add a "last-call process" document

README.md

@@ -3,10 +3,13 @@
 
 This is a repository of guidelines, procedures, and templates used by the IETF Moderators team (formerly called Sergeants-at-Arms(SAA)). The goal of the Moderators team is to foster an environment of digntity, decency, and respect on [email protected] where everyone feels welcome to contribute.
 
+This repository also contains [guideliness for the [email protected] mailing list](last-call.md).
+
 While [RFC 9245] creates the role of Moderators for the [email protected] mailing list, the guidance for inappropriate postings and the actions to be taken are not well-defined.  This repository aims to address this lack of clarity.
 
 * [Standard Operating Procedures](sop.md) outlines how and when the Moderators engages with inappropriate postings, including escalation paths.
 * [Templates](email-templates) that engagement messages from the Moderators adhere to.
+* [Last Call Templates](last-call-templates) that engagement messages from the Last Call team adhere to.
 * A definition of [Uncivil Commentary](unprofessional-commentary.md) the Moderators follows.
 
 This set of documents is considered a work-in-progress, and is expected to evolve to meet the needs of the IETF.

last-call-templates/PR-message-to-list.txt

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+Hi all,
+
+We wanted to let the list know that the Team for [email protected] (described in more detail at [1]) has determined that [NAME] has engaged in a pattern of abuse based on their recent messages to this list [2][3]. Their posting rights to the [email protected] mailing list have been restricted for the next 14 days.  We encourage everyone to review the IETF list charter [4] and avoid postings that include uncivil commentary [5]. 
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message 1]
+[3] [LINK to specific message 2]
+[4] https://www.rfc-editor.org/rfc/rfc9245.html
+[5] https://github.com/ietf/Moderators/blob/main/unprofessional-commentary.md

last-call-templates/PR-moderation-message-to-list.txt

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+Hi all,
+
+We wanted to let the list know that the Team for [email protected] (described in more detail at [1]) has determined that [NAME] has engaged in a pattern of abuse based on their recent messages to this list [2][3] under a new subject line but on the same topic against the direction from the IETF chair to bar posting on the thread [4]. Their posting rights to the [email protected] mailing list have been restricted for the next 14 days.  We encourage everyone to review the IETF list charter [5] and our SOP [6]. 
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message 1]
+[3] [LINK to specific message 2]
+[4] [LINK to the IETF chair message to the list]
+[5] https://www.rfc-editor.org/rfc/rfc9245.html
+[6] https://github.com/ietf/Moderators/blob/main/sop.md
+

last-call-templates/README.md

@@ -0,0 +1,36 @@
+# Email Templates
+
+These are the templates used by the Last Call team to communicate with individuals and the list about an incident, grouped by escalation level, then by category (where applicable) and intended recipient.
+
+## Level 0: Initial suggestion
+
+* Appropriate Forum
+  - [To List](./forum-to-list.txt)
+* Unauthorized Announcements
+  - [To sender](./announcements.txt)
+  - [To list](./announcements-to-list.txt)
+* Unsolicited Email
+  - [To sender](./unsolicited-email.txt)
+  - [To list](./unsolicited-email-to-list.txt)
+* Uncivil Commentary and Disruptive Behavior
+  - [To sender](./first-message.txt)
+* Out of Scope 
+  - [To sender](./out-of-scope.txt)
+
+## Level 1: Cooling off period
+### Uncivil Commentry
+* [To sender](./first-pattern-of-abuse-message.txt)
+* [To list](./first-message-to-list.txt)
+
+### Moderation
+* [To sender](./first-moderation-thread-message.txt)
+* [To list](./first-moderation-message-to-list.txt)
+
+## Level 2: Temporary posting rights restriction
+### Uncivil Commentry
+* [To sender](./second-pattern-of-abuse-message.txt)
+* [To list](./PR-message-to-list.txt)
+
+### Moderation
+* [To sender](./second-moderation-thread-message.txt)
+* [To list](./PR-moderation-message-to-list.txt)

