diff --git a/communication/mailing-list-guidelines.md b/communication/mailing-list-guidelines.md index 31cd2e702..c2f739e34 100644 --- a/communication/mailing-list-guidelines.md +++ b/communication/mailing-list-guidelines.md @@ -1,19 +1,35 @@ # Mailing list guidelines -The Kubernetes Mailing list or Google Groups functions as the primary means of +The Kubernetes mailing list or Google Groups functions as the primary means of asynchronous communication for the project's -[Special Interest Groups (SIG)][sig-list] and [Working Groups (WG)][sig-list]. +[Special Interest Groups (SIG)][sig-list], [Working Groups (WG)][sig-list], and +large subprojects. -### ATTENTION: SIG/WG Mailing list owners +### ATTENTION: SIG/WG/Subproject Mailing list owners -If you are currently a moderator of a SIG or WG Mailing List. See the new policy -requirements here: +If you are currently a moderator of a SIG, WG, or subproject mailing list, +see the new policy requirements here: - [Mailing list annual review](#annual-permissions-review) - [Mailing list moderation queue](#new-user-posting-queue) - [Creating moderation queue](#create-moderation-queue) - +## Table of Contents +- [Code of conduct](#code-of-conduct) +- [Admins](#admins) + - [Mailing list owners](#mailing-list-owners) +- [Moderation](#moderation) + - [Moderator expectations and guidelines](#moderator-expectations-and-guidelines) + - [New user posting queue](#new-user-posting-queue) + - [Annual permissions review](#annual-permissions-review) +- [Mailing list creation](#mailing-list-creation) + - [Prerequisites for creating a mailing list](#prerequisites-for-creating-a-mailing-list) + - [Create the leads and members mailing lists](#create-the-leads-and-members-mailing-lists) +- [Set up shared calendars and meeting with a mailing list](#set-up-shared-calendars-and-meeting-with-a-mailing-list) + - [Prerequisites for sharing a calendar and meeting notes](#prerequisites-for-sharing-a-calendar-and-meeting-notes) + - [Sharing the calendar with the Google Group](#sharing-the-calendar-with-the-google-group) + - [Sharing the meeting notes with the Google Group](#sharing-the-meeting-notes-with-the-google-group) +- [Archive a mailing list](#archive-a-mailing-list) ## Code of conduct The Kubernetes project adheres to the community [Code of Conduct] throughout all @@ -23,14 +39,14 @@ platforms and includes all communication mediums. Check the [centralized list of administrators][admins] for contact information. -To connect: Reach out to one of the listed moderators,[Mailing list owners], -the [sig contributor experience Mailing list] or the `#sig-contribex` slack +To connect: Reach out to one of the listed moderators, [mailing list owners], +the [SIG Contributor Experience mailing list] or the `#sig-contribex` slack channel. ### Mailing list owners -Mailing list owners should include the Chairs for your [SIG or WG][sig-list] and -the below contacts: +Mailing list owners should include the Chairs for your [SIG or WG][sig-list], +or the leads for your subproject, and the below contacts: - contributors@kubernetes.io @@ -38,20 +54,21 @@ the below contacts: ## Moderation -SIG and Working Group Mailing lists should have the [Mailing list owners] as -co-owners to the list so that administrative functions can be managed centrally -across the project. +SIG, Working Group, and subproject mailing lists should have the +[mailing list owners] as co-owners to the list so that administrative functions +can be managed centrally across the project. -Moderation of the SIG/WG lists is up to that individual SIG/WG. The admins -are there to help facilitate leadership changes, or various other administrative -functions. +Moderation of the SIG/WG/subproject lists is up to that individual +SIG/WG/subproject. The admins are there to help facilitate leadership changes, +or various other administrative functions. Users who are violating the [Code of Conduct] or other negative activities (like spamming) should be moderated. - [Lock the thread immediately] so that people cannot reply to the thread. - [Delete the post]. - In some cases you might need to ban a user from the group, follow - [these instructions] on how stop a member from being able to post to the group. + [these instructions] on how stop a member from being able to post to the + group. For more technical help on how to use Google Groups, check the [Groups Help] page. @@ -64,50 +81,60 @@ Moderators should adhere to the general Kubernetes project #### New user posting queue -New members who post to the Mailing list will automatically have their messages +New members who post to the mailing list will automatically have their messages put in the [moderation queue]. Moderators of the list will receive a notification of their message and should process them accordingly. #### Annual permissions review -SIG and WG Moderators must establish an annual review of their Mailing lists -to ensure their Moderator list is current and includes [Mailing List owners]. -Many of the SIG and WG Mailing lists pre-date current communication policy and -an annual review ensures ownership is up to date. +SIG, WG, and subproject Moderators must establish an annual review of their +mailing lists to ensure their Moderator list is current and includes +[mailing list owners]. Many of the SIG and WG mailing lists pre-date current +communication policy and an annual review ensures ownership is up to date. This review does not need to occur at a specific recurring date and can be -combined with other actions such as SIG/WG leadership changes or sub-project -additions. +combined with other actions such as SIG/WG/subproject leadership changes or +sub-project additions. --- ## Mailing list creation -All SIGs and WGs need two discussion groups: one for leads/chairs, and one for members. +All SIGs and WGs require two discussion groups: one for leads/chairs, and one +for members. Subprojects that opt to have a mailing list only require one for +members. -### Prerequisites +### Prerequisites for creating a mailing list -- 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. -- At least 3 mailing list owners (leads), in addition to contributors@kubernetes.io -- Familiarity with the [moderation guidelines] for the project and [moderation queue]s. Chairs should be cognizant that a new group