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`` * 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