For a new PMC member being voted in, follow the standard procedure. For an ASF Member exercising their prerogative to join the IPMC by request, the only change in procedure is to alter the text of the NOTICE sent to the Board:

To: board at apache.org
CC: private at incubator.apache.org
Subject: [NOTICE] Jane Doe for Incubator PMC
Body:

Apache Member Jane Doe has requested to join the Incubator PMC.
                

After the NOTICE period of 72 hours, with no objection by a director, a welcome message should be sent to the new IPMC member.

Welcome to 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
- cvs-subscribe at incubator.apache.org

- the base incubator URL is https://svn.apache.org/repos/asf/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 https://incubator.apache.org/

- https://home.apache.org/phonebook.html?ctte=incubator
lists all PMC members. This is periodically regenerated from
https://svn.apache.org/repos/private/committers/board/committee-info.txt.

- the Incubator website is maintained and published according to the
instructions at http://incubator.apache.org/guides/website.html

- status documents about Incubating projects are under
incubator/public/trunk/content/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/content/incubation/
for more information about the incubation process; they are
published under https://incubator.apache.org/incubation/

Thanks for helping us!
                

The Incubator reports monthly to the Apache Board of Directors. The report itself is the collaborative effort of many Incubator contributors, but the Chair is ultimately responsible for ensuring that it is filed.

The Board appreciates receiving the IPMC report:

• on time
• in a consistent format
• with an accurate summary of the state of the reporting podlings

The "runbook" for managing the preparation of the report is implemented as a script which prints out documentation, instructions, literal commands, due dates, etc:

• report_runbook.py

Many of the tasks documented in the runbook may be attended to by either the Chair or a designee such as a "Report Manager", but it's the Chair who is accountable for overseeing the process.