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<div class="span12">
<h2 id='preamble'><img src="../images/redarrow.gif" />Guide to Successful Graduation</h2>
<div class="section-content">
<h3 id='TOC'>Contents</h3>
<div class="section-content">
<ul>
<li><a href='#preamble'>
Guide to Successful Graduation
</a>
<ul>
<li><a href='#TOC'>
Contents
</a>
</li>
<li><a href='#abstract'>
Abstract
</a>
</li>
</ul>
</li>
<li><a href='#introduction'>
What is Graduation?
</a>
<ul>
<li><a href='#subproject-or-top-level'>
Whether to Graduate to Subproject or to Top Level Project
</a>
</li>
</ul>
</li>
<li><a href='#requirements'>
Before You Graduate
</a>
<ul>
<li><a href='#checklist'>
Graduation Check List
</a>
</li>
<li><a href='#notes-status'>
Checking the Status File
</a>
</li>
<li><a href='#notes-names'>
Ensure suitable project name and product names
</a>
</li>
<li><a href='#releases'>
Creating an Apache Release
</a>
</li>
<li><a href='#community'>
Creating an Open and Diverse community
</a>
</li>
<li><a href='#notes-issues'>
Other Issues
</a>
</li>
</ul>
</li>
<li><a href='#process'>
The Graduation Process
</a>
<ul>
<li><a href='#toplevel'>
Graduating to a Top Level Project
</a>
<ul>
<li><a href='#tlp-community-vote'>
Community Graduation Vote
</a>
</li>
<li><a href='#tlp-resolution'>
Preparing a Charter
</a>
</li>
<li><a href='#ipmc-top-level-recommendation'>
The Recommendation Vote
</a>
</li>
<li><a href='#top-level-board-proposal'>
Submission of the Resolution to the Board
</a>
</li>
</ul>
</li>
<li><a href='#subproject'>
Graduating to a Subproject
</a>
<ul>
<li><a href='#sp-community-vote'>
Community Graduation Vote
</a>
</li>
<li><a href='#subproject-acceptance'>
Subproject Acceptance Vote
</a>
</li>
<li><a href='#subproject-graduation'>
Graduation Approval Vote
</a>
</li>
</ul>
</li>
</ul>
</li>
<li><a href='#life-after-graduation'>
Life After Graduation
</a>
<ul>
<li><a href='#notes-on-hand-over'>
Handover
</a>
<ul>
<li><a href='#existing-project-hand-over'>
Graduating as Subproject
</a>
</li>
<li><a href='#new-project-hand-over'>
Graduating as New Top Level Project
</a>
</li>
</ul>
</li>
<li><a href='#project-first-steps'>
First Steps Outside the Incubator
</a>
<ul>
<li><a href='#transfer'>
Transferring Resources
</a>
</li>
<li><a href='#unincubate'>
Final Revision of Podling Incubation Records
</a>
</li>
<li><a href='#new-responsibilities'>
New Responsibilities
</a>
<ul>
<li><a href='#oversight'>
Oversight
</a>
</li>
<li><a href='#security'>
Security
</a>
</li>
</ul>
</li>
<li><a href='#final'>
Stay In Touch
</a>
</li>
</ul>
</li>
</ul>
</li>
</ul>
</div>
<h3 id='abstract'>Abstract</h3>
<div class="section-content">
<p>
The intent of this document is to help podlings
understand the process of
graduation and offer some views about how to approach it.
It also links to the Incubator
<a href="http://incubator.apache.org/incubation/Incubation_Policy.html#Graduating+from+the+Incubator">exit policies</a>.
It is not an inflexible standard but represents a
consensus condensed from previous discussions on the
incubator general list. It also describes some of
the first steps that should be taken after
graduation.
</p>
<p>
This is just a guide. Policy is stated
<a href="http://incubator.apache.org/incubation/Incubation_Policy.html">here</a>.
</p>
<p>
Help to improve the system by posting a patch for
this document to the incubator section of JIRA or a
comment to the <a href="lists.html#general+at+incubator.apache.org">general</a> list at
incubator.
</p>
</div>
</div>
<h2 id='introduction'><img src="../images/redarrow.gif" />What is Graduation?</h2>
<div class="section-content">
<p>
Graduation is the act of a podling becoming either a
subproject under an already existing Apache project, or
becoming a top level Apache project. Graduating is a
democratic process: in the end, it comes down to a <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code>. Note
that during your stay in the incubator, you are already busy
with the process of Graduating: by adopting Apache procedures,
growing and fostering your community, having (civil) fights
concerning code style (tabs versus spaces), cutting releases
and so forth. All these acts have an influence on your
projects graduation.
