1. Be sure that the person you're adding has been voted by the PMC or is one of the designated Mentors for a project

2. Send this mail:

To: board at apache.org
CC: private at incubator.apache.org
CC: address(es) of the new pmc member(s)
Subject: [PLEASE ACK] New Incubator PMC member(s): Member1, Member2, ...
Body: 

The Incubator PMC is adding (a) new member(s):
  Member1 <member1 at apache.org> (ProjectX Mentor)
  Member2 <member2 at apache.org> (voted...)
Please ACK.

Explanation of the process
--------------------------- 
A chair can add a new PMC member, but it must notify the board first. 72 hours 
after a board member has ACKed this request, and no other from the board
objects, the person is officially part of the PMC.

For the new member(s)
---------------------------
general-subscribe at incubator.apache.org
private-subscribe at incubator.apache.org

If he is a Mentor, coming in with a project, you may want to add this to the mail:

Note about adding Mentors
---------------------------
I note that he has not been voted in with a "[VOTE] Name Surname as PMC
member" but has nevertheless been accepted as being the Mentor of a project,
that *has* been accepted.

3. Add the person to the incubator avail

3. Wait 72 hours after the ACK of a board member

4. After 72 hours without problems, add the person to:

• https://svn.apache.org/repos/asf/incubator/public/trunk/site-author/whoweare.xml
• https://svn.apache.org/repos/private/committers/board/committee-info.txt
• Mail the new member this welcome message:

Welcome in the Apache Incubator Project.

Here is some information to get you started as a PMC member.

 - please subscribe to the incubator mailing lists:
    - general-subscribe at incubator.apache.org
    - private-subscribe at incubator.apache.org
    - incubator-cvs-subscribe at apache.org
    - ADD OTHER LISTS HERE
     (optionally) 
    - incubator-site-cvs-subscribe at apache.org
     
 - the base incubator URL is http://svn.apache.org/incubator
 
 - all the public information, rules and policies about the
   Apache Incubator is in
   https://svn.apache.org/repos/asf/incubator/public/trunk/, 
   and thus published on http://incubator.apache.org/

 - http://incubator.apache.org/whoweare.html lists all PMC
   members. This is periodically regenerated from 
   https://svn.apache.org/repos/private/committers/board/committee-info.txt.

 - the Incubator website is published by committing the 
   generated docs in incubator/public/trunk/ see
   http://incubator.apache.org/guides/website.html
   
 - all private information for the Incubator PMC is  
   ADD PRIVATE RESOURCES HERE

 - all Incubator PMC members have full access to the 
   incubator repository (including the incubating projects for
   oversight purposes) and are wiki admins

 - status documents about Incubating projects are under 
   incubator/public/trunk/site-author/project/ directory; 
   please keep the ones you are mentoring updated

 - all committers on all incubating projects have access to
   the 'incubator/public' repository, so they can
   participate in the general Incubator Project as committers

 - please read our work documents under 
   incubator/public/trunk/site-author/incubation/
   for more information about the incubation process; they are
   published under http://incubator.apache.org/incubation/

Thanks for helping us :-)

The Chair must remember to send the board a status report of the Incubator Project.

The dates of the meetings and the months in which to send in a report can be found in the committers directory under board/ .

It's important that the report is sent at least two days before the scheduled meeting.

The Chair should also ensure that the Incubating projects have prior notice of this so that they can send in their Incubation Report. It's advisable to ask them at least 3 weeks prior the meeting, so that the Incubator Project can review and discuss them.

Here is a board report boilerplate:

Status report for the Apache Incubator Project 
        
    * Noteable happening's in the Incubator 
    * What code releases have been made? [since the last report] 
    * Any new projects in process of being accepted? 
    * Any legal issues to bring to the board? 
    * Any cross-project issues that need to be addressed? 
    * Any problems with committers, members, etc? 
    * Plans and expectations for the next period

At least when there is a board report due, or when it seemes needed, the Chair can ask a project for an Incubation Report. This helps in assessing the status of the project and eventually vote for the exit from incubation.