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1. Welcome

Congratulations on joining the Podling Project Management Committee (PPMC)!
As a PPMC member, you are helping guide your podling through incubation and toward becoming a successful Apache Top-Level Project (TLP).

This guide outlines your role, expectations, and the support structure available to you.

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2. What Is a PPMC?

  • PPMC = Podling PMC. Every incubating project has one.
  • The PPMC manages the day-to-day community and technical decisions of the podling.
  • Unlike a TLP’s PMC, the PPMC is still overseen by the Incubator PMC (IPMC) until graduation.

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CommitterPPMC Member
Votes on code changesVotes on releases, new committers, reports
Writes code/docsGuides community, ensures ASF culture
Focused on contributionsFocused on governance

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3. Responsibilities of a PPMC Member

  1. Community building

    • Welcome new contributors.
    • Encourage consensus-driven decisions.
    • Model ASF culture: transparency, meritocracy, respect.

  2. Project oversight

    • Participate in discussions on the podling’s private and dev lists.
    • Help plan releases, roadmaps, and community activities.

  3. Release voting

    • Podling releases must be approved by both the PPMC and the IPMC.
    • Learn the ASF’s release process (licenses, NOTICE, distribution).

  4. Reporting

    • Help draft reports for the Incubator (monthly at first, then quarterly).
    • Highlight progress and challenges honestly.

  5. Graduation readiness

    • Ensure the project is diverse, sustainable, and follows ASF policies.
    • Prepare for the transition to a TLP PMC.

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4. Communication & Transparency

  • Use public mailing lists for most discussions.
  • Private list (private@podling.incubator.apache.org) is for sensitive topics only.
    Decisions about releases, new committers, or adding PPMC members must be made on the mailing lists, not on Slack, GitHub comments, or in private chats.

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5. Decision-Making

  • Follow the Apache Way: consensus, community over code.
  • Binding votes in a podling come from PPMC members + mentors.
  • Most decisions should be made by lazy consensus (silence = agreement).
    Formal votes, such as for new committers, releases, or graduation, should last at least 72 hours. In rare cases, they can be shorter if there is a clear reason.

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6. Joining and Growing the PPMC

  • New PPMC members are elected by a majority approval vote on the podling’s private list.
  • The process:
    1. A PPMC member nominates a candidate.
    2. A formal vote is held (should run at least 72 hours).
    3. If approved, the nominee is invited to join the PPMC (via the private list).
    4. The nominee responds to accept (on the private list).
    5. The nominee is added to the podling’s roster.

⚡ Tip: Be sure to document nominations, votes, invitations, and acceptances carefully. These records are important when your project is ready to graduate.

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7. Adding New Committers

  • Committers are added by a majority approval vote on the podling’s private list.
  • The process is similar to PPMC membership but with one key difference:
    • The invitation and acceptance happen on the public dev list, not private.
  • Steps:
    1. Nomination by a PPMC member.
    2. Majority vote on the private list (should run 72h).
    3. If approved, the invitation is sent to the nominee.
    4. The nominee publicly accepts on the dev list.
    5. Infrastructure creates the account and updates commit access.

⚡ Remember: Adding committers helps your project grow its contributor base. This is one of the most important parts of incubation.

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8. Working with Mentors

  • Each podling has 2–3 people assigned as mentors.
  • Mentors must be members of the Incubator PMC (IPMC).
  • Their job is to bridge the gap between your podling and the wider ASF.

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  • They don’t make decisions for your podling.
  • They don’t block progress unless ASF policies are clearly being broken.
  • They do not replace the PPMC. The PPMC is expected to lead.

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9. The Role of the IPMC

  • The Incubator PMC (IPMC) oversees the entire Incubator and all podlings.
  • It ensures podlings follow ASF principles and are making progress toward independence.
  • The IPMC is accountable to The ASF Board for podling oversight.

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You can think of the IPMC as your training wheels. They do not run your project, but they help make sure you are ready to move forward on your own.