</p>
<p>
The road to graduation is pretty clear: depending on whether your
project wants to become a top level project, or join as a
subproject under an already existing project the steps are
fairly simple but do take time and effort. This document
provides guidelines for making this process run smooth.
</p>
<p>
This document is offered for guidance and education only.
Actual policy is documented in the <a href="../incubation/Incubation_Policy.html">Incubation Policy
Guide</a> in <a href="../incubation/Incubation_Policy.html#Graduating+from+the+Incubator">this</a>
section. Please post any questions about graduation
to the <a href="lists.html#general+at+incubator.apache.org">general incubator list</a>.
</p>
<h3 id='subproject-or-top-level'>Whether to Graduate to Subproject or to Top Level Project</h3>
<div class="section-content">
<p>
Each proposal has a <a href="../incubation/Roles_and_Responsibilities.html#Sponsor">Sponsor</a>.
The identity of the Sponsor indicates the natural
destination. For proposals sponsored by the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a> or by
the <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">Incubator
PMC (IPMC)</a>, this is a top level project. For others,
this is as a subproject of the sponsoring project. However, the
destination is fixed only on graduation, not entry. Projects
grow and evolve during the graduation process. As
graduation approaches, this original preference should be
reviewed based on where the project is now.
</p>
<p>
Graduation as a subproject is only possible if the
subproject still falls within the scope of the project and
requires the consent of the project <a href="http://www.apache.org/foundation/how-it-works.html#structure">PMC</a>.
Graduation as a project requires the formation of the new
project by the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>.
</p>
<p>
The <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
will also express a democratic opinion. For those seeking
to graduate to a subproject this <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code>
is to approve the
transfer. For those seeking to graduation as a top level
project, this will be a recommendation to the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>.
Expect IPMC-ers to ask questions about the project
including about the choice of destination. This is part of
the normal process.
</p>
</div>
</div>
<h2 id='requirements'><img src="../images/redarrow.gif" />Before You Graduate</h2>
<div class="section-content">
<p>
Before you start thinking about graduation, you need to make
sure you are ready and meet the requirements imposed on Apache projects.
This section will provide a shortlist for podlings to
determine if they meet the criteria for asking graduation.
</p>
<h3 id='checklist'>Graduation Check List</h3>
<div class="section-content">
<p>
The following is a short checklist giving an overview, not
a substitute for reading the content below.
</p>
<ol>
<li>Preparations
<ul>
<li>
Complete (and sign off) tasks documented in
the <a href="#notes-status">status file</a>
</li>
<li>
Ensure <a href="#notes-names">suitable names</a>
for project name and product names
</li>
<li>
Demonstrate ability to <a href="#releases">create Apache releases</a>
</li>
<li>
Demonstrate <a href="#community">community
readiness</a>
</li>
<li>
Ensure <a href="../incubation/Roles_and_Responsibilities.html#Mentor">Mentors</a> and <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
have no <a href="#notes-issues">remaining
issues</a>
</li>
</ul>
</li>
<li>
Decide upon <a href="#subproject-or-top-level">destination</a>
</li>
<li>
Prepare a <a href="#tlp-resolution">resolution</a>
<em>(top level candidates only)</em>.
</li>
<li>
<a href="#subproject-acceptance">Subproject acceptance
<code>VOTE</code></a> by destination Project <em>(subproject
candidates only)</em>
</li>
<li>
<a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">Incubator PMC (IPMC)</a>:
<ul>
<li>
For top level candidates, this is a <a href="#ipmc-top-level-recommendation">recommendation
<code>VOTE</code></a>
</li>
<li>
For subproject candidates, this is a <a href="#subproject-graduation">graduation
approval <code>VOTE</code></a>
</li>
</ul>
</li>
<li>
Final <a href="#notes-on-hand-over">hand-over</a>
</li>
<li>
Consider post graduation <a href="#project-first-steps">tasks</a>
</li>
</ol>
</div>
<h3 id='notes-status'>Checking the Status File</h3>
<div class="section-content">
<p>
The status file records and summarizes incubation-related
information on the podling. The <a href="ppmc.html#Incubator+ASF+Board+Reports">PPMC</a> is
responsible for keeping this file current. Before you are
able to graduate, all tasks need to be completed.
</p>
<p>
The status file is a great way of keeping tabs on how your
project is doing and what needs to be done to meet the
graduation criteria. The <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">Incubator PMC</a>
will check this
file when they vote on the graduation of your project.
Once all tasks are done and the listed criteria met, your
project may be ready for graduation.
</p>
<p>
The status file of the JUDDI project is <a href="http://incubator.apache.org/projects/juddi.html">one
example</a>.
</p>
</div>
<h3 id='notes-names'>Ensure suitable project name and product names</h3>
<div class="section-content">
<p>
Please read <a href="http://www.apache.org/foundation/marks/naming.html">detailed documentation here</a>.
