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From Craig Russell <>
Subject Re: Feedback requested: New committer invitation template
Date Sun, 30 Dec 2018 15:24:00 GMT
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.


> 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
>> ---------------------------------------------------------------------
>> To unsubscribe, e-mail:
>> For additional commands, e-mail:
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Craig L Russell
Secretary, Apache Software Foundation <> <>

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