This guidance is distilled from real Apache Incubator discussions and focuses on structural and governance mechanics that can block proposals, donations, or graduations if not handled correctly.

Purpose

Use this guide to identify and resolve governance edge cases related to:

• IP clearance responsibilities and sequencing
• repository control changes and donation ambiguity
• role definitions at proposal or graduation time
• keeping the public record self-contained

Who This Guide Is For

This guide is intended for:

• Project proposers
• Podling PPMCs
• Incubator mentors
• IPMC members

It is designed to help mentors and IPMC reviewers spot structural issues early, so projects can resolve them on-list before they become blockers at proposal, donation, or graduation time.

1. IP Clearance Responsibilities Must Be Explicