1. Purpose

This document provides guidance to podlings preparing for graduation from the Apache Incubator on:

1. The role and responsibilities of a Top-Level Project (TLP) Chair.
2. How a podling should select and recommend a Chair during the graduation process.

The Chair role is central to ensuring a project’s good standing within the Apache Software Foundation (ASF) and maintaining healthy communications between the project community and the ASF Board.

2. Duties of a TLP Chair

The TLP Chair is the official point of contact between the project and the ASF Board of Directors. While the Project Management Committee (PMC) as a whole is responsible for managing the project, the Chair has specific administrative and communication duties:

2.1 Board Reporting

• Submit quarterly reports on behalf of the PMC to the ASF Board.
• Ensure the report is accurate, reflects community consensus, and includes status on releases, community health, and mentions any issues that require attention.

2.2 Administrative Responsibilities

• Act as the PMC’s representative to the Board.
• Update official records (e.g., Chair contact information, PMC roster in LDAP).
• Ensure that along with the PMC, the project  is handling responsibilities such as:
  • Release approval processes.
  • Community management.
  • Handling of trademarks and branding.
  • Compliance with ASF policies.

2.3 Delegation and Collaboration

• The Chair does not “lead” the project technically, that is the role of the community and PMC collectively.
• A Chair should delegate tasks and encourage shared ownership, avoiding a single point of failure.
• Serve as a facilitator and communicator rather than a decision-maker.

3. What a Chair is Not

• Not a CEO, CTO, or “boss”: The Chair is not the executive of the project. Titles outside Apache (e.g., company job roles) are irrelevant to ASF governance.
• Not the technical lead: The PMC as a whole decides on technical direction by consensus. The Chair has no veto power or special authority in this regard.
• Not the project’s “face” or spokesperson: While the Chair reports to the Board, they are not required to represent the project in marketing or community outreach. That is a shared responsibility of the PMC and the community.
• Not permanent: The Chair is appointed by the ASF Board as part of graduation, but can be rotated by the PMC if needed. Rotation is encouraged if the role becomes burdensome.
• Not a gatekeeper: The Chair does not control contributions, committer elections, or releases — those are PMC responsibilities.

4. Selecting a Chair at Graduation

4.1 Principles

• The Chair is appointed by the ASF Board, but the graduating podling recommends a candidate.
• The selection should be based on community trust, availability, and willingness, not technical ability alone or external job title.
• The Chair should be someone who embodies ASF values and has demonstrated sustained engagement throughout incubation.

4.2 Criteria for Candidates

When considering a candidate for Chair, podlings should look for:

• Active participation in incubation, including community discussions, releases, and reporting.
• Understanding of ASF governance, including how PMCs work and what reporting entails.
• Commitment to administrative duties (timely reporting, coordination with the Board).
• Willingness and capacity to serve — the role can be demanding, so time availability matters.
• Community trust: Someone who collaborates well and is respected by their peers and contributors.

Avoid selecting:

• Someone chosen only because they hold a company leadership role (CEO, CTO, VP Engineering, etc.).
• Someone unlikely to have time for regular ASF reporting and communication.
• Someone is expected to act as a single leader or owner of the project.

4.3 Process

1. Discussion: Start an open discussion on the podling’s private@ list about Chair candidates.
2. Consensus: Strive for consensus on a single candidate.
3. Vote: Hold a formal vote of the PPMC to select the recommended Chair.
4. Graduation Proposal: Include the recommended Chair’s name in the graduation resolution submitted to the Incubator PMC and then to the ASF Board.
5. Board Appointment: The ASF Board makes the final appointment as part of approving the graduation resolution.

5. Best Practices

• Share the workload: the PMC should assist with drafting reports and monitoring health indicators.
• Rotate if needed: the PMC can recommend a new Chair at any time if the role needs to change.
• Reinforce that being Chair is a service role, not a position of power.

6. References

• ASF Project Reporting Guide
• How the ASF Board Works
• PMC Guide
• Incubator Graduation Guide