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Add GC onboarding issue template (#1836)
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‎.github/ISSUE_TEMPLATE/gc_member_onboarding.md

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---
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name: GC Member Onboarding
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about: Onboard a new member of the Governance Committee
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title: 'GC ONBOARDING: <GH_USERNAME>'
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labels: area/onboarding
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assignees: ''
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---
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<!-- Please remember to change the title of this issue by replacing
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<GH_USERNAME> with the actual GitHub username of the GC member to be
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onboarded. -->
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This issue should be assigned to both an existing member and a newly elected
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member, and the actions should be performed by both in collaboration. This
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ensures fluid communication and a successful onboarding into the
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OpenTelemetry Governance Committee.
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The issue should be `Closed as completed` by the new member after all steps
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have been completed.
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## Assumptions
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These assumptions ensure that the rest of the guide can be followed
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successfully.
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The existing member must:
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1. Have the necessary privileges to perform the actions listed below.
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The new member must:
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1. Be familiar with basic OpenTelemetry concepts
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1. [Mission, Vision and Values](https://opentelemetry.io/community/mission/)
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2. [Concepts](https://opentelemetry.io/docs/concepts/)
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3. [Specification](https://opentelemetry.io/docs/specs/otel/)
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2. Have read and agreed to comply with the
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[OpenTelemetry Governance Committee Charter](https://github.com/open-telemetry/community/blob/main/governance-charter.md)
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as per requirements to stand for election.
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3. Have an email address, Google account, and GitHub account and is willing
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to share those details with other GC members.
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1. **Note**: Google account is mainly needed for Google Docs, but one may
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prefer to use work email or personal email for calendar invites.
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## Access Grants
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This section ensures that the new member has access to all systems and has the
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necessary privileges to perform their role as a member of the GC.
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### 1Password
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1Password contains credentials for accounts managed by the GC as a group (i.e.
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not personal items).
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The existing member must:
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- [ ] Invite new member to [OpenTelemetry 1Password](https://opentelemetry.1password.com)
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via email.
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- [ ] After invite is accepted, add them to the `Owners` group as a `Manager`.
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The current member must:
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- [ ] Accept invitation and create new account on [OpenTelemetry 1Password](https://opentelemetry.1password.com).
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- [ ] Validate they have `Manager` access to `Owners` group, and that the group
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contains only current GC members.
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- [ ] Validate they have `Full Access` to the `OpenTelemetry Governance` vault.
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This should be given automatically via the `Owners` group.
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### CNCF Slack
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The main async medium for GC and TC members to communicate is a set of private
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channels on Slack.
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The existing member must:
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- [ ] Add new member to the following private channels:
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- [opentelemetry-gc](https://cloud-native.slack.com/archives/C01S673T1NE)
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- [opentelemetry-gc-tc](https://cloud-native.slack.com/archives/C02KF2PPUV9)
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- [opentelemetry-gc-alum](https://cloud-native.slack.com/archives/C02KBUGC685)
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The new member must:
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- [ ] Create a [CNCF Slack](https://slack.cncf.io/) account if they do not
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already have one.
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### CNCF Service Desk
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Interactions between the OpenTelemetry GC and CNCF are mostly driven via Service
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Desk tickets. Members can create tickets to discuss access to systems, licensing,
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funds, marketing, press, etc.
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The existing member must:
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- [ ] Create a Service Desk ticket to invite new member via email and add it to
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OpenTelemetry group.
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The new member must:
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- [ ] Accept invitation to CNCF Service Desk and create an account.
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- [ ] Validate they have access to the [CNCF Service Desk](https://cncfservicedesk.atlassian.net/servicedesk/customer/portals)
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(see more information about Service Desk in the [docs](https://github.com/cncf/servicedesk#readme)).
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- [ ] Validate they have access to [OpenTelemetry Requests](https://cncfservicedesk.atlassian.net/servicedesk/customer/user/requests?page=1&reporter=org-31).
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### GitHub
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Most of the management, enablement, support and documentation work done by GC
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members happens on GitHub.
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The existing member must:
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- [ ] Ask TC to add new member as `Member` to the [open-telemetry](https://github.com/open-telemetry/)
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organization.
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- [ ] Ask TC to add new member as `Member` to the [open-telemetry/governance-committee](https://github.com/orgs/open-telemetry/teams/governance-committee)
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team.
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- [ ] Add new member as code owner in [open-telemetry/community](https://github.com/open-telemetry/community/blob/main/CODEOWNERS)
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- [ ] Add new member to the list of GC members in [open-telemetry/community/community-members.md](https://github.com/open-telemetry/community/blob/main/community-members.md).
