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https://github.com/openstack/election

OpenStack Elections repository. Mirror of code maintained at opendev.org.
https://github.com/openstack/election

project-governance

Last synced: 3 months ago
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OpenStack Elections repository. Mirror of code maintained at opendev.org.

Awesome Lists containing this project

README 

        
This repository contains OpenStack Elections reference documents

and tooling to run elections.



================

Election Process

================



PTL Elections

=============



Selecting Election Dates

------------------------



Things to keep in mind when selecting election dates:



* Election Dates must be as per the `TC charter `_

  which is "The election is held no later than 2 weeks prior to each

  cycle final release date (on or before ‘R-2’ week)"

* At least 48 hours in between email deadline and poll start

* Consider extra-acs approval deadlines

* Allow at least a week for nomination period



``tox -evenv -- setup-election-config`` can be used to pick some possible dates that need to be

checked by the election officials and TC.  Once these dates are confirmed/merged

election officials can create a change against the `releases repo `_

to include these dates in the development schedule.  A helper tool ``tox -evenv -- update-releases-calendar``

will generate this change, but needs to be verified before publishing



Preparation

-----------



As early as possible but at least a month before election starts:



* Edit elections details (timeline, cycle timeframe):



  * ``edit configuration.yaml``



  .. note::



     ``to-be-released`` tag value is used during the election process.

     After the election is over, the tag value is updated

     for ``openstack/governance`` repository.



* Prepare new election, e.g.:



  * ``tox -evenv -- create-directories``



* Commit to update website

* Update Release Schedule



A couple of weeks before election starts:



* Send *PTL Election Season* email



  * ``tox -e venv -- template-emails election_season``



PTL Candidacy Round

-------------------



When PTL Candidacy start:



* Send *PTL Nominations Kickoff* email



  * ``tox -e venv -- template-emails nominations_kickoff``



During the PTL Candidacy round:



* Validate candidacy, e.g.:



  * ``tox -evenv -- check-all-candidacies``, or

  * ``tox -evenv -- ci-check-all-candidate-files candidates/release/project/candidates``, or

  * ``tox -evenv -- check-candidacy change_id``



* To +2 a candidate:



  * check commit link is indeed valid

  * check filename is email address

  * cursory check the candidacy statement



* To +Workflow, checks the previous +2 details, find another commits using

  ``--limit 5`` (optional)

* Check candidate list and fix badly generated names through changes to the

  ``exception.txt`` file or requesting the candidate to update their OSF member

  profile.



Once the email deadline is reached:



* Ask the TC chair to tag the governance repository

* Generate the electorate rolls.  This generates the rolls for all project

  teams even if they aren't going to hold an election.



  * ``tox -evenv -- generate-rolls``



A couple of days before the candidacy submission ends:



* Render statistics and send *Motivation call for PTL candidacy round*, e.g.:



  * ``tox -evenv -- render-statistics``



* Send *PTL Nominations Last Days* email:



  * ``tox -e venv -- template-emails nominations_last_days``



* Optionally send direct *PTL nominations Last Days* email to the members of the

  teams with no PTL candidates proposed:



  * ``tox -evenv -- template-emails nominations_direct_reminder -p

     -o ``



When PTL Candidacy submission ends:



* Send *PTL Nominations End* email



  * ``tox -e venv -- template-emails end_nominations``



* When the tag is available, generate AC rolls, e.g.:



  * ``tox -evenv -- generate-rolls``

  * Compare AC rolls with at least one other election official



PTL Election Round

------------------



Before PTL Election begins:



* Send email to the mailing list or eligible electorates to opt in to

  CIVS voting system using their Gerrit email address in https://civs1.civs.us/cgi-bin/opt_in.pl



  * ``tox -e venv -- template-emails voting_optin_civs``



When PTL Election begins:



* `Create CIVS page

  `_

* Upload rolls



  * CIVS has a maximum number of electorate emails you can upload at a time

    without crashing, limit to 500 at a time



* Send *PTL Voting Kickoff* email



  * ``tox -e venv -- template-emails voting_kickoff``



A couple of days before the PTL Election ends:



* Send *PTL Voting Last Days* email



  * ``tox -e venv -- template-emails voting_last_days``



When PTL Election ends:



* Close the election and update the results:



  * ``tox -evenv -- close-election --round ptl``

  * ``edit doc/sources/results/release/ptl.yaml`` and set election winners to ``true``

  * NOTE: We no longer need document TC-APPOINTMENT or LEADERLESS as the

    ``update-governance`` step will communicate that to the TC and the process

    in that repo will set the project leader.



