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community/communication/mailing-list-guidelines.md

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Mailing list guidelines

The Kubernetes Mailing list or Google Groups functions as the primary means of asynchronous communication for the project's Special Interest Groups (SIG) and Working Groups (WG).

ATTENTION: SIG/WG Mailing list owners

If you are currently a moderator of a SIG or WG Mailing List. See the new policy requirements here:

Code of conduct

The Kubernetes project adheres to the community Code of Conduct throughout all platforms and includes all communication mediums.

Admins

Check the centralized list of administrators 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 channel.

Mailing list owners

Mailing list owners should include the Chairs for your SIG or WG and 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.

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.

Users who are violating the Code of Conduct or other negative activities (like spamming) should be moderated.

Moderator expectations and guidelines

Moderators should adhere to the general Kubernetes project moderation guidelines.

New user posting queue

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.

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.

Mailing list creation

All SIGs and WGs need two discussion groups: one for leads/chairs, and one for members.

Prerequisites

  • 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 queues. 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.

  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-<foo>-leads kubernetes-sig-<foo>
Group email address Leave as-is Leave as-is
Group description Leads ML for Kubernetes SIG Foo Members ML for Kubernetes SIG Foo

Click Next. 2. Fill out the the Choose privacy settings with these options:

Field Leads ML value Members ML value
Who can see the group Group members Anyone on the web
Who can join group Invited users only Anyone on the web
Who can view conversations Group members Anyone on the web
Who can post Anyone on the web Anyone on the web
Who can view members Group members Group members

Click Next.

  1. Fill out the Add members form as follows:
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

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.

  1. 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

Field Leads ML value Members ML value
Identification required for new members Either display name or Google profile Either display name or Google profile
Who can view the member's email addresses? Group managers Group managers

Posting policies

Field Leads ML value Members ML value
Conversation history On On
Who can moderate content Group managers Group managers
Who can moderate metadata Group members Group members
Who can post as the group Group owners Group owners
Message moderation No moderation Moderate messages from non-members
New member restrictions No posting restriction for new members New member posts are moderated

Email options

Field Leads ML value Members ML value
Subject prefix [k8s-sig-<foo>-leads] [k8s-sig-<foo>]
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)

Member moderation

Field Leads ML value Members ML value
Who can manage members Group managers Group managers
Who can adjust roles Group managers Group managers
  1. Click Save changes.

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

  • 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.

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
  • contributors@kubernetes.io
  • The kubernetes-sig-foo (members) mailing list
  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:

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

  • Create and share your "meeting notes" Google doc with the following permissions settings:
    • Can edit for members of the newly created Mailing List.
    • Can comment for kubernetes-dev@googlegroups.com
    • View only for anyone with the link. NOTE: Depending on employer organization policy, this may not be possible to configure. The 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

To archive a mailing list, use the below procedure.

  • Send a final notice to the mailing list that it is closed. This notice should include a brief description as to why and include links to any other relevant information.
  • From the Google Groups management page goto Information -> General Information.
    • Configure the following settings:
      • Group description -> Set to the same message used for the final mailing list notice.
  • From the Google Groups management page goto Information -> Content Control.
    • Configure the following settings:
      • Archive messages to the group -> checked
  • From the Google Groups management page goto Permissions -> Basic permissions.
    • Configure the following settings:
      • View Topics:
        • Managers of the group
        • All members of the group
        • Anyone on the web
      • Post: -> uncheck all options
      • Join the group:
        • Only invited users