last-call-templates/announcements-to-list.txt

@@ -0,0 +1,10 @@
+Hi all,
+
+We wanted to let the list know that the Team for [email protected] (described in more detail at [1]) has been in touch with [NAME] off-list concerning their recent message [2]. We encourage everyone to review the IETF list charter [3] and avoid postings that includes announcements of conferences, events, or activities that are not sponsored or endorsed by the IETF, IRTF, IAB, or the Internet Society as per [3]. 
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message 1]
+[3] https://www.rfc-editor.org/rfc/rfc9245.html

last-call-templates/announcements.txt

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+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1].
+
+We are reaching out to you because of your recent message to [email protected] [2]. The message includes announcements of conferences, events, or activities that are not sponsored or endorsed by the IETF, IRTF, IAB, or the Internet Society as per [3]. Please try to avoid sending these messages on [email protected] in the future. You can reach the IETF chair at [email protected] to seek approval before sending. 
+
+We consider this an initial suggestion. We do not believe your message is part of a pattern of abuse that would warrant the restriction of your posting rights. We will be notifying [email protected] that we have been in touch with you. If a pattern emerges, we will consider temporarily restricting your posting rights to [email protected].
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message]
+[3] https://www.rfc-editor.org/rfc/rfc9245.html

last-call-templates/first-message-to-list.txt

@@ -0,0 +1,12 @@
+Hi all,
+
+We wanted to let the list know that the Team for [email protected] (described in more detail at [1]) has been in touch with [NAME] off-list concerning their recent messages [2][3] with a request to take a voluntary cooling-off break. We encourage everyone to review the IETF list charter [4] and avoid postings that include uncivil commentary [5]. 
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message 1]
+[3] [LINK to specific message 2]
+[4] https://www.rfc-editor.org/rfc/rfc9245.html
+[5] https://github.com/ietf/Moderators/blob/main/unprofessional-commentary.md

last-call-templates/first-message.txt

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+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1] and [2].
+
+We are reaching out to you because of your recent message to [email protected] [3]. The message contained the following language:
+
+[LANGUAGE]
+
+which the Last Call team considers uncivil commentary [4] for [REASON]. Please try to avoid using this kind of language on [email protected] in the future. We are happy to discuss suggestions for how to convey the same message in an appropriate way if you would like to discuss that.
+
+We consider this an initial suggestion. We do not believe your message is part of a pattern of abuse that would warrant the restriction of your posting rights. If we see such a pattern emerge, we will get back in touch with you to suggest that you voluntarily take a break from posting to the list.
+
+If you wish for us to make this message public, please let us know and we will re-send it with [email protected] on cc.
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] https://www.rfc-editor.org/rfc/rfc9245.html
+[3] [LINK to specific message]
+[4] https://github.com/ietf/Moderators/blob/main/unprofessional-commentary.md

last-call-templates/first-moderation-message-to-list.txt

@@ -0,0 +1,12 @@
+Hi all,
+
+We wanted to let the list know that the Team for [email protected] (described in more detail at [1]) has been in touch with [NAME] off-list concerning their recent message [2] to [email protected] under a new subject line but on the same topic against the direction from the IETF Chair [3]. We encourage everyone to review the IETF list charter [4] and our SOP [5]. 
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message]
+[3] [LINK to the IETF chair message to the list]
+[4] https://www.rfc-editor.org/rfc/rfc9245.html
+[5] https://github.com/ietf/Moderators/blob/main/sop.md

last-call-templates/first-moderation-thread-message.txt

@@ -0,0 +1,18 @@
+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1] and [2].
+
+We are reaching out to you because of your recent message to [email protected] [3] under a new subject line but on the same topic against the direction from the IETF Chair [4]. 
+
+We are concerned that this message is part of an emerging pattern of abuse, given our previous attempts to close the last-call on this topic for the time being. As such, we request that you take a voluntary 5-day break from posting to [email protected] as per our SOP [5]. We will be notifying [email protected] that we have been in touch with you. If we continue to see this pattern, we will temporarily restrict your posting rights to [email protected] for 14 days.
+
+If you wish for us to make this message public, please let us know and we will re-send it with [email protected] on cc.
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] https://www.rfc-editor.org/rfc/rfc9245.html
+[3] [LINK to specific message]
+[4] [LINK to the IETF chair message to the list]
+[5] https://github.com/ietf/Moderators/blob/main/sop.md