The "Process for ensuring suitable project and product names" is mandatory for every podling which wants to
graduate.
</p>
</div>
<h3 id='releases'>Creating an Apache Release</h3>
<div class="section-content">
<blockquote cite="http://catb.org/esr/writings/cathedral-bazaar/cathedral-bazaar/ar01s04.html">
<p>Release Early, Release Often</p>
<div align="right">
<p>
<a href="http://catb.org/esr/writings/cathedral-bazaar/cathedral-bazaar/ar01s04.html">Eric Steven Raymond</a>
</p>
</div>
</blockquote>
<p>
Projects need to cut releases. Apache projects need to
understand how to cut Apache releases. Therefore it is an
important step during your stay in the incubator to
demonstrate the ability to create an Apache Release.
</p>
<p>
Podlings do not need to actually <em>publish</em> a
release to demonstrate that they understand how to
accomplish such a feat. However, creating a release that
is approved by the <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">
incubator project management committee</a> is usually the
simplest way to do this.
</p>
<p>
If you are going to cut a release (which is highly
recommended), then please read the <a href="releasemanagement.html">Incubator Release Management
Guide</a> for hints, tips and guidelines for cutting a
release that will get approved by the <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
without problems.
</p>
</div>
<h3 id='community'>Creating an Open and Diverse community</h3>
<div class="section-content">
<p>
A major criterion for graduation is to have developed an
open and diverse <a href="http://www.apache.org/foundation/glossary.html#Meritocracy">meritocratic</a>
community. Time has demonstrated that these kinds of
communities are more robust and productive than more
closed ones.
</p>
<p>
Apache projects are self-sustaining and self-governing
communities. Long term success and health requires that
these communities understand how to:
</p>
<ul>
<li>recruit users, developers, committers and PMCers</li>
<li>take responsible collective action</li>
<li>disagree in public on technical matters without destroying personal relationships</li>
<li>create an open, positive and inclusive atmosphere on the mailing lists</li>
</ul>
<p>
Graduation tests whether (in the opinion of the <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>)
a podling has learned enough and is responsible enough to
sustain itself as such a community.
</p>
<p>
Read more on how to successfully build an open and diverse
community for your podling in the <a href="community.html">community guide</a>.
</p>
<p>
As a project grows, it needs to renew itself by accepting
new committers. A project needs to learn how it can
recruit new developers and committers into the community.
Accepting new committers usually increases the diversity
of the project. So, this process is very beneficial. <a href="community.html">Community building</a> requires
energy which could have been spent on code development but
this cost is an important investment for the future of the
project.
</p>
<p>
The openness of the community is not only measured by the
number of contributors. Open and respectful discussions on
the mailing lists are vital. Ways to resolve technical
conflict without destroying personal relationships must be
learned. Learning to use mailing lists effectively is very
important. If this can be achieved, then you have shown to
be a lively, active and successful community. The future
looks bright.
</p>
<p>
The project is considered to have a diverse community when
it is not highly dependent on any single contributor
(there are at least 3 legally independent committers and
there is no single company or entity that is vital to the
success of the project). Basically this means that when a
project mostly consists of contributors from one company,
this is a sign of not being diverse enough. You can
mitigate this requirement by admitting more external
contributors to your project that have no tie to the
single entity.
</p>
<p>
Growing an open and diverse meritocratic community is not
something that just happens: it takes work. Read the <a href="community.html">building a community guide</a> for
guidelines, hints and tips on how you can accomplish this
for your project.
</p>
</div>
<h3 id='notes-issues'>Other Issues</h3>
<div class="section-content">
<p>
The Incubator relies more on people than rules: rather
than try to create rules to cover every circumstance,
rules are developed and codified as required. People
are trusted to evolve process and policy. This guide
can only document the most common issues and it is
possible that there are other concerns that may require
resolution that are not covered.
</p>
</div>
</div>
<h2 id='process'><img src="../images/redarrow.gif" />The Graduation Process</h2>
<div class="section-content">
<h3 id='toplevel'>Graduating to a Top Level Project</h3>
<div class="section-content">
<p>
Top level projects are created by the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>. The <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">Incubator
Project Management Committee (IPMC)</a> can therefore only
recommend to the Board that the project is ready to
graduate to a top level project.
</p>
<p>
Graduation to a top level project requires:
<ul>
<li>a charter for your project</li>
<li>a positive community graduation <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code></li>
<li>a positive IPMC recommendation <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code></li>
<li>the acceptance of the <a href="#tlp-resolution">resolution</a> by the Board</li>
</ul>
This process can take a while, since it typically sparks
some discussion inside the community and possibly in the
IPMC.
