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= Incubator Chair Guide
Apache Incubator PMC
2002-10-16
:jbake-type: pmcGuide
:jbake-status: published
:idprefix:
:toc:
:imagesdir: ../images/

== Adding New Incubator PMC Members

For a new PMC member being voted in, follow the link:http://www.apache.org/dev/pmc.html#newpmc[standard procedure].

For an ASF Member exercising their prerogative to join the IPMC by request, the only change in procedure is to alter the text of the NOTICE sent to the Board:

[literal]
--
To: board at apache.org
CC: private at incubator.apache.org
Subject: [NOTICE] *Jane Doe* for Incubator PMC
Body:

Apache Member *Jane Doe* has requested to join the Incubator PMC.
--

After the NOTICE period expires, a welcome message should be sent to the new IPMC member.

[literal]
--
Welcome to the Apache Incubator Project.

Here is some information to get you started as a PMC member.

please subscribe to the incubator mailing lists:
- general-subscribe at incubator.apache.org
- private-subscribe at incubator.apache.org
- cvs-subscribe at incubator.apache.org

You may find it useful to use https://whimsy.apache.org/committers/subscribe to manage your subscriptions.

- the base incubator SVN URL is https://svn.apache.org/repos/asf/incubator

- all the public information, rules and policies about the
Apache Incubator is in https://github.com/apache/incubator,
and  published on https://incubator.apache.org/

- https://home.apache.org/phonebook.html?ctte=incubator
lists all PMC members.

- the Incubator website is maintained and published according to the
instructions at http://incubator.apache.org/guides/website.html

- all committers on all incubating projects have access to
the 'incubator/public' repository, so they can
participate in the general Incubator Project as committers

- please read our work documents; they are
published under https://incubator.apache.org/policy/incubation.html

Thanks for helping us!
--

== Board Report

The Incubator link:http://www.apache.org/foundation/board/reporting[reports] monthly to the Apache link:http://www.apache.org/foundation/board[Board of Directors]. The report itself is the collaborative effort of many Incubator contributors, but the Chair is ultimately responsible for ensuring that it is submitted on time.

The Board appreciates receiving the IPMC report to be:
- on time
- in a consistent format
- an accurate summary of the state of the reporting podlings
- include multiple Mentor signoff on each report

The "runbook" for managing the preparation of the report is implemented as a script which prints out documentation, instructions, literal commands, due dates, etc. in link:https://svn.apache.org/repos/asf/incubator/public/trunk/report_runbook.py[report_runbook.py]

Many of the tasks documented in the runbook may be run by either the Chair or a delegate Report Manager. However, it's the Chair who is accountable for overseeing the process.

The report draft is worked on the link:https://cwiki.apache.org/confluence/display/INCUBATOR/Reports[Incubator wiki]. 

Incubator board reports are organised by year and month. To create a new report, copy the MonthYear template and correctly rename it. Add and link the new temple to the list of reports on the front page.
Currently, members of the IPMC and Podling PMCs have permission to edit pages in the Reports section of the wiki. The permissions to that section will need to be updated when new podlings are added or retired. 
When submitting a final report to the board, make sure to mark the report as read-only and mark it as submitted at the top of the page, so that future accidental edits are mot missing from the board report.
The draft reports may vary a little from the final Board report. The published Incubator Board reports can be found here.