Copied from the original document.
The charter specifies the following schedule:
September 1: Nominations & voting registration opens
September 30: Nominations & voting registration closes
October 7: Voting opens, ballots are sent to eligible voters, nominated candidates are announced with a link to their program
October 25: Voting closes
November : Announcement of the results
January 1: Terms begin
Checklist of items to complete before the beginning of the election:
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
Write a draft of the email to be sent to instances owners
Review & approve draft
Get/build a list of the main major instances, with contact emails to reach out to
Ask to ask their clients:
Main Open edX instances, edX & tCRIL partners
Providers
Write a draft of an email to be sent to core contributors (getting them to obtain approval internally & from their clients)
Also mention that they will automatically be registered for the CC vote, they don’t need to do anything
Includes:
Nominations & voting registration opens
Public call to the community to relay the info about the election
Open edX announcements used for publishing the call: Forum announcement + mention in blog posts about the election
Provide an email to the instance managers, to coordinate/review the announcements, and ask questions
Mention election schedule & timelines
Include the required timing for those who also need to become core contributors. From Sarina: “OEP-54 states that nomination threads must be open for at least two weeks, and that a nominee (or sponsor) must present evidence that the nominee has demonstrated the 3C's. Two weeks before the 30th is September 16th. I might suggest that we ask them to submit no later than Monday September 12th,”
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
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
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
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
Publish lists of accepted candidates & voters
Provide instructions on how to vote
Publish the list of confirmed voters (including the current list of core contributors & maintainers registered to vote)
The candidate list is the same on both polls.
Candidate | Core Contributor | Accepted |
Ignacio (Nacho) Despujol Zabala | Yes | Yes |
Régis Behmo | Yes | Yes |
Andrés González | Yes | Yes |
Xavier Antoviaque | Yes | Yes |
Stefania Trabucchi | Yes | Yes |
Felipe Montoya | Yes | Yes |
Samuel Paccoud | Yes | Yes |
Voting closes
Announcement: 2023 TOC Elections – The Results Are In!
Move documents from Google Docs to a dedicated wiki section (the current wiki page)
Full name & email address
Public profile URL
Address of instance/course used, along with a URL showing a proof of the role held (teacher, operator, etc.)
Accepting a Code of conduct
Accepting the publication of the information provided in the form in the public list of voters (Full name, address of the instance of the course published, etc.)
Data use/purpose statement
CAPTCHA
Operators & core community representative: all active core contributors are eligible to vote
Instructors & learners representatives: are eligible to vote all instructors using Open edX to publish a course; any individual producing or running a currently active course on Open edX, including Teaching Assistants (TAs) and course content authors.
A voter registration is considered valid if and only if the information the voter provides:
Matches the descriptions for each required field of the voter registration form
Demonstrates a role matching the charter’s criteria: “are eligible to vote all instructors using Open edX to publish a course; any individual producing or running a currently active course on Open edX, including Teaching Assistants (TAs) and course content authors.”
Appear genuine on a superficial review - it would be too time consuming to review each in depth, a quick review should already be dissuasive. If some information appears to be suspicious or missing, the reviewer can reach out to the voter applicant to ask for clarification or additional information.
If the reviewer is unsatisfied with the answer or documents provided, the voter registration can be refused, indicating the missing proof. Generally we would err on the side of accepting voters, unless cheating/spamming is suspected.
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
Be active core contributors or maintainers designated by the Open edX Project (OEP-54 & OEP-55). Any core contributor would qualify, including non-technical roles.
Be nominated by currently active core contributors or maintainers, including nominating themselves. Anyone can suggest a nomination, but it needs to be posted or endorsed by at least one core contributor who isn’t the nominee.
Have their candidature individually approved by the TOC
Have the technical expertise necessary to carry out the TOC responsibilities;
Have expertise with the Open edX Platform or similar learning technologies, for example (but not limited to) individuals who have contributed code or documentation that has been merged into the codebase in the past 12 months or who are responsible for the technical direction of an Open edX Platform instance (e.g., CTO or lead developer of a site powered by the Open edX Platform);
Comply with the Charter and applicable NP and TOC policies and procedures as updated from time to time (e.g., Code of Conduct, antitrust policy, etc.)
Be willing to serve a 1-year term.
No more than three (3) members can be affiliated with the same organization.
To prevent fraud, some additional anti-spam measures can be put in place, such as restricting to 1 vote per IP, as long as they are described publicly.
People who qualify for voting for multiple voters categories can vote multiple times (once per voter category)
Register to vote or become a candidate
Relay the news about the election
Participate to a test vote
Review the plan