last-call-templates/first-pattern-of-abuse-message.txt

@@ -0,0 +1,21 @@
+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1] and [2].
+
+We are reaching out to you because of your recent message to [email protected] [3]. The message contained the following language:
+
+[LANGUAGE]
+
+which the Last Call team considers uncivil commentary [4] for [REASON]. Please try to avoid using this kind of language on [email protected] in the future. We are happy to discuss suggestions for how to convey the same message in an appropriate way if you would like to discuss that.
+
+We are concerned that this message is part of an emerging pattern of abuse on your part, given our previous correspondence with you on [DATE]. As such, we request that you take a voluntary 5-day break from posting to [email protected]. We will be notifying [email protected] that we have been in touch with you. If we continue to see this pattern, we will consider temporarily restricting your posting rights to [email protected].
+
+If you wish for us to make this message public, please let us know and we will re-send it with [email protected] on cc.
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] https://www.rfc-editor.org/rfc/rfc9245.html
+[3] [LINK to specific message]
+[4] https://github.com/ietf/Moderators/blob/main/unprofessional-commentary.md

last-call-templates/forum-to-list.txt

@@ -0,0 +1,13 @@
+Hi all,
+
+We wanted to let the list know that the Last Call team (described in more detail at [1]) consider this thread [2] to be more appropriate for this [LIST][3]. And as per the IETF list charter [4], we suggest that the last-calls should be moved to the more specific forum identified. 
+
+[The Last Call team has been in touch with the [LIST] administers off-list.] (if required)
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to thread]
+[3] [LINK to join LIST]
+[4] https://www.rfc-editor.org/rfc/rfc9245.html

last-call-templates/out-of-scope.txt

@@ -0,0 +1,15 @@
+
+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1].
+
+We are reaching out to you because of your recent message to [email protected] [2]. The message is not in scope of the IETF Discussion List Charter as per [3]. Please try to avoid sending these messages on [email protected] in the future. 
+
+We consider this an initial suggestion. We do not believe your message is part of a pattern of abuse that would warrant the restriction of your posting rights. If a pattern emerges, we will consider temporarily restricting your posting rights to [email protected].
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message]
+[3] https://www.rfc-editor.org/rfc/rfc9245.html

last-call-templates/second-moderation-thread-message.txt

@@ -0,0 +1,16 @@
+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1] and [2].
+
+We are reaching out to you because of your recent message to [email protected] [3] under a new subject line but on the same topic against the direction from the IETF Chair [4]. 
+
+Given our correspondence with you on [DATE], we believe you are engaging in a pattern of abuse that warrants a temporary restriction of your posting rights. Your posting rights will be restricted for the next 14 days and we will notify [email protected] of the restriction as per our SOP [5]. 
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] https://www.rfc-editor.org/rfc/rfc9245.html
+[3] [LINK to specific message]
+[4] [LINK to the IETF chair message to the list]
+[5] https://github.com/ietf/Moderators/blob/main/sop.md

last-call-templates/second-pattern-of-abuse-message.txt

@@ -0,0 +1,19 @@
+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1] and [2].
+
+We are reaching out to you because of your recent message to [email protected] [3]. The message contained the following language:
+
+[LANGUAGE]
+
+which the Last Call team considers uncivil commentary [4] for [REASON]. 
+
+Given our correspondence with you on [DATE] and [DATE], we believe you are engaging in a pattern of abuse that warrants a temporary restriction of your posting rights. Your posting rights will be restricted for the next 14 days and we will notify [email protected] of the restriction. We remain happy to discuss suggestions for how to convey your messages in an appropriate way if you would like to discuss that during this time.
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] https://www.rfc-editor.org/rfc/rfc9245.html
+[3] [LINK to specific message]
+[4] https://github.com/ietf/Moderators/blob/main/unprofessional-commentary.md

