First IETF
        (approx.  July 15). [1]
   
   6.   On the appointed day, the random selection occurs and the Chair
        announces the members of the committee and the one week
        challenge period.  The announcement must be done no later than
        six months and one week prior to the First IETF (approx.  July
        22). [1]
   
   7.   During the challenge period, the Chair contacts each of the
        committee members and confirms their availability to
        participate.  [0]
   
   8.   After the challenge period closes, the Chair announces the
        members of the committee and its term begins.  The announcement
        must be done no later than six months prior to the First IETF
        (approx.  August 1). [1]
   
   9.   The committee has one month during which it is to self-organize
        in preparation for completing its assigned duties.  This must be
        done no later than five months prior to the First IETF (approx.
        September 15). [6]

10. END the Committee Member Selection Process; BEGIN the Selection of Candidates; Time is at least five months prior to the First IETF (approx. September 22). [0]

11. The Chair establishes and announces the milestones to ensure the timely selection of the candidates, including a call for nominations for the open positions. The announcement must be done no later than five months prior to the First IETF (approx. October 1). [1]

12. Over the next three months, the NomCom collects input and deliberates. It should plan to conduct interviews and other consultations during the Third IETF. The committee is due to complete its candidate selection no later than two months prior to the First IETF (approx. January 1). [17]

13. END the Selection of Candidates; BEGIN the Confirmation of Candidates; Time is at least two months prior to the First IETF (approx. January 1). [0]

14. The committee presents its candidates to their respective confirming bodies. The presentation must be done no later than two months prior to the First IETF (approx. January 1). [0]

15. The confirming bodies have one month to deliberate and, in communication with the NomCom, accept or reject candidates. [4]

16. The Chair notifies and advises unsuccessful nominees that they have not been selected. [1]

17. The Chair announces the confirmed candidates. The announcement must be done no later than one month prior to the First IETF (approx. February 1). [4]

Acknowledgments

A great deal of work went into the RFCs that preceded this one. The 2014 NomCom and this editor would like to thank all of them once again for the time and energy it took to get us to where we are now. In no particular order, we acknowledge:

Jeff Case, Fred Baker, John Curran, Guy Almes, Geoff Huston, Michael StJohns, Donald Eastlake, Avri Doria, Bernard Aboba, Ted T'so, Phil Roberts, Jim Galvin, Harald Alvestrand, Leslie Daigle, Joel Halpern, Thomas Narten, Spencer Dawkins, Barry Leiba, Lars Eggert, Ross Callon, Brian Carpenter, Robert Elz, Bernie Hoeneisen, John Klensin, Danny McPherson, S. Moonesamy, Scott Bradner, Ralph Droms, and Pekka Savola.

Allison Mankin and Russ White provided early reviews and feedback about this document.

Jari Arkko was very helpful by independently verifying that the previous text from all the merged documents was marshaled correctly into this one, and Adrian Farrel and Brian Carpenter caught the nits that fell through the cracks.

Authors' Addresses

Murray S. Kucherawy (editor)
270 Upland Drive
San Francisco, CA 94127
United States of America

Email:

          superuser@gmail.com

Robert M. Hinden (editor)
Check Point Software
San Carlos, CA
United States of America

   Email: bob.hinden@gmail.com

Jason Livingood (editor)
Comcast
Philadelphia, PA
United States of America

Email:

          jason_livingood@comcast.com