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10. The ASF Board

  • The ASF Board of Directors provides overall governance for the Foundation.
  • The Board does not run individual projects. That responsibility belongs to PMCs and PPMCs.
  • For podlings, the Board relies on the IPMC to provide oversight.
  • Podling reports are submitted to the Board via the IPMC.

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⚡ Key takeaway: The Board trusts podlings to govern themselves. Until graduation, it relies on the IPMC and mentors to make sure your project stays on track

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11. Reporting in Practice

  • New podlings report monthly for the first three months.
  • After that, if things are stable, they report quarterly to the Board (via the IPMC).
  • Reports describe community growth, releases, and any challenges.

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⚡ Why it matters: The Board learns about podlings through these reports. Accurate reporting helps The ASF provide support for your project.

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12. Release Shepherding

  • PPMC members are responsible for helping podlings produce compliant releases.
  • Common pitfalls include:
    • Missing or incorrect LICENSE/NOTICE files.
    • Including non-compliant dependencies.
    • Forgetting the incubation disclaimer.
  • Mentors can help review, but PPMC members should actively check before calling a vote.

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13. Incubation Disclaimer

  • All podlings must include the incubation disclaimer on their website and in every release.
  • This must remain until graduation.
  • The disclaimer makes it clear that the project is not yet a full ASF Top-Level Project.

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14. Graduation Proposal Process

Graduation does not happen automatically. The PPMC needs to take the lead:

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⚡ Graduation requires consensus that the podling can self-govern as a TLP.

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15. Podling Branding

  • Podlings must follow ASF branding rules:
    • Use “Apache [Podling] (incubating)” in names and websites.
    • Include trademark disclaimers where appropriate.
    • Use the ASF logo only as permitted.
  • PPMC members should regularly check that the podling’s website, GitHub repos, and documentation comply.

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16. Security and Privacy Basics

  • Podlings should handle security responsibly.
  • PPMC should ensure that sensitive data is not exposed and that The ASF privacy policy is respected.
  • If in doubt, ask mentors or raise a question on general@incubator.apache.org.

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17. Escalation and Conflict Resolution

If problems arise, follow this escalation path:

  1. Discuss openly on dev@.
  2. If unresolved → bring to mentors.
  3. If mentors don’t respond → raise on general@incubator.apache.org.

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18. Code of Conduct & ASF Culture

  • The ASF Code of Conduct applies to podlings just like TLPs.
  • PPMC is the first line of handling CoC concerns.
  • Escalation can go to mentors, the IPMC, or ASF leadership if needed.
  • Remember the Apache Way: assume good faith, act with respect, and put community over code.

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19. Common Activities for New PPMC Members

  • Vote on a new committer proposal.
  • Review and test a release candidate.
  • Write or review a podling report draft.
  • Welcome a new contributor on the dev list.
  • Raise a question to mentors or the IPMC when unsure.

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20. Time Commitment

  • Varies by podling activity — usually a few hours a month.
  • Expect more during release reviews and graduation prep.
  • Staying engaged and responsive is more important than the volume of emails.

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21. Good Practices

✅ Be welcoming. New contributors are the future of the project.

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✅ Ask questions. Nobody expects you to know everything on day one.

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22. FAQs & Scenarios

Q: What if mentors don’t respond?
A: Raise the issue on general@incubator.apache.org. The IPMC can help, and other members often step in to help.

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Q: What if conflict arises in the community?
A: Use ASF values: respect, consensus, and transparency. Encourage calm, public discussion. If conflict persists, mentors can mediate; unresolved issues can be raised on general@incubator.apache.org.

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23. Next Steps

As a new PPMC member, you should:

  1. Subscribe to your podling’s dev@ and private@ mailing lists.
  2. Read recent discussions to understand context.
  3. Introduce yourself briefly to the community.
  4. Review the Incubator website: https://incubator.apache.org.

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24. Resources

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