Guide :: Guide to Successful Graduation

The following is a short checklist giving an overview, not a substitute for reading the content below.

The status file records and summarizes incubation-related information on the podling. The PPMC is responsible for keeping this file current. Before you are able to graduate, all tasks need to be completed.

The status file is a great way of keeping tabs on how your project is doing and what needs to be done to meet the graduation criteria. The Incubator PMC will check this file when they vote on the graduation of your project. Once all tasks are done and the listed criteria met, your project may be ready for graduation.

The status file of the JUDDI project is one example.

The Incubator relies more on people than rules: rather than try to create rules to cover every circumstance, rules are developed and codified as required. People are trusted to evolve process and policy. This guide can only document the most common issues and it is possible that there are other concerns that may require resolution that are not covered.

Podlings that are unsure if they are ready to graduate may want to consider completing the Apache Project Maturity Model. You may find this to be a useful guide when looking at various factors in your podling’s community.

Top level projects are created by the Board. The Incubator Project Management Committee (IPMC) can therefore only recommend to the Board that the project is ready to graduate to a top level project.

Graduation to a top level project requires:

This process can take a while, since it typically sparks some discussion inside the community and possibly in the IPMC.

Here’s an estimated timeline for the graduation process. It should help you understand when you should start ramping up your community to get timely graduation and make the process smooth.

For each event we scheduled one or two weeks. Even though a VOTE is usually limited to 72 hours, you should prepare for discussion and possibly having to cast a revote with a revised proposal.

A community needs to be willing to govern itself before it can become a top level project. A good way to demonstrate this is through a free VOTE (by the community) on the graduation proposal.

This VOTE is not a requirement but is recommended. It is unlikely that IPMCmembers will vote to approve graduation unless the Mentors and community positively express their readiness for graduation. It is wise to notify the incubator general list that the community vote is starting. Please do not CC the vote to the general list as that creates confusion. Instead you can either: - FWD the [VOTE] e-mail to the general list, or - Send a different copy to the general list indicating that a graduation community [VOTE] is in progress

So, in this case a suitable Board resolution should be drawn up by the community advised by the Mentors. Committers can access the podling template for resolutions in the committers svn repository. Your whimsy roster also includes a feature to draft a resolution. Also, resolutions are included in the Board minutes, which are posted publicly here . These contain numerous examples.

The original proposal and the status document should be consulted when creating this document. Projects evolve over time and some deviation from the original proposal may well prove acceptable. The Board resolution is the ultimate definition of the scope of an Apache project. So it is important that it reflects the vision for the project as it appears on the eve of graduation.

A good resolution is neither too narrow nor too broad. If the project’s scope is too narrow, then its activities will be unnecessarily constrained. If a project’s scope is too broad then it may lack focus and suffer from governance issues.

If you read these resolutions you also see that you need to appoint a Chair for your project. It is up to the PPMC to choose one person to act as the chair after graduation.

The resolution should be proposed on the general incubator list before a VOTE is started to allow feedback. Once a consensus has been reached, a VOTE should be started on the same general Incubator list by a member of the PPMC proposing that the IPMC recommends the resolution to the Board.

Top level projects are created by a resolution by the Board. Once the resolution has been finalized and consensus reached, it should be submitted to the Board. For inclusion in the agenda for the next meeting, the resolution should be submitted at least 72 hours before that meeting. A calendar for meetings is available.

Business for the Board should be submitted using the Whimsy Board Agenda tool.

Use the 'add item' button on bottom of the page and choose 'Establish Project'. The template requires the project name (without the 'Apache' prefix) plus a brief description of the project. When entering the proposed PMC members, add the proposed PMC chair first.

When you submit the resolution data, you will be presented with the text of the board resolution which can be edited to fix any issues before you finalize the submission.

Please try to keep the board list traffic low. Do not submit reminders or ask whether messages have been received on the list. Apache Members have access to the Board archives and may observe Board meetings. To follow the progress of a resolution, please ask a friendly Mentor, Member or Director.

Once there is clear consensus that the recommendation will happen, a member of the PPMC should contact ASF Marketing & Publicity at press(at)apache(dot)org if your project is interested in a formal press release announcing your graduation. This should be done roughly at the same time that the board resolution is sent.

Becoming a subproject is a voluntary process, and should be accepted by the community becoming a sub-project. It should be clear to the PPMC and committers for the podling what the make up of the new sub-project should be, e.g. who belongs on the receiving PMC, who will be a committer. Due to this nature, it is important that the podling votes to become a sub-project. This vote should happen on a public dev list.

A formal VOTE by the Project PMC to accept the podling as a subproject is a prerequisite. Sometimes, projects may feel that the podling has grown too big and would be better as a top level project. The Chair of the project is the right contact.

Once the accepting TLP has voted to accept the podling and the podling has voted to become a subproject, notice should be sent to the IPMC via general AT incubator.a.o email list indicating that the podling will become a subproject. If after 72 hours no issues are raised, the podling may be considered a subproject of the accepting TLP. Likewise, if any IPMC member raises an issue, that should be discussed. If the issue is addressed, the member raising the issue should indicate they rescind their concerns or otherwise consider them resolved.

Please read the Guide to Transferring Resources out of the Incubator