will require +- 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. +- At least 3 mailing list owners (leads), in addition to +contributors@kubernetes.io +- Familiarity with the [moderation guidelines] for the project and +[moderation queue]s. Chairs should be cognizant that a new group will require an initial time investment moderation-wise as the group establishes itself. ### Create the leads and members mailing lists -> **Note:** You will need follow these steps twice! Once for the leads mailing list, and again for the members mailing list. +> **Note:** You will need follow these steps twice! Once for the leads mailing +list, and again for the members mailing list. -1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the **Enter group info** form as follows: +1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the +**Enter group info** form as follows: | Field | Leads ML value | Members ML value | | --- | --- | --- | - | **Group name** | `kubernetes-sig--leads` | `kubernetes-sig-` | + | **Group name** | SIGs: `kubernetes-sig--leads`
WGs: `kubernetes-wg--leads` | SIGs: `kubernetes-sig-`
WGs: `kubernetes-wg-`
Subprojects: `kubernetes-` | | **Group email address** | Leave as-is | Leave as-is - | **Group description** | Leads ML for Kubernetes SIG Foo | Members ML for Kubernetes SIG Foo | + | **Group description** | Leads ML for Kubernetes [SIG/WG] Foo | Members ML for Kubernetes [SIG/WG/subproject] Foo | - Click **Next**. + Click **Next**. + 2. Fill out the the **Choose privacy settings** with these options: | Field | Leads ML value | Members ML value | @@ -124,13 +151,16 @@ an initial time investment moderation-wise as the group establishes itself. | Field | Leads ML value | Members ML value | | --- | --- | --- | - | **Group owners** | All SIG/WG leads and contributors@kubernetes.io | All SIG/WG leads and contributors@kubernetes.io | + | **Group owners** | All SIG/WG leads and contributors@kubernetes.io | All SIG/WG/subproject leads and contributors@kubernetes.io | - > **Note:** You can add new owners to a mailing list at any time in the **People > Members** screen. + > **Note:** You can add new owners to a mailing list at any time in the + **People > Members** screen. Leave all other fields as-is. Click **Next.** -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: +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: **Member Privacy** @@ -154,7 +184,7 @@ an initial time investment moderation-wise as the group establishes itself. | Field | Leads ML value | Members ML value | | --- | --- | --- | - | **Subject prefix** | `[k8s-sig--leads]` | `[k8s-sig-]` | + | **Subject prefix** | SIGs: `[k8s-sig--leads]`
WGs: `[k8s-wg--leads]` | SIGs: `[k8s-sig-]`
WGs: `[k8s-wg-]`
Subprojects: `[k8s-]` | | **Email footer** | Include the standard Groups footer | Include the standard Groups footer | | **Group email language** | English (or your group's default language) | English (or your group's default language) | @@ -166,42 +196,51 @@ an initial time investment moderation-wise as the group establishes itself. | **Who can adjust roles** | Group managers | Group managers 5. Click **Save changes**. + Once your mailing list is created, it should also be added to the [sigs.yaml] + file. For subprojects, it should be added like: + ```yaml + - name: Foo + contact: + mailing_list: [link to Google Group] + ``` - - - - ## Set up shared calendars and meeting with a mailing list Once you've set up your SIG/WG mailing list, you'll need to: - Share a calendar with meeting invites on it with the mailing list - Share a meeting notes google doc with the mailing list -### Prerequisites +### Prerequisites for sharing a calendar and meeting notes -- A member's google group. +- A member's Google Group. - A shared calendar. - > **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. + > **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. -### Sharing the calendar with the google group +### Sharing the calendar with the Google Group You must share the meeting calendar with the following people: - All leads (individually) -- The kubernetes-sig-foo-leads mailing list +- The kubernetes-[sig-/wg-]foo-leads mailing list - contributors@kubernetes.io -- The kubernetes-sig-foo (members) mailing list +- The kubernetes-[sig-/wg-]foo (members) mailing list -1. In Google Calendar, click on the calendar's **...** menu and select **Settings and sharing**. +1. In Google Calendar, click on the calendar's **...** menu and select +**Settings and sharing**. 2. In **Access permissions**, check **Make available to public**. 3. Under **Share with specific people, do the following:** - - For each lead, contributors@kubernetes.io, and kubernetes-sig-foo-leads@googlegroups.com: + - For each lead, contributors@kubernetes.io, and + kubernetes-sig-foo-leads@googlegroups.com: 1. Add their email 2. Give them the permission **Make changes and manage sharing**. - - For kubernetes-sig-foo@googlegroups.com, add them and give them the permission **See all event details**. + - For kubernetes-sig-foo@googlegroups.com, add them and give them the + permission **See all event details**. -> **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. +> **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. -## Sharing the meeting notes with the google group +### Sharing the meeting notes with the Google Group - Create and share your _"meeting notes"_ Google doc with the following permissions settings: @@ -212,7 +251,7 @@ You must share the meeting calendar with the following people: document should be copied over to an account without the restriction and include the owner reference at the top of the document. -### Archive a mailing list +## Archive a mailing list To archive a mailing list, use the below procedure. @@ -249,4 +288,5 @@ To archive a mailing list, use the below procedure. [lock the thread immediately]: https://support.google.com/groups/answer/2466386?hl=en# [delete the post]: https://support.google.com/groups/answer/1046523?hl=en [these instructions]: https://support.google.com/groups/answer/2646833?hl=en&ref_topic=2458761# -[groups help]: https://support.google.com/groups/answer/2466386?hl=en&ref_topic=2458761 \ No newline at end of file +[groups help]: https://support.google.com/groups/answer/2466386?hl=en&ref_topic=2458761 +[sigs.yaml]: /sigs.yaml