</p>
<p>
Here's an estimated timeline for the graduation process.
It should help you understand when you should start
ramping up your community to get timely graduation and
make the process smooth.
</p>
<map name="GraffleExport">
<area shape="rect" coords="13,112,84,155" href="#tlp-community-vote" />
<area shape="rect" coords="15,166,511,209" href="#tlp-resolution" />
<area shape="rect" coords="12,220,83,263" href="#ipmc-top-level-recommendation" />
<area shape="rect" coords="15,273,79,317" href="#top-level-board-proposal" />
<area shape="rect" coords="232,330,293,369" href="http://people.apache.org/calendar.html" />
</map>
<img border="0" src="graduation-timeline.png" usemap="#GraffleExport" alt="Graduation timeline" title="Graduation timeline" />
<p>
For each event we scheduled one or two weeks. Even though
a <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code>
is usually limited to 72 hours, you should prepare
for discussion and possibly having to cast a revote with a
revised proposal.
</p>
<h4 id='tlp-community-vote'>Community Graduation Vote</h4>
<div class="section-content">
<p>
A community needs to be willing to govern itself
before it can become a top level project. A good way
to demonstrate this is through a free <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code> (by the
community) on the graduation proposal.
</p>
<p>
This <code>VOTE</code> is not a requirement but is recommended. It
is unlikely that <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
members will vote to approve graduation unless the <a href="../incubation/Roles_and_Responsibilities.html#Mentor">Mentors</a>
and community positively express their readiness for
graduation. It is wise to notify the <a href="lists.html#general+at+incubator.apache.org">incubator
general list</a> that the community vote is starting. Please do not Cc the
vote to the general list as that creates confusion, instead you can either:
<ul>
<li> FWD the [VOTE] e-mail to the general list, or </li>
<li> Send a different copy to the general list indicating that a graduation community [VOTE] is in progress </li>
</ul>
</p>
</div>
<h4 id='tlp-resolution'>Preparing a Charter</h4>
<div class="section-content">
<p>
So, in this case a suitable <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a> resolution should be
drawn up by the community advised by the
<a href="../incubation/Roles_and_Responsibilities.html#Mentor">Mentors</a>.
Committers can access the podling template for
resolutions in the <a href="https://svn.apache.org/repos/private/committers/board/templates/podling-tlp-resolution.txt">committers
svn repository</a>. Also, resolutions are included in
the Board minutes, which are posted publicly <a href="http://www.apache.org/foundation/board/calendar.html">
here </a> . These contain numerous examples. Good
examples include:
<ul>
<li>
Harmony (see section <em>E. Establish the Apache Harmony project</em> in the
<a href="http://www.apache.org/foundation/records/minutes/2006/board_minutes_2006_10_25.txt">October 2006 Board minutes</a>)
</li>
<li>
OFBiz (see section <em>B. Establish Apache Open for Business Project</em> in the
<a href="http://www.apache.org/foundation/records/minutes/2006/board_minutes_2006_12_20.txt">December 2006 Board minutes</a>)
</li>
<li>
Cayenne (see section <em>C. Establish Apache Cayenne Project</em> in the
<a href="http://www.apache.org/foundation/records/minutes/2006/board_minutes_2006_12_20.txt">December 2006 Board minutes</a>)
</li>
</ul>
</p>
<p>
The original proposal and the status document should
be consulted when creating this document. Projects
evolve over time and some deviation from the original
proposal may well prove acceptable. The <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>
resolution is the ultimate definition of the scope of
an Apache project. So, it is important that it
reflects the vision for the project as it appears on
the eve of graduation.
</p>
<p>
A good resolution is neither too narrow nor too broad.
If the project's scope is too narrow, then its
activities will be unnecessarily constrained. If a
project's scope is too broad then it may lack focus
and suffer from governance issues.
</p>
<p>
If you read these resolutions you also see that you
need to appoint a <a href="http://www.apache.org/foundation/glossary.html#Chair">Chair</a>
for your project. It is up to the
<a href="ppmc.html">PPMC</a> to choose one
person to act as the chair after graduation.
</p>
</div>
<h4 id='ipmc-top-level-recommendation'>The Recommendation Vote</h4>
<div class="section-content">
<p>
The <a href="#tlp-resolution">resolution</a> should be proposed on the general
<a href="mailto:general@incubator.apache.org">
incubator list</a> before a <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code>
is started to allow feedback. Once a consensus has been reached, a <code>VOTE</code>
should be started on the same general incubator list by a member of the <a href="ppmc.html">PPMC</a> proposing
that the <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
recommends the resolution to the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>.
</p>
</div>
<h4 id='top-level-board-proposal'>Submission of the Resolution to the Board</h4>
<div class="section-content">
<p>
Top level projects are created by a <a href="#tlp-resolution">resolution</a> by the
<a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>.
