Add detailed EC process

ec/README.md

@@ -115,15 +115,14 @@
 
 ## Pre-voting phase
 
+- See [this process](./process.md)
+- Organise the Q&A
+
 ## Post-voting phase
 
 ## Misc
 
-- Handle exception requests
-- Handle nominations
-- Organise the Q&A
 - Create the candidate documents
-- Handle email/GitHub handle change requests
 - Making announcements
 - Running CIVS
 - Unsubscribe people
@@ -137,26 +136,7 @@ In case somebody is violating the Q&A rules, their access to the repo can be rem
   - Don't mention the user in the commit, because it's confusing to receive an email for that
   - Tell them in the PR what they can do now
 
-- Send the email to [email protected] so that we have a copy of it
-- If you reply, always CC to [email protected]
-- Use BCC for everybody that needs to receive it
-
-
 Sending reminders:
 - 2024-09-23 Monday: (Reminder)
 - 2024-09-30: Finalise the list of candidates, publish their documents
 - 2024-10-14 Monday: (vote reminder)
-
-Always send a reply email to the registered email (and the one you got an email from) to confirm things
-
-(In a real election, we'd confirm the list of endorsers that have submitted conflicts of interest disclosures here)
-
-In a real election, we'd say something like:
-
-```
-EC: We have received disclosure of CoIs from @a-kenji, @eyJhb and @infinisil, and can confirm that there are enough non-conflicting endorsements to satisfy the condition.
-
-We have also received the application form from @hsjobeki.
-
-This puts this nomination on the ballot!
-```

ec/process.md

@@ -0,0 +1,70 @@
+# How to process requests as the EC
+
+## Decision process
+
+1. Post a message for the decision to the internal EC channel
+2. Decide over the request:
+   - React to the message with :+1: :-1:
+   - If the message gets :+1:/:-1: from more than half the EC, it gets approved/rejected immediately
+   - Otherwise, if after 24 hours, there are at least 2 :+1:[^1] and no :-1:, it gets approved
+   - Otherwise, ping the EC members that have not voted
+3. Once decided, react with :white_check_mark: to indicate you will process the request
+
+[^1]: These numbers were decided by the initial EC of size 7, needs to be adjusted for smaller EC sizes
+
+## Replying to emails
+
+When replying to emails, make sure it's sent to all of:
+- The original sender
+- If available, the corresponding email in `voters.json`
+- <[email protected]>
+
+## On receiving disclosure of endorser conflicts of interest
+
+- Commit the CoI disclosure to the private repo and reply to the email with
+  ```
+  Thank you, we have received your conflicts of interest disclosure.
+  Once at least 3 nomination endorsements satisfy the conflicts of interest restriction,
+  we will post a comment on the nomination.
+  ```
+- For all PRs the endorser was involved with (search for `involves:someUser`) that have at least 3 endorsements on the PR,
+  initiate the [decision process](#decision-process) to decide over whether there are enough non-conflicting endorsements.
+- If approved and the nominee submitted the candidate template form, merge the PR and leave this comment:
+  ```
+  EC: We confirm the candidacy of @<USER>, no more endorsements are necessary.
+  ```
+- If approved but the nominee did not submit the candidate template form, leave a comment:
+  ```
+  EC: This nominee has enough endorsements, no more are necessary. However, we have not yet received the filled-out candidate template form from the nominee.
+  ```
+
+## On receiving nomination forms
+
+- Commit the nomination form to the private repo and reply to the email with
+  ```
+  Thank you, we have received your nomination form.
+  Once you get at least 3 endorsements that satisfy the conflicts of interest restriction,
+  we will post a comment on the nomination and merge the pull request.
+  ```
+- Merge the PR if 3 non conflicting endorsements were made (see above)
+  ```
+  EC: We confirm the candidacy of @<USER>, no more endorsements are necessary.
+  ```
+
+## On receiving exception requests
+
+- Initiate the [decision process](#decision-process) to decide over whether they meet the [bar for eligibility](https://github.com/NixOS/SC-election-2024/blob/main/doc/exception-request.md#how-to-request-a-voter-exception)
+- If approved:
+  - Add their Email (and GitHub user if they provided one) to the [`voters.json` file](https://github.com/NixOS/SC-election-2024/blob/main/voters.json) and commit it
+  - Reply with
+    ```
+    Thank you, we are approving your exception request, you have been added to the voters list.
+    ```
+- If rejected, reply with
+  ```
+  Unfortunately we are not approving your exception request.
+  ```
+
+## On other emails
+
+Forwards it as a message to the internal EC channel to decide what to do