openstack/election

This repository contains OpenStack Elections reference documents and tooling to run elections.

Election officials process

PTL Elections

Selecting Election Dates

Things to keep in mind when selecting election dates:

• At least 48 hours in between email deadline and poll start
• Consider extra-atcs approval deadlines
• Should start around R-4 for nominations period
• Allow at least a week for nomination period

setup-election-config can be used to pick some obvous dates that need to be check by the election offiicals and TC

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 thier 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

When PTL Candidacy submission ends: * Send 'PTL Nominations End' email * tox -e venv -- template-emails end_nominations

• When the tag is available, generate ATC rolls, e.g.:
  • tox -evenv -- generate-rolls
  • Compare ATC rolls with at least one other election official

PTL Election Round

When PTL Election begins: * Create CIVS page ( https://wiki.openstack.org/wiki/Election_Officiating_Guidelines#Running_the_election_itself ) * 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 udpate the results: * tox -evenv -- close-election ptl * edit doc/sources/pike/ptl.yaml to set election winners to True * 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: toc -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:

• Needs to conclude by S-3 (3 Weeks prior to OpenStack Summit)
• Allow for at least 48 hours between email deadline and polling begininning
• Allow at least a week for nomination and campaign periods

setup-election-config can be used to pick some obvous dates that need to be check by the election offiicals 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

When PTL Election begins: * Create CIVS page * Enable detailed ballot reporting * Upload rolls * 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 tc * edit doc/source/pike/tc.yaml setting the winners to 'True' * Commit change & push review * Send 'TC Results' email * This is doc/source/results/release/announce_tc.rst generated by building the docs: toc -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' & 'vice-chair' from file * Commit change & push review * Update tc-election-summary.py with election statistics * [Optional]Send 'TC Election Statistics'