Once the <a href="#tlp-resolution">resolution</a> has been
finalized and consensus reached, it should be
submitted to the Board. For inclusion in the agenda
for the next meeting, the resolution should be
submitted at least 72 hours before that meeting. A
calendar for meetings is <a href="http://www.apache.org/foundation/board/calendar.html">available</a>.
</p>
<p>
Business for the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a> should be submitted by a post
to the <code>board</code> mailing list. Posting from
an Apache address is recommended. Mixing public and
private lists on a post is not recommended.
</p>
<p>
The <code>board</code> list is private.
The usual <a href="http://www.apache.org/foundation/how-it-works.html#management">netiquette</a>
for Apache private lists should be observed. So, it is
recommended that only the podling and <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
private
lists are CC'd (rather than the general incubator
list). Please treat responses with appropriate
confidentiality.
</p>
<p>The submission should include:</p>
<ul>
<li>A clear subject (for example <em>Establish Foo TLP</em>)</li>
<li>A brief introduction</li>
<li>The name of proposed VP</li>
<li>Links to the <code>VOTE</code> threads</li>
<li>Summary of the <code>VOTE</code> results</li>
<li>The <a href="#tlp-resolution">resolution</a> text</li>
</ul>
<p>For example:</p>
<div class="note">
<note><pre>
--
From: &lt;you _at_ apache dot org&gt;
To: &lt;board _at_ apache dot org&gt;
CC: &lt;&lt;project&gt;-private _at_ incubator dot apache dot org&gt;
Subject: proposed resolution: establish &lt;project&gt; TLP
Dear Apache Board,
&lt;Project&gt; is ready for graduation out of the incubator. So, please
consider the draft resolution below at your next meeting.
&lt;thank you, best regards, personal note if you wish, etc etc&gt;
&lt;your name&gt;
--
References:
Home: &lt;project home page&gt;
Vote by project: &lt;link to vote thread on project list&gt;
Vote by incubator: &lt;link to vote thread on general list&gt;
Resolution draft:
&lt;&lt;resolution goes here, 72 characters wide,
indent with 4 spaces&gt;&gt;
--
&lt;your e-mail sig, if you have one&gt;
</pre></note>
</div>
<p>
Please try to keep the <code>board</code> list traffic low. Do not
submit reminders or ask whether messages have been
received on the list. <a href="http://www.apache.org/foundation/members.html">Apache
Members</a> have access to the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>
archives and may
observe Board meetings. To follow the progress of a
resolution, please ask a friendly Member or <a href="http://www.apache.org/foundation/board/">Director</a>.
</p>
</div>
</div>
<h3 id='subproject'>Graduating to a Subproject</h3>
<div class="section-content">
<p>
Subprojects are accepted by a Project Management
Committee. The <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">Incubator Project Management Committee</a>
needs to approve the graduation of the podling to a
subproject.
</p>
<h4 id='sp-community-vote'>Community Graduation Vote</h4>
<div class="section-content">
<p>
A community needs to be willing to govern itself
before it can become a top level project. A good way
to demonstrate this is through a free
<code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code>
(by the community) on the graduation proposal.
</p>
<p>
This <code>VOTE</code> is not a requirement but is recommended. It
is unlikely that <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
members will vote to approve graduation unless the <a href="../incubation/Roles_and_Responsibilities.html#Mentor">Mentors</a>
and community positively express their readiness for
graduation. It is wise to copy the <a href="lists.html#general+at+incubator.apache.org">incubator
general list</a> and the <a href="../incubation/Roles_and_Responsibilities.html#Sponsor">sponsoring
top level project</a> when the <code>VOTE</code>
is proposed.
</p>
</div>
<h4 id='subproject-acceptance'>Subproject Acceptance Vote</h4>
<div class="section-content">
<p>
A formal <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code>
by the Project <a href="http://www.apache.org/foundation/how-it-works.html#structure">PMC</a>
to accept the podling as a subproject is a
prerequisite. Sometimes, projects may feel that the
podling has grown too big and would be better as a
top level project. The Chair of the project is the
right contact.
</p>
</div>
<h4 id='subproject-graduation'>Graduation Approval Vote</h4>
<div class="section-content">
<p>
To graduate as a subproject, the <a href="../incubation/Roles_and_Responsibilities.html#Mentor">Mentors</a>
should start a <code><a href="http://www.apache.org/foundation/voting.html">VOTE</a></code>
thread on the <a href="lists.html#general+at+incubator.apache.org">general
list</a> proposing that the <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">
IPMC</a> signs off the graduation of the podling as a
subproject. This <code>VOTE</code>s should only be started once the
project has <code>VOTE</code>d to accept the subproject.
