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Update PMC management instructions to follow new ASF process #16417

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Jun 16, 2025
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Update PMC management instructions to follow new ASF process #16417

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Update PMC management instructions to follow new ASF process
alamb Jun 15, 2025
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update instructions
alamb Jun 15, 2025
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alamb Jun 15, 2025
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32 changes: 11 additions & 21 deletions docs/source/contributor-guide/inviting.md
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Expand Up @@ -280,9 +280,10 @@ If you accept, please let us know by replying to private@datafusion.apache.org.

## New PMC Members

See also the ASF instructions on [how to add a PMC member].
This is a DataFusion specific cookbook for the Apache Software Foundation
instructions on [how to add a PMC member].

[how to add a pmc member]: https://www.apache.org/dev/pmc.html#newpmc
[how to add a pmc member]: https://www.apache.org/dev/pmc.html#pmcmembers

### Step 1: Start a Discussion Thread

Expand Down Expand Up @@ -333,29 +334,18 @@ Thanks,
Your Name
```

### Step 3: Send Notice to ASF Board

The DataFusion PMC Chair then sends a NOTICE to `board@apache.org` (cc'ing
`private@`) like this:
If this vote succeeds, send a "RESULT" email to `private@` like this:

```
To: board@apache.org
Cc: private@datafusion.apache.org
Subject: [NOTICE] $NEW_PMC_MEMBER to join DataFusion PMC

DataFusion proposes to invite $NEW_PMC_MEMBER ($NEW_PMC_MEMBER_APACHE_ID) to join the PMC.

The vote result is available here:
$VOTE_RESULT_URL
To: private@datafusion.apache.org
Subject: [RESULT][VOTE] $NEW_PMC_MEMBER for PMC

FYI: Full vote details:
$VOTE_URL
The vote carries with N +1 votes and no -1 votes. I will send an invitation
```

### Step 4: Send invitation email
### Step 3: Send invitation email

Once, the PMC chair has confirmed that the email sent to `board@apache.org` has
made it to the archives, the Chair sends an invitation e-mail to the new PMC
Assuming the vote passes, the Chair sends an invitation e-mail to the new PMC
member (cc'ing `private@`) like this:

```
Expand Down Expand Up @@ -405,11 +395,11 @@ With the expectation of your acceptance, welcome!
The Apache DataFusion PMC
```

### Step 5: Chair Promotes the Committer to PMC
### Step 4: Chair Promotes the Committer to PMC

The PMC chair adds the user to the PMC using the [Whimsy Roster Tool].

### Step 6: Announce and Celebrate the New PMC Member
### Step 5: Announce and Celebrate the New PMC Member

Send an email such as the following to `dev@datafusion.apache.org` to celebrate:

Expand Down