last-call-templates/unsolicited-email-to-list.txt

@@ -0,0 +1,10 @@
+Hi all,
+
+We wanted to let the list know that the Team for [email protected] (described in more detail at [1]) has been in touch with [NAME] off-list concerning their recent message [2]. We encourage everyone to review the IETF list charter [3] and avoid postings of unsolicited bulk email. 
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message 1]
+[3] https://www.rfc-editor.org/rfc/rfc9245.html

last-call-templates/unsolicited-email.txt

@@ -0,0 +1,14 @@
+Hi [NAME],
+
+I am writing to you on behalf of the Team for [email protected]. This message has been vetted with others on the Last Call team, which is described in more detail at [1].
+
+We are reaching out to you because of your recent message to [email protected] [2]. The message includes unsolicited bulk email as per [3]. Please try to avoid sending these messages on [email protected] in the future. You can reach the IETF chair at [email protected] to seek approval before sending. 
+
+We consider this an initial suggestion. We do not believe your message is part of a pattern of abuse that would warrant the restriction of your posting rights. We will be notifying [email protected] that we have been in touch with you. If a pattern emerges, we will consider temporarily restricting your posting rights to [email protected].
+
+Thanks,
+[NAME] on behalf of the Team for [email protected]
+
+[1] https://www.ietf.org/how/lists/last-call/
+[2] [LINK to specific message]
+[3] https://www.rfc-editor.org/rfc/rfc9245.html

last-call.md

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+# Last Call Standard Operating Proceedure
+
+## Personnel
+
+The Last Call team can be reached by emailing [[email protected]](mailto:[email protected]).
+
+Current team members are:
+* Bron Gondwana <[[email protected]](mailto:[email protected])>
+* Jared Mauch <[[email protected]](mailto:[email protected])>
+
+## General operations
+
+The Last Call team strive to monitor all postings on [email protected] on a daily basis. The IETF Chair also monitors the list but may not be in a position to read each message or monitor every day.
+
+The rules for engagement are similar to those of [email protected]; so everything from the code of conduct there also applies to this list, with stronger content restriction - the Last Call list is specifically for discussion of documents in last-call and other IESG activities.
+
+## Escalation ladder for handling issues other than "off topic"
+
+The Last Call team use the same process as the Moderators of the [email protected] mailing list as described in [their sop](sop.md).
+
+## Handling of conversations drifting off topic
+
+The vast majority of discussions on the last-call mailing list are related to drafts which are in IETF-wide last call and come from a specific area.  When these get too complex; the Last Call team may ask the responsible area director to guide the conversation back to the source working group, or ask those involved to take a pause and give the authors a chance to respond.
+
+In general, participants are asked to address their feedback to the authors of documents or the escalation path (chairs, area directors, assigned reviewers, and the IETF chair).  If a conversation becomes heated between participants who are not one of those parties, the Last Call team may intervene and ask people to wait for author feedback before continuing the conversation.
+
+### Posting Rights actions
+
+A specific area that commonly causes significant traffic to the last-call list are BCP 83 posting rights actions.
+
+If these get out of hand, the last-call team will remind contributors that the purpose of a Posting Rights last call is to inform the IESG, and to restrict their contributions to directly address the specific PR action, and to address their contributions to the IESG, not to other participants on the mailing list.
+
+## Finding an appropriate forum
+
+In many cases, the correct next location is the [email protected] list for conversations which have drifted out of last-call territory, however the Last Call team recommends that participants try to identify a more specific location.  It is acceptable for participants in a conversation that has already kicked-off on the last-call list to cross-post a single message advising the list of the location where the conversation has moved.
+