</p>
</div>
</div>
</div>
<h2 id='life-after-graduation'><img src="../images/redarrow.gif" />Life After Graduation</h2>
<div class="section-content">
<h3 id='notes-on-hand-over'>Handover</h3>
<div class="section-content">
<p>
This is the transfer of virtual resources from the care of
the <a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">IPMC</a>
to the care of either the new or existing top
level project taking charge of the graduating community.
</p>
<h4 id='existing-project-hand-over'>Graduating as Subproject</h4>
<div class="section-content">
<p>
This is the simple case. The <a href="../incubation/Roles_and_Responsibilities.html#Chair+of+the+Incubator+PMC">IPMC
Chair</a> and the Chair of the project accepting the
graduating community organize the handover between
themselves.
</p>
</div>
<h4 id='new-project-hand-over'>Graduating as New Top Level Project</h4>
<div class="section-content">
<p>
When graduating to a new project, the process is more
complex. Creating a new project requires a <a href="http://www.apache.org/foundation/board/calendar.html">resolution</a>
to be passed by the <a href="http://www.apache.org/foundation/board/">Board</a>.
Usually once this happens, members of the Board will
inform the appropriate chairs and <a href="http://www.apache.org/foundation/how-it-works.html#structure">PMCs</a>.
Occasionally, this will be missed: if more than 72
hours has passed since the Board meeting, it may be
worth someone posting a polite reminder to their
favorite director.
</p>
<p>
The
<a href="#tlp-resolution">resolution</a> will appoint a Chair for the new
project. The Chair will also be appointed an <a href="http://www.apache.org/foundation/">Officer</a>
of the Apache Software Foundation. This allows them
access to official resources of the foundation as well
as granting power to act on behalf of Apache.
</p>
<p>
Once appointed, the new Chair needs to:
</p>
<ul>
<li>Subscribe to the <code>board</code> mailing list</li>
<li>Subscribe to the <code>infrastructure</code> mailing list</li>
<li>Ensure that they have been added to
<a href="http://people.apache.org/committers-by-project.html#pmc-chairs">the PMC chairs group (pmc-chairs) in LDAP</a>.
The ASF Secretary should do this without any action on the part
of the new chair. As with above, if it has not happened within
72 hours of the resolution passing, contact the secretary to
remind them.
</li>
<li>Check out the <a href="https://svn.apache.org/repos/private/foundation/officers"><code>foundation/officers</code></a> folder from the private repository.
Users with member or pmc-chairs karma can do this.
</li>
<li>Add yourself to the <code>foundation/officers/affiliations.txt</code> and the <code>foundation/officers/irs-disclosures.txt</code> files with the appropriate information.</li>
<li>Add your details to the foundation web site Officer list at
<a href="http://www.apache.org/foundation/index.html">http://www.apache.org/foundation/index.html</a>
(in SVN at
<a href="https://svn.apache.org/repos/asf/infrastructure/site/trunk/content/foundation/">https://svn.apache.org/repos/asf/infrastructure/site/trunk/content/foundation/</a>)
</li>
<li>Review appropriate documentation:
<ul>
<li>
<a href="http://www.apache.org/dev/pmc.html#chair">PMC Chair Duties</a>
</li>
<li>
PMC <a href="http://www.apache.org/dev/#pmc">documentation</a>
</li>
<li>
Jakarta <a href="http://wiki.apache.org/jakarta/RoleOfChair">Chair guide</a>
</li>
<li>
Incubator <a href="http://incubator.apache.org/guides/chair.html">Chair guide</a>
</li>
<li>
Reporting <a href="http://www.apache.org/foundation/board/calendar.html">calendar</a>
</li>
</ul>
</li>
<li>
Work out a reporting schedule with the <a href="../incubation/Roles_and_Responsibilities.html#board">Board</a>. For
the first three months after graduation this will
be monthly. After that, the project should slot
into a quarterly reporting schedule. Now is a good time to remove
the project from the Incubator reporting schedule.
</li>
<li>
Work with the <a href="http://www.apache.org/dev/index.html#infra">Apache Infrastructure team</a>
to set up the top level project
infrastructure. The various infrastructure tasks that are required
(see <a href="#transfer">check list</a>)
should be consolidated into a single issue (see <a href="https://issues.apache.org/jira/browse/INFRA-4069">this</a>
for example). This should be created in the category
<a href="https://issues.apache.org/jira/secure/IssueNavigator.jspa?reset=true&amp;mode=hide&amp;pid=10410&amp;sorter/order=DESC&amp;sorter/field=priority&amp;resolution=-1&amp;component=10858">TLP Admin</a>.
