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From Daniel Gruno <>
Subject Re: Feedback requested: New committer invitation template
Date Sun, 30 Dec 2018 18:24:20 GMT
On 12/30/18 6:41 PM, Matt Sicker wrote:
> I like this template suggestion. It may also be helpful to note that the
> Apache ids must be letters and numbers only as some people request special
> characters in their ids.

Not to toot my own horn too much, but we also have which simplifies the print-type-sign-scan-email 
routine for Apache ICLAs (and does verify that user ID is both available 
and matches our syntax). Could be an idea to point to that for easy ICLA 
work :)

> On Sun, Dec 30, 2018 at 09:24, Craig Russell <> wrote:
>> Hi Hugo,
>> The intent is for the PMC member sending the invitation to do the check
>> before sending the mail and edit the mail so the candidate only sees the
>> appropriate option.
>> I'll try to make this more clear in the instructions on the page that
>> contains the sample email. [I originally had three different sample emails
>> but they were all the same except for the paragraph B.]
>> Thanks for the feedback.
>> Craig
>>> On Dec 29, 2018, at 9:32 PM, Hugo Louro <> wrote:
>>> Hi Craig,
>>> +1 for the overall proposal. There is only one thing that I would like
>> to clarify. Do you plan to have a custom email for each of the three cases
>> (already have an Apache id, already filed an ICLA, and have not filed an
>> ICLA), and research ahead of time to which case the person applies, or have
>> an email that covers all the cases. If the later, my suggestion is that the
>> email should clearly direct the recipient to choose specifically the case
>> that applies to her/himself. I mean, have written something along the
>> lines: If you already have an Apache is, follow these instructions, if
>> already filed an ICLA follow these other instructions, otherwise follow
>> this instead.
>>> Thanks,
>>> Hugo
>>>> On Dec 29, 2018, at 3:29 PM, Craig Russell <>
>> wrote:
>>>> Hi,
>>>> In order to simplify the process of granting new committers write
>> access to a project's repository, I'd like to propose a change in the
>> invitation letter sent to candidates after the PMC has voted to accept them
>> as committers.
>>>> The original is at
>>>> It does not distinguish among these three cases: already have an Apache
>> id, already filed an ICLA, and have not filed an ICLA. There are many cases
>> where unnecessary work is done because of improper guidance.
>>>> ------------------------------------------------------------
>>>> To:
>>>> Cc: private@[PROJECT]
>>>> Subject: Invitation to become [PROJECT] committer: Joe Bloggs
>>>> Hello [invitee name],
>>>> The [Project] Project Management Committee] (PMC)
>>>> hereby offers you committer privileges to the project
>>>> [as well as membership in the PMC]. These privileges are
>>>> offered on the understanding that you'll use them
>>>> reasonably and with common sense. We like to work on trust
>>>> rather than unnecessary constraints.
>>>> Being a committer enables you to more easily make
>>>> changes without needing to go through the patch
>>>> submission process. [Being a PMC member enables you
>>>> to guide the direction of the project.]
>>>> Being a committer does not require you to
>>>> participate any more than you already do. It does
>>>> tend to make one even more committed.  You will
>>>> probably find that you spend more time here.
>>>> Of course, you can decline and instead remain as a
>>>> contributor, participating as you do now.
>>>> A. This personal invitation is a chance for you to
>>>> accept or decline in private.  Either way, please
>>>> let us know in reply to the []
>>>> address only.
>>>> [check]
>>>> [B. If you accept, since you already have an Apache id,
>>>> the PMC will grant you write access to the repository.
>>>> ]
>>>> [check]
>>>> [B. If you accept, since you already have an iCLA on file,
>>>> the PMC will request an Apache id for you. In your response,
>>>> please choose an id that is not already in use. See
>>>> ]
>>>> [B. If you accept, the next step is to register an iCLA:
>>>>    1. Details of the iCLA and the forms are found
>>>>    through this link:
>>>>    2. Instructions for its completion and return to
>>>>    the Secretary of the ASF are found at
>>>>    Do not submit ICLAs to anyone but secretary, but
>>>>    please do cc: []
>>>>    3. When you transmit the completed iCLA, request
>>>>    to notify the Apache [Project] and choose a
>>>>    unique Apache id. Look to see if your preferred
>>>>    id is already taken at
>>>>    This will allow the Secretary to notify the PMC
>>>>    when your iCLA has been recorded.
>>>> ]
>>>> When your reply to this invitation is received, you will
>>>> receive a follow-up message with the next steps for
>>>> establishing you as a committer.
>>>> Craig L Russell
>>>> Secretary, Apache Software Foundation
>>>> ---------------------------------------------------------------------
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>>> ---------------------------------------------------------------------
>>> To unsubscribe, e-mail:
>>> For additional commands, e-mail:
>> Craig L Russell
>> Secretary, Apache Software Foundation
>> <> <

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