* Commit the change and review the results

* Send *PTL Results* email



  * This is ``doc/source/results/release/announce_ptl.rst`` generated by

    building the docs with ``tox -e docs`` after

    ``doc/source/results/release/ptl.yaml`` has been created and updated



* Update governance repo:



  * ``tox -e venv update-governance -- --governance-repo ../governance/``



TC Elections

============



Selecting Election Dates

------------------------



Things to keep in mind when selecting election dates:



* Election Dates must be as per the `TC charter `_

  which is "The election is held no earlier than 8 weeks and no later

  than 2 weeks prior to each cycle final release date (between ‘R-8’

  and ‘R-2’ week)"

* Allow for at least 48 hours between email deadline and polling beginning

* Allow at least a week for nomination and campaign periods

* TC and PTL election can be held as combined election



``setup-election-config`` can be used to pick some obvous dates that need to be

checked by the election officials and TC



Preparation

-----------



As early as possible but at least a month before election starts:



* Edit elections details (timeline, cycle timeframe):



  * ``edit configuration.yaml``



* Commit to update website

* Update Release Schedule



A couple of weeks before election starts:



* Send *TC Election Season* email



  * ``tox -e venv -- template-emails election_season``



TC Candidacy Round

------------------



When TC Candidacy starts:



* Send *TC Nominations Kickoff* email



  * ``tox -e venv -- template-emails nominations_kickoff``



During the TC Candidacy round:



* To +2 a candidate:



  * check candidate profile using https://www.openstack.org/community/members/

  * check filename is email address

  * cursory check the candidacy statement



* To +Workflow, check the previous +2 details



A couple of days before the candidacy submission ends:



* Send *TC Nominations Last Days* email



  * ``tox -e venv -- template-emails nominations_last_days``



When TC Candidacy submission ends:



* Send *TC End Nominations* email



  * ``tox -e venv -- template-emails end_nominations``



Once the email deadline is reached:



* Ask the TC chair to tag the governance repository

* Generate the electorate rolls.



  * ``tox -evenv -- generate-rolls``



TC Campaigning

--------------



The TC election includes a period after the candidates are defined but before

the election, for candidates to answer questions from the community.  Open this

with:



* ``tox -e venv -- template-emails campaigning_kickoff``



TC Election Round

-----------------



Before TC Election begins:



* Send email to the mailing list to opt in to CIVS voting system using their

  Gerrit email address in https://civs1.civs.us/cgi-bin/opt_in.pl



  * ``tox -e venv -- template-emails voting_optin_civs``



* Create CIVS page



  * Title the poll: $RELEASE Technical Committee Election Poll

  * Enable detailed ballot reporting

  * Send to other officials to verify



     * Check number of seats

     * Check closing date



When TC Election begins:



* Upload rolls



  * CIVS has a maximum number of electorate emails you can upload at a time

    without crashing, limit to 500 at a time* Send *TC Voting Kickoff* email



  * ``tox -e venv -- template-emails voting_kickoff``



A couple of days before the TC Election ends:



* Send *TC Voting Last Days* email



  * ``tox -e venv -- template-emails voting_last_days``



When TC Election ends:



* Close the election

* Run: ``tox -e venv -- close-election --round tc``



  * ``edit doc/source/results/release/tc.yaml`` setting the winners to ``true``

  * Commit change and push review



* Send *TC Results* email



  * This is ``doc/source/results/release/announce_tc.rst`` generated by

    building the docs with ``tox -e docs`` after

    ``doc/source/results/release/tc.yaml`` has been created and updated



* Update ``reference/members`` in governance repository



  * Add new members

  * Remove ``chair`` and ``vice-chair`` from file

  * Commit change and push review



* Update ``tc-election-summary.py`` with election statistics

* Optionally send *TC Election Statistics* email