</li>
<li>Ensure the PMC is added to the committee-info.txt file at
https://svn.apache.org/repos/private/committers/board/committee-info.txt<br />
There are 3 sections which need to be updated; see instructions in the file.
You may need to get a member to help with this.
</li>
</ul>
<p>
They should then be able to start assembling the new
<a href="http://www.apache.org/foundation/how-it-works.html#structure">PMC</a>.
The starting membership is listed in the
<a href="#tlp-resolution">resolution</a>. However, the Chair of the new project
needs to ensure that private list is created and the
membership subscribed.
</p>
<p>Members of the new PMC need to:</p>
<ul>
<li>Subscribe to the private mailing list for the project</li>
<li>Review appropriate documentation:
<ul>
<li>
Apache <a href="http://www.apache.org/dev/pmc.html">PMC Guide</a>
</li>
<li>
Related <a href="http://www.apache.org/dev/#pmc">documentation</a>
</li>
</ul>
</li>
</ul>
<p>
Once all this is in place, resources can start to be
handed over to the new project.
</p>
<p>
Please continue to hang around the Incubator and help
new podlings have an easier time than you did!
</p>
</div>
</div>
<h3 id='project-first-steps'>First Steps Outside the Incubator</h3>
<div class="section-content">
<p>
Graduation is the first step in what is hopefully a long road.
There are some issues which incubation may not cover.
</p>
<h4 id='transfer'>Transferring Resources</h4>
<div class="section-content">
<p>
When a project graduates, then the infrastructure
resources (mailing lists, websites, source, etc.) need to
be transferred from the Incubator to a project's new home.
</p>
<p>
Although the below checklist is still generally useful, <b>the
infrastructure process has been streamlined</b>, see
<a href="http://www.apache.org/dev/infra-contact#requesting-graduation">
http://www.apache.org/dev/infra-contact#requesting-graduation
</a>. You might also want to check JIRA checklist tickets for projects that graduated in the last month or two.
</p>
<p>Checklist:</p>
<ol>
<li id="records">Update the Incubator status records
<ol>
<li>
Like the rest of incubation, graduation is a process. Updating your
status records as you progress will enable others to assist.
</li>
<li>
Update the podling <a href="#notes-status">status page</a>.
All sections should now be filled in
including <em>EXIT</em>. Take some
time to read carefully since this page
forms the final public record for
graduation.
</li>
<li>
Update the Incubator
<a href="http://incubator.apache.org/projects/index.html">status
page</a> to denote the project as "graduating" when you commence,
then as "graduated" when you are finished.
The notes <a href="#unincubate">below</a> will assist.
</li>
</ol>
</li>
<li id="source">Source
<ol>
<li>
Post an announcement to the development list
telling everyone that the repository is about
to be moved
</li>
<li>
Post an announcement containing instructions
for developers describing how to <code>svn
switch</code> their workspaces
</li>
<li>
Update site, wikis, <code>pom.xml</code> and
other resources to point to the new repository
location.
</li>
</ol>
</li>
<li id="web">
Websites
<ol>
<li>Transfer the podling website
<ol>
<li>
Load the website into its new home.
See <a href="http://www.apache.org/dev/#web">infra
notes</a>.
</li>
<li>
Update the <code>incubator/site-publish/.htaccess</code> entry to
redirect traffic from the old URLs to
the new. (svn location is at <code>http://svn.apache.org/repos/asf/incubator/public/trunk/content/.htaccess</code>) -
NOTE: new Top Level Projects will most likely get an automatic redirection of their website from the Incubator hostname
once the TLP's distribution repository is moved by INFRA.
</li>
<li>
Post an announcement to user and
development lists
</li>
<li>
When using Maven: update
<code>pom.xml</code> for the location
of the website, as well as the place
where the site plugin will deploy the
web site (when applicable).
</li>
</ol>
</li>
<li>
<em>(Top Level Projects Only)</em>
Add Project To
<a href="http://www.apache.org">
www.apache.org
</a>
<ol>
<li>
Check out
<code>
https://svn.apache.org/repos/asf/infrastructure/site/trunk
</code>
</li>
<li>
Patch
<code>
templates/blocks/projects.mdtext
</code>
</li>
<li>
Commit, and if you have karma then <a href="https://cms.apache.org/www/publish">publish</a> the updated www site
</li>
</ol>
</li>
</ol>
</li>
<li id="mail">Mailing lists
<ol>
<li>
When your mail lists have been moved by infrastructure,
post an announcement to your lists.
</li>
<li>
When using Maven: update <code>pom.xml</code> for
the new mailing list address(es). Also update any
documents on your website that show how to
subscribe to the lists and/or find archives.
</li>
<li>
Send notice to any mailing list archivers
that the
address has changed, and possibly the location of
your project (if it is listed there as being part of the
incubator).