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- [ ] Add new member in the `OpenTelemetry (Governance Committee)` section of [cncf/foundation/project-maintainers.csv](https://github.com/cncf/foundation/blob/main/project-maintainers.csv)
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### Mailing Lists
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The following mailing lists ensure that communications reach all necessary
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members of this group.
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The existing member must:
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- [ ] Invite new member as `Moderator`, ensuring that they have the same
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privileges as existing members, to the following mailing lists:
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- https://lists.cncf.io/g/cncf-opentelemetry-governance
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- https://lists.cncf.io/g/cncf-otel-zoomadmins
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- [ ] Open CNCF Service Desk ticket to invite new member as `Member` to
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https://lists.cncf.io/g/cncf-opentelemetry-maintainers
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The new member must:
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- [ ] Accept invitations to mailing lists above, creating an account on https://lists.cncf.io
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if necessary, using their preferred email address.
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### Google Drive
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OpenTelemetry handles minutes and other ad-hoc documents in Google Drive.
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The existing member must:
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- [ ] Give new member write access to:
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- [OpenTelemetry Governance Committee meeting notes](https://docs.google.com/document/d/1-23Sf7-xZK3OL5Ogv2pK0NP9YotlSa0PKU9bvvtQwp8)
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The new member must:
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- [ ] Validate they have write access to the documents listed above.
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### Google Calendar
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All OpenTelemetry public meetings are handled via Google Calendars (see [How to handle public calendar](https://github.com/open-telemetry/community/blob/main/docs/how-to-handle-public-calendar.md)
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for more details). People in the `opentelemetry-calendar-contributors` Google
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Group have write access to the OpenTelemetry public calendar. To view and
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manage members of this group one must use the `[email protected]`
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account.
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The existing member must:
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- [ ] Add user as `Owner` of https://groups.google.com/g/opentelemetry-calendar-contributors.
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The new member must:
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- [ ] Validate they have `Owner` permissions on the group above.
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### Zapier
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Zapier is used to sync meeting recordings from Zoom to a publicly viewable
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Google spreadsheet (see https://github.com/open-telemetry/community/blob/main/docs/how-meeting-recordings-upload-works.md
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for more details).
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The new member must:
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- [ ] Validate they can log in to https://zapier.com with the credentials in 1Password.
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## Meetings and Ceremonies
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As per GC charter, all members are expected to attend the following meetings:
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- Governance Committee Meeting (every Thursday 11:00 Pacific Time).
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- Governance/Technical Committee Joint Meeting (every second Thursday of the month,
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coinciding with the Governance Committee Meeting).
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The dates and times of these meetings may be discussed and updated after every
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election cycle to accommodate time zones and scheduling requirements of attendees.
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The existing member must:
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- [ ] Invite the new member to the meetings using the new members' preferred
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email address.
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## Further Reading
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The following is a list of documents and other media that new members must
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familiarize themselves with. The new member must go through these media and ask
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any relevant questions that will aid them in understanding their role as a GC
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member. The existing member must assist the new member, to the best of their
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capacity, in finding answers to these questions.
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- [ ] [OpenTelemetry Code of Conduct](https://github.com/open-telemetry/community/blob/main/code-of-conduct.md):
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all GC members define, evolve, and defend the Code of Conduct.
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- [ ] [OpenTelemetry Governance Committee meeting notes](https://docs.google.com/document/d/1-23Sf7-xZK3OL5Ogv2pK0NP9YotlSa0PKU9bvvtQwp8):
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to identify items currently in progress. [Meeting Recordings](https://docs.google.com/spreadsheets/d/1SYKfjYhZdm2Wh2Cl6KVQalKg_m4NhTPZqq-8SzEVO6s)
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can help get more details if needed.
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- [ ] [Project Management](https://github.com/open-telemetry/community/blob/main/project-management.md):
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to understand the fundamentals of how projects are managed by the GC and TC.
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- [ ] [Active Projects](https://github.com/open-telemetry/community/tree/main/projects):
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to understand current project deliverables and the challenges they aim to
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solve.
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- [ ] [Project Board](https://github.com/orgs/open-telemetry/projects/29):
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including the individual project boards for each of these, they help
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understand the current state of the projects listed in the previous item.
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- [ ] [Community repo docs](https://github.com/open-telemetry/community/tree/main/docs):
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for instructions on how to work with calendars, configuring repositories,
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uploading recordings, etc. As a GC member, it is useful to know that these
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docs are there when needed.
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- [ ] [Inclusive Open Source Community Orientation (LFC102)](https://training.linuxfoundation.org/training/inclusive-open-source-community-orientation-lfc102/):
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this free orientation course is designed to provide you with essential
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background knowledge and practical skills to create an inclusive culture
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in the open source community. Members of the GC may take this course in
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support of our community values.

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