5 vote_admin_guide - Perl Governance Vote Administrator Guide
7 =head1 Running a Steering Council nomination process
9 Announce the nomination period to the Perl Core mailing list. Be explicit
10 about the end time. Set a calendar reminder for yourself for when it's
11 time to close the nominations and begin the voting.
13 Remember that inactive Core Team members may not participate in the nomination
14 or voting process. The governance document is clear that inactive members may
15 not declare themselves active when a vote is proposed, which includes the
18 If someone outside the Core Team is nominated, contact them to confirm that
19 they accept the nomination. If they do, ask the Steering Council to add
20 them as a moderated member of the Perl Core list for the duration of the
21 election and invite them to offer a statement on their candidacy to the
24 Before the end of the nomination period, remind everyone of the schedule
25 and share the current list of nominees to confirm you aren't missing
28 At the end of the nomination period, notify the Perl Core list of the list
29 of nominees and set their expectations for when you'll be opening the
34 We are using L<Condorcet Internet Voting Service|https://civs.cs.cornell.edu/>
35 (CIVS), which is pretty easy to use, although it has a lot of options.
37 First, bookmark that link, but realize that there are no user accounts.
38 Whenever you create or participate in a poll, you'll get a unique URL, and you
39 need to save it to come back to what you were doing before.
41 =head2 Preliminary work
43 You'll need to complete these steps.
45 =head3 Get list of active Core Team member emails
47 This can be found in the F<Porting/core-team.json> file.
49 =head3 Remind Core Team members to opt-in their email address
51 CIVS has a required opt-in to send polls out to an email address. The active
52 Core Team members that would like to vote and haven't opted-in yet must use the
53 following link with the email address they have in F<core-team.json>:
54 L<https://civs1.civs.us/cgi-bin/opt_in.pl>
56 =head2 Running an election on CIVS
58 The following instructions describe steps to run an election.
60 =head3 Creating a poll
62 On the right sidebar of the CIVS landing page is a list of links, and the
63 first one is Create a poll. Some of the things it asks for are simple:
64 what's it called? Who is running it? It asks for an email address, and it
65 has to work: that's where you're going to get all the links!
67 Note that "day and time you plan to stop" is just a text box. It gets sent
68 to the recipient in their invitation to vote. It does not schedule one
69 dang thing, so you better set yourself a reminder to close the poll on
70 time! Also, remember to think about time zones! (You are free to
71 selfishly pick your local time.)
73 The description box is limited HTML: you can put in C<< <p> >> and
74 C<< <b> >> and C<< <ul> >> and C<< <a> >> and some other basics. Hit
75 "preview" whenever you want. Also, you'll be able to see the email
76 before you send it to everybody.
78 The "names of choices" is line by line. Blanks are ignored. Again, use
79 preview. Also, note that these will be presented to the voters in random
80 order, so the order you put the candidates doesn't matter. (CIVS lets you
81 force the ordering, but we don't use that.)
83 The options you want are:
85 * How many choices will win: 3
87 * Enable detailed ballot reporting: true
88 * Enforce proportional representation: true
89 Assume maximizing rank of their favorite choice: true
91 Leave all other options off.
93 Then you can create the poll.
97 You'll get an email linking back to the poll's control page.
99 B<BOOKMARK THE CONTROL PAGE!>
101 Don't lose that link or you won't be able to administer the poll and you'll
102 have to re-create it.
104 From here, you can double check your settings. Some things, but not all,
107 If it looks good, click "start poll." You'll get a success page and can
108 click "go back to poll control".
110 =head3 Check how the email looks
112 At the bottom, under "Add voters", enter your email address. Click "add
113 voters." You'll get another success screen and can again "go back to poll
116 Meanwhile, you'll get another email, this one linking you to the voting
117 page itself. Proofread the email. Click the link. Proofread the page. If
118 you want, cast your vote!
120 At this point, you probably either need to start over - because you can't
121 edit a poll once it's going - or you're good to proceed. If you need to
122 start over, just close the poll (or not, but it seems polite to do so) and
123 start over. Otherwise...
125 =head3 Send the poll!
127 This is the point of no return! Once you send the poll to the whole team,
128 you'll look silly if you made a big mistake. That's okay, you can survive
129 looking silly, but it's better to avoid it if you can.
131 Put all the email addresses for the team into the "add voters" on the poll
132 control page. There should be as many of these as there are team members.
133 Double check! It's okay if you enter your email address, again. You won't
134 be allowed to vote twice.
136 Click "add voters." It will take a little while. (I think it does all the
137 email sending synchronously.) When that's done, you can email the list to
138 say the ballot has been sent.
140 If you're told that some email addresses aren't authorized to vote, chase
141 down these Core Team members that haven't opted-in their email address.
145 Now you just need to wait for the end date. Set a calendar alarm to remind
146 yourself. Look at the poll control page once in a while to see how many votes
147 were cast. Because votes can't be edited once cast, you could end the voting
148 immediately once 100% of ballots have been cast, but don't expect this will
153 When it's time, go to the poll control page and click "end poll". You'll get
154 dumped on a results page that will provide the three winners (and a bunch of
155 other data). Use the "minimax" rule (the default). Everyone else will be able
156 to access these results, so don't worry about copying anything but the winners.
159 =head2 After an election
161 In addition to notifying the Perl Core mailing list of the results, open a
162 pull request to update perlgov.pod with the new Steering Council members.
163 If a non-Core-Team candidate won, also add them to the Core Team list.
165 Ask the outgoing Steering Council to:
171 edit the Perl Core mailing list admins to match the incoming Steering Council
175 update the GitHub "steering" team to match incoming Steering Council
179 request that the Perl NOC update the perl-security list to include all incoming
180 Steering Council members (without removing outgoing members; the incoming Steering
181 Council will decide whether this is needed)
185 Update this guide with any clarifications or new information that will help
186 the next Vote Administrator.
188 Relax and congratulate yourself!