</li>
<li>
Update website: replace links to old archives with
links to new ones and add new links to historic
archives from incubation.
</li>
<li>
Check project-private mailing list membership.
Mentors should be allowed to remain if they wish to
do so. The subscriber list should otherwise match
that on the resolution. See <a href="http://www.apache.org/dev/committers.html#mail-moderate">
this</a> and the <a href="http://www.ezmlm.org/">EZMLM</a>
"Moderator's and Administrator's Manual".
</li>
<li>
Update mail addresses including:
<ul>
<li>
confluence commit messages (see adminstration documentation)
</li>
<li>
issue tracking messages (see administration documentation)
</li>
</ul>
The chair should have karma to perform these
tasks.
</li>
<li>
Double-check that all of your lists have sufficient active
<a href="http://www.apache.org/dev/committers.html#mailing-list-moderators">moderators</a>.
</li>
</ol>
</li>
<li id="tracker">Issue Tracking
<ol>
<li>
Check that the issue tracking system used by the
podling reflects the project's new status.
</li>
</ol>
</li>
<li id="dist">Distribution mirrors
<ol>
<li>
After you have a release at your new home
(<code>/dist/${project}/</code> area),
remove any distribution artefacts from your old
<code>/dist/incubator/${project}/</code>
area.
Remember from the mirror guidelines that everything is automatically added to archive.apache.org anyway.
</li>
</ol>
</li>
</ol>
</div>
<h4 id='unincubate'>Final Revision of Podling Incubation Records</h4>
<div class="section-content">
<p>
When a project has finished its graduation steps, then the incubator resources
need to be updated to indicate that the project is no
longer incubating. Here are a few of the items that need
to be done:
</p>
<ul>
<li>
Update the svn
<code>incubator/trunk/content/projects/${project}.xml</code>
file to show the project's status.
</li>
<li>
Update the podling summary metadata file,
i.e. <code>incubator/trunk/content/podlings.xml</code> svn file.
See the content/podlings.dtd and follow examples of other recent graduates.
At the beginning of the process, add the "graduating" element.
When finished the graduation process, then:
Change the podling status to "graduated";
add the "enddate" attribute to document when the project graduated;
add the "resolution" element (see other project examples);
remove the "graduating" element.
</li>
<li>
After your project has finished reporting to the Incubator, then
remove the "reporting" element from that <code>podlings.xml</code> file.
</li>
<li>
Ensure that other svn resources for your project have moved to
your new home.
</li>
<li>
Review this whole graduation guide.
</li>
<li>
NOTE: Please edit this guide to add missing steps and clarifications.
</li>
</ul>
</div>
<h4 id='new-responsibilities'>New Responsibilities</h4>
<div class="section-content">
<h5 id='oversight'>Oversight</h5>
<div class="section-content">
<p>
During the stay in the Incubator, the
<a href="../incubation/Roles_and_Responsibilities.html#Incubator+Project+Management+Committee+%28PMC%29">
Incubator PMC (IPMC)
</a>
was responsible to the
<a href="../incubation/Roles_and_Responsibilities.html#board">
Board
</a>
for oversight. A graduated project must now take
responsibility for its own oversight.
</p>
<p>
A project needs to ensure that its code base is
clean from an IP perspective. New committers need to
recruited, educated and mentored. Quality releases
need to be cut. Community spirit needs to be maintained
and conflicts resolved positively. Board reports need
to be accurate and prompt.
</p>
<p>
Help is still available but the
appropriate bodies (infrastructure, community, legal
and so on) should now be approached directly.
</p>
</div>
<h5 id='security'>Security</h5>
<div class="section-content">
<p>
Each project needs to be able to manage security issues
discovered in their code. By their nature, these issues
need to be dealt with in private. These issues may either
be dealt with on a separate security list or on the
private list. Which list is suitable for security issues
should be noted.
</p>
<p>
Volunteers need to be found from the
<a href="http://www.apache.org/foundation/how-it-works.html#structure">
PMC
</a>
to work with the Apache security team and act as
first contacts on security matters. The new project
should make contact with the team soon after graduation
and not wait for the first issue to be raised.
</p>
<p>
Projects should adopt a positive attitude towards
security issues. It is easy to gain a poor reputation
by mishandling of these issues. There are many people
at Apache with considerable experience in this area
so ask first.
</p>
</div>
</div>
<h4 id='final'>Stay In Touch</h4>
<div class="section-content">
<p>
Passing through the incubation process gives a very
valuable perspective. Please help to improve the process
by guiding new podlings and by developing improved policy
and documentation on the <a href="lists.html#general+at+incubator.apache.org">general</a> list.
</p>
</div>
</div>
</div>
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