diff --git a/elections/README.md b/elections/README.md index 39bfc5812..a7272cec9 100644 --- a/elections/README.md +++ b/elections/README.md @@ -85,7 +85,7 @@ for that should be: Election Officers should be chosen from among regular, trusted contributors to the Kubernetes project, with an eye towards employer, demographic, and geographic -diversity. +diversity. Further requirements can be found in the [Steering Election documentation]. Election Officers are considered part of the Elections Subproject. @@ -114,3 +114,4 @@ meeting. [elections app]: https://elections.k8s.io [requesting an election]: teams/README.md [K8s-Infra]: /sig-k8s-infra/README.md +[Steering Election documentation]: /elections/steering/README.md diff --git a/elections/steering/documentation/README.md b/elections/steering/documentation/README.md new file mode 100644 index 000000000..40da7d626 --- /dev/null +++ b/elections/steering/documentation/README.md @@ -0,0 +1,115 @@ +# Steering Election HOWTO + +This documentation explains how to run a steering election. As a work in +progress, it replaces older documentation where present; for topics not +covered consult the older documents in each election folder. + +## Documentation contents + +* This guide, which covers all process and roles. +* A folder of templates, primarily for election-related communications +* Current SQL query or devstats report for selecting voters + +## Roles + +### The Elections Subproject + +Members of the [Elections Subproject](elections/README.md) have three +responsibilities around steering elections: + +1. Recommending Election Officers to the Steering Committee +2. Intervening if anything unexpected happens with the EOs +3. Following up on recommendations from the election retro + +### The Election Officers + +The Election Officers are three trusted contributors who will run one or two +Steering elections. They are responsible for making sure that the election +happens and completes satisfactorily. + +Election Officers must meet the following requirements: + +* Org member for more than one year +* Eligible to vote in the election +* Pledge to administer the election without partiality to any employer, SIG, + or personal preference +* Tentatively available for two elections in a row (see below) +* Tentatively available for special elections in the upcoming year (see below) + +Additionally, the Elections Subproject will choose Election Officers partly to +respresent the diversity of Kubernetes contributors, selecting different +genders, geographic regions, and ethnicities where possible, in order to +avoid the appearance of bias in the elections process. Particularly, the +three Officers must each work for a different employer. + +Election Officers are responsible for: + +* Planning the election, including creating a draft timeline +* Generating the voter list +* Setting up the election in the voting system +* Deciding on exception requests +* Determining candidate eligibility +* Assisting candidates with bios +* Publicizing the election in order to maximize participation +* Finalizing and reporting the election results +* Hosting an election retro & documenting changes +* Contributing to the SC election documentation + +These responsibilities are detailed in the election procedures. They collectively +fall in to four main areas, timewise: + +1. Communications with candidates and voters (together with the Comms Liaison) +2. Administering the election software (together with the Infra Liaison) +3. Managing nominations and candidates +4. Responding to exception requests + +Usually, the three Election Officers divide up the above major responsibilities +among the team, each Officer taking one or two of them. + +Each year, at least one Election Officer must be a prior Officer in order to +ensure continuity of knowledge. As such, Officers should be theoretically +available to do the elections two years in a row. Further, should a special +election become necessary because of the resignation of an SC member mid-year, +this year's Officers are responsible for running the special election, so +any Officers should be at least tentatively available for that. + +### Alternate Election Officer + +In addition to the three Officers, the Elections Subproject will recommend one +Alternate. This Alternate is available in case one of the Officers is unable +to complete the election, or is unavailable for post-election duties (such as +a special election). Any current Officer may activate the Alternate if +any Officer resigns or is unavailable. + +The Alternate will be added to the Election Officers slack, but will have no +duties and will not participate in votes unless activated. + +### K8s Infra Liaison + +Currently election software runs on the Kubernetes cluster owned by the k8s-infra +team. As such, the Election Officers may need troubleshooting and support from +k8s-infra in case of unexpected problems with the Elekto deployment or changes +needed to the software. + +As such, before the election starts, the Officers should reach out to k8s-infra +team and request one person who will be available to assist. This person should +be available during most of the election period. They must have the ability +to approve/modify services running on k8s.io. + +If one of the Officers has these permissions, they may also serve in this role. + +### Contributor-Comms Liaison + +A big part of the election effort is making sure that voters and candidates +are aware of the election and kept up to date with constant reminders. As such, +the Officers work directly with Contributor-Comms to send out a stream of +messages to the community. + +Well before the election starts, the Officers should reach out to contributor-comms +and ask them to assign one team member to handle election communications. +This Comms member needs to have the ability to approve tweets. + +If one of the Officers is a member of Contributor-Comms, they may double up +in this role. + +[Elections Subproject]: /elections/README.md