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Announcement of the elections, to be published on the Open edX blog on Sep 1st
Write draft
Review & approve draft blog post
Create links needed in the draft
Post for the forum thread to collect nominations
Write a draft of the thread initial post
Finalize list of fields to request for each candidature
Write example/template to ensure all needed information is collected
Review & approve draft forum post
Create links needed in the draft
Prepare CC/maintainers voters list
Get the list of all active CCs & maintainers
Check that we have all the required fields for the vote (only emails are necessary)
Prepare the voter registration form
Determine who will have access to the voting data and be managing this process (it will be Ed, who will be the only one with access to the polls management)
Finalize list of fields to be published in the list of registered voters
Pick a form tool: Form Assembly
Create form & write fields questions/descriptions
Mention for who the form is reserved, in case they didn’t read the blog post
Write & add data use/purpose statement to the form
Prepare voting tool (https://civs1.civs.us/ )
Follow the tCRIL “vendor” on-boarding review to ensure this service meets privacy standards.
Create the two votes (CCs, teachers)
The teachers poll should allow 2 winners
Finalize the anti-spam measures list & publish it
Organize test vote
Test poll control: https://civs1.civs.us/cgi-bin/control.pl?id=E_075aa21b0db0684d&key=6eac3fb8cefe2ae5&akey=615ba617adae8022 (the URL seem to include the password)
Results page (visible after poll closes): https://civs1.civs.us/cgi-bin/results.pl?id=E_075aa21b0db0684d
Confirm that the data from the candidatures and voters registrations will be sufficient to start the vote with the tool (only email & names of candidates are needed, plus getting the voter to confirm his email address)
Post in forum about TOC adoption
Include recap of changes from community review
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Post announcement on blog
Post forum thread to collect nominations
Reminder in the forum thread to ask to spread the news, and comment/email about places/people we should be contacting
Contact specific potential candidates to encourage them to apply
Start writing draft of next announcement (IN PROGRESS/REVIEW)
Figure out how to present the candidates & their program (
Result: wiki page
Check that we have all CCs emails
If not resend https://groups.google.com/a/tcril.org/g/core-contributors/c/RejyTJlr0j4 to whom might have missed it
Sep 26
Announcement: Reminder
Announcement: Last chance to register to vote!
[Bonus / not done] Organize 2nd test vote with the CCs list as the test voters? Which can also help confirm we have the right emails for everyone
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Confirm or refuse voters:
Check for conformity of information submitted with the criteria
Email voter registrants for the core contributors election who aren’t core
Confirm or refuse candidatures:
Check for conformity of information submitted with the list of candidature requirements
Get the TOC’s approval of the candidates
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Focus on the program presented, less the person (which many won’t know): put forward the goals described concisely by the candidate, rather than a long intro; let candidates pick a title for their candidature, which is shown front and center, rather than using their name.
Dedicated page separate from the voting tool?
Simple static wiki page
Put the candidates side by side, to allow to compare and rank them easily (no need to develop UX specifically for this, but anything that makes the voter’s work easier is good!)
Only include the short fields from the candidature post on the page, i.e. the ones that can be compared quickly while ranking the whole list: picture/avatar, title (1-5 words), goals summary for the 2023 term (<40 words), time commitment (in hours/month).
For the other fields, include them as a “Read more” link to the candidate’s candidature forum post.
Post the design for community review (review open 21 - 28 Sep)
Implement any change requests and add candidate information: 29 Sep - 6 Oct
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