openstack/election

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

Election officials process

Selecting Election Dates

Things to keep in mind when selecting election dates:

• At least 48 hours in between cut-off of electorate and poll start
• Consider extra-atcs approval deadlines
• Should start around R-4 for nominations period

Preparation

A month before election starts:

• Edit elections details (timeline, cycle timeframe):
  • edit configuration.yaml
• Prepare new election, e.g.:
  • tox -evenv -- create-directories
• Update index.rst to include ptl.rst
• Commit to update website

A couple of weeks before election starts * Send 'First announce'

PTL Candidacy round

When PTL Candidacy start * Send 'Opening PTL candidacy round'

During the PTL Candidacy round: * Validate candidacy, e.g.: * tox -evenv -- check-all-candidacies, or * tox -evenv -- check-candidacy change_id * To +2 a candidate: * check commit link is indeed valid * check filename is ircname * cursory check the candidacy statement * To +Workflow, checks the previous +2 details, find another commits using --limit 5 (optionals)

• Check candidate list and fixes badly generated name using the exception.txt file

Once the email deadline is reached: * Ask the TC chair to tag the governance repository

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

When PTL Candidacy submission ends: * Send 'PTL nomination ending'

PTL Election round

When PreferredEmailDeadLine is reached: * Ask the TC chair to tag the governance repository with the tag defined in the configuration.yaml * When the tag is available, generate ATC rolls, e.g.: * tox -evenv -- generate-rolls

When PTL Election begins: * Create CIVS page ( https://wiki.openstack.org/wiki/Election_Officiating_Guidelines#Running_the_election_itself ) * Upload rolls * Send 'PTL election opening'

A couple of days before the PTL Election ends: * Send 'PTL vote motivation call'

When PTL Election ends: * Close the election and udpate the results: * tox -evenv -- close-election ptl * edit doc/sources/pike/ptl.yaml * Update index.rst to comment ptl.rst candidate list * Commit the change and review the results * Send 'PTL results' * Update governance repo: * tox -e venv update-governance -- --governance-repo ../governance/

TC Candidacy round

When TC Candidacy starts: * Send 'TC Candidacy Opening' * Update index.rst to include tc.rst instead of ptl.rst

During the TC Candidacy round: * To +2 a candidate: * check candidate profile using https://www.openstack.org/community/members/ * check filename is ircname * cursory check the candidacy statement * To +Workflow, check the previous +2 details

A couple of days before the candidacy submission ends: * Send 'Motivation call for TC Candidacy round'

When TC Candidacy submission ends: * Send 'TC nomiation ending'

TC Election round

When PreferredEmailDeadLine is reached: * Generate ATC rolls, e.g.: * tox -evenv -- generate-rolls

When PTL Election begins: * Create CIVS page * Upload rolls * Send 'TC election opening'

A couple of days before the TC Election ends: * Send 'TC vote motivation call'

When TC Election ends: * close the election and update the results: * tox -e venv -- close-election tc * edit doc/source/pike/tc.yaml * Commit the change and review the results * Send 'TC results'