add: subproject recognition in mailing list guidelines
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Joyce Kung
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# Mailing list guidelines
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The Kubernetes Mailing list or Google Groups functions as the primary means of
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The Kubernetes mailing list or Google Groups functions as the primary means of
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asynchronous communication for the project's
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[Special Interest Groups (SIG)][sig-list] and [Working Groups (WG)][sig-list].
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[Special Interest Groups (SIG)][sig-list], [Working Groups (WG)][sig-list], and
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large subprojects.
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### ATTENTION: SIG/WG Mailing list owners
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### ATTENTION: SIG/WG/Subproject Mailing list owners
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If you are currently a moderator of a SIG or WG Mailing List. See the new policy
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requirements here:
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If you are currently a moderator of a SIG, WG, or subproject mailing list,
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see the new policy requirements here:
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- [Mailing list annual review](#annual-permissions-review)
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- [Mailing list moderation queue](#new-user-posting-queue)
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- [Creating moderation queue](#create-moderation-queue)
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## Table of Contents
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- [Code of conduct](#code-of-conduct)
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- [Admins](#admins)
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- [Mailing list owners](#mailing-list-owners)
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- [Moderation](#moderation)
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- [Moderator expectations and guidelines](#moderator-expectations-and-guidelines)
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- [New user posting queue](#new-user-posting-queue)
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- [Annual permissions review](#annual-permissions-review)
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- [Mailing list creation](#mailing-list-creation)
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- [Prerequisites for creating a mailing list](#prerequisites-for-creating-a-mailing-list)
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- [Create the leads and members mailing lists](#create-the-leads-and-members-mailing-lists)
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- [Set up shared calendars and meeting with a mailing list](#set-up-shared-calendars-and-meeting-with-a-mailing-list)
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- [Prerequisites for sharing a calendar and meeting notes](#prerequisites-for-sharing-a-calendar-and-meeting-notes)
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- [Sharing the calendar with the Google Group](#sharing-the-calendar-with-the-google-group)
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- [Sharing the meeting notes with the Google Group](#sharing-the-meeting-notes-with-the-google-group)
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- [Archive a mailing list](#archive-a-mailing-list)
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## Code of conduct
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The Kubernetes project adheres to the community [Code of Conduct] throughout all
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@ -23,14 +39,14 @@ platforms and includes all communication mediums.
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Check the [centralized list of administrators][admins] for contact information.
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To connect: Reach out to one of the listed moderators,[Mailing list owners],
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the [sig contributor experience Mailing list] or the `#sig-contribex` slack
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To connect: Reach out to one of the listed moderators, [mailing list owners],
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the [SIG Contributor Experience mailing list] or the `#sig-contribex` slack
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channel.
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### Mailing list owners
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Mailing list owners should include the Chairs for your [SIG or WG][sig-list] and
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the below contacts:
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Mailing list owners should include the Chairs for your [SIG or WG][sig-list],
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or the leads for your subproject, and the below contacts:
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- contributors@kubernetes.io
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@ -38,20 +54,21 @@ the below contacts:
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## Moderation
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SIG and Working Group Mailing lists should have the [Mailing list owners] as
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co-owners to the list so that administrative functions can be managed centrally
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across the project.
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SIG, Working Group, and subproject mailing lists should have the
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[mailing list owners] as co-owners to the list so that administrative functions
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can be managed centrally across the project.
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Moderation of the SIG/WG lists is up to that individual SIG/WG. The admins
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are there to help facilitate leadership changes, or various other administrative
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functions.
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Moderation of the SIG/WG/subproject lists is up to that individual
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SIG/WG/subproject. The admins are there to help facilitate leadership changes,
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or various other administrative functions.
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Users who are violating the [Code of Conduct] or other negative activities
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(like spamming) should be moderated.
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- [Lock the thread immediately] so that people cannot reply to the thread.
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- [Delete the post].
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- In some cases you might need to ban a user from the group, follow
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[these instructions] on how stop a member from being able to post to the group.
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[these instructions] on how stop a member from being able to post to the
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group.
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For more technical help on how to use Google Groups, check the [Groups Help]
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page.
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@ -64,50 +81,60 @@ Moderators should adhere to the general Kubernetes project
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#### New user posting queue
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New members who post to the Mailing list will automatically have their messages
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New members who post to the mailing list will automatically have their messages
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put in the [moderation queue]. Moderators of the list will receive a
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notification of their message and should process them accordingly.
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#### Annual permissions review
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SIG and WG Moderators must establish an annual review of their Mailing lists
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to ensure their Moderator list is current and includes [Mailing List owners].
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Many of the SIG and WG Mailing lists pre-date current communication policy and
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an annual review ensures ownership is up to date.
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SIG, WG, and subproject Moderators must establish an annual review of their
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mailing lists to ensure their Moderator list is current and includes
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[mailing list owners]. Many of the SIG and WG mailing lists pre-date current
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communication policy and an annual review ensures ownership is up to date.
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This review does not need to occur at a specific recurring date and can be
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combined with other actions such as SIG/WG leadership changes or sub-project
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additions.
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combined with other actions such as SIG/WG/subproject leadership changes or
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sub-project additions.
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---
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## Mailing list creation
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All SIGs and WGs need two discussion groups: one for leads/chairs, and one for members.
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All SIGs and WGs require two discussion groups: one for leads/chairs, and one
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for members. Subprojects that opt to have a mailing list only require one for
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members.
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### Prerequisites
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### Prerequisites for creating a mailing list
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- An email account that can create google groups and add members external to your organization to a google group mailing list. **This might not be possible with your employer's email account**. You might need to use a personal email account.
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- At least 3 mailing list owners (leads), in addition to contributors@kubernetes.io
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- Familiarity with the [moderation guidelines] for the project and [moderation queue]s. Chairs should be cognizant that a new group will require
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- An email account that can create Google Groups and add members external to
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your organization to a Google Group mailing list. **This might not be possible
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with your employer's email account**. You might need to use a personal email
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account.
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- At least 3 mailing list owners (leads), in addition to
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contributors@kubernetes.io
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- Familiarity with the [moderation guidelines] for the project and
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[moderation queue]s. Chairs should be cognizant that a new group will require
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an initial time investment moderation-wise as the group establishes itself.
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### Create the leads and members mailing lists
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> **Note:** You will need follow these steps twice! Once for the leads mailing list, and again for the members mailing list.
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> **Note:** You will need follow these steps twice! Once for the leads mailing
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list, and again for the members mailing list.
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1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the **Enter group info** form as follows:
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1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the
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**Enter group info** form as follows:
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Group name** | `kubernetes-sig-<foo>-leads` | `kubernetes-sig-<foo>` |
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| **Group name** | SIGs: `kubernetes-sig-<foo>-leads`<br>WGs: `kubernetes-wg-<foo>-leads` | SIGs: `kubernetes-sig-<foo>`<br>WGs: `kubernetes-wg-<foo>`<br>Subprojects: `kubernetes-<foo>` |
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| **Group email address** | Leave as-is | Leave as-is
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| **Group description** | Leads ML for Kubernetes SIG Foo | Members ML for Kubernetes SIG Foo |
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| **Group description** | Leads ML for Kubernetes [SIG/WG] Foo | Members ML for Kubernetes [SIG/WG/subproject] Foo |
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Click **Next**.
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Click **Next**.
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2. Fill out the the **Choose privacy settings** with these options:
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| Field | Leads ML value | Members ML value |
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@ -124,13 +151,16 @@ an initial time investment moderation-wise as the group establishes itself.
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Group owners** | All SIG/WG leads and contributors@kubernetes.io | All SIG/WG leads and contributors@kubernetes.io |
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| **Group owners** | All SIG/WG leads and contributors@kubernetes.io | All SIG/WG/subproject leads and contributors@kubernetes.io |
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> **Note:** You can add new owners to a mailing list at any time in the **People > Members** screen.
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> **Note:** You can add new owners to a mailing list at any time in the
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**People > Members** screen.
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Leave all other fields as-is. Click **Next.**
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4. Once the group is created, navigate to your group in the Google Groups UI and go to **Group settings** to continue setting up permissions. Set the following settings:
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4. Once the group is created, navigate to your group in the Google Groups UI and
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go to **Group settings** to continue setting up permissions. Set the following
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settings:
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**Member Privacy**
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@ -154,7 +184,7 @@ an initial time investment moderation-wise as the group establishes itself.
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Subject prefix** | `[k8s-sig-<foo>-leads]` | `[k8s-sig-<foo>]` |
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| **Subject prefix** | SIGs: `[k8s-sig-<foo>-leads]`<br>WGs: `[k8s-wg-<foo>-leads]` | SIGs: `[k8s-sig-<foo>]`<br>WGs: `[k8s-wg-<foo>]`<br>Subprojects: `[k8s-<foo>]` |
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| **Email footer** | Include the standard Groups footer | Include the standard Groups footer |
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| **Group email language** | English (or your group's default language) | English (or your group's default language) |
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@ -166,42 +196,51 @@ an initial time investment moderation-wise as the group establishes itself.
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| **Who can adjust roles** | Group managers | Group managers
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5. Click **Save changes**.
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Once your mailing list is created, it should also be added to the [sigs.yaml]
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file. For subprojects, it should be added like:
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```yaml
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- name: Foo
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contact:
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mailing_list: [link to Google Group]
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```
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## Set up shared calendars and meeting with a mailing list
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Once you've set up your SIG/WG mailing list, you'll need to:
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- Share a calendar with meeting invites on it with the mailing list
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- Share a meeting notes google doc with the mailing list
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### Prerequisites
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### Prerequisites for sharing a calendar and meeting notes
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- A member's google group.
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- A member's Google Group.
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- A shared calendar.
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> **Note:** Like with mailing lists, your organization's permissions might not let you share calendars with the correct permissions. You might need to use a personal email address.
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> **Note:** Like with mailing lists, your organization's permissions might not
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let you share calendars with the correct permissions. You might need to use a
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personal email address.
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### Sharing the calendar with the google group
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### Sharing the calendar with the Google Group
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You must share the meeting calendar with the following people:
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- All leads (individually)
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- The kubernetes-sig-foo-leads mailing list
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- The kubernetes-[sig-/wg-]foo-leads mailing list
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- contributors@kubernetes.io
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- The kubernetes-sig-foo (members) mailing list
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- The kubernetes-[sig-/wg-]foo (members) mailing list
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1. In Google Calendar, click on the calendar's **...** menu and select **Settings and sharing**.
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1. In Google Calendar, click on the calendar's **...** menu and select
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**Settings and sharing**.
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2. In **Access permissions**, check **Make available to public**.
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3. Under **Share with specific people, do the following:**
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- For each lead, contributors@kubernetes.io, and kubernetes-sig-foo-leads@googlegroups.com:
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- For each lead, contributors@kubernetes.io, and
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kubernetes-sig-foo-leads@googlegroups.com:
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1. Add their email
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2. Give them the permission **Make changes and manage sharing**.
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- For kubernetes-sig-foo@googlegroups.com, add them and give them the permission **See all event details**.
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- For kubernetes-sig-foo@googlegroups.com, add them and give them the
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permission **See all event details**.
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> **Note:** You need to add the member's mailing list as a guest to any meeting invites on the shared calendar for an invite to be sent to members of the group.
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> **Note:** You need to add the member's mailing list as a guest to any meeting
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invites on the shared calendar for an invite to be sent to members of the group.
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## Sharing the meeting notes with the google group
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### Sharing the meeting notes with the Google Group
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- Create and share your _"meeting notes"_ Google doc with the following
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permissions settings:
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@ -212,7 +251,7 @@ You must share the meeting calendar with the following people:
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document should be copied over to an account without the restriction and
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include the owner reference at the top of the document.
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### Archive a mailing list
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## Archive a mailing list
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To archive a mailing list, use the below procedure.
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@ -249,4 +288,5 @@ To archive a mailing list, use the below procedure.
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[lock the thread immediately]: https://support.google.com/groups/answer/2466386?hl=en#
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[delete the post]: https://support.google.com/groups/answer/1046523?hl=en
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[these instructions]: https://support.google.com/groups/answer/2646833?hl=en&ref_topic=2458761#
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[groups help]: https://support.google.com/groups/answer/2466386?hl=en&ref_topic=2458761
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[groups help]: https://support.google.com/groups/answer/2466386?hl=en&ref_topic=2458761
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[sigs.yaml]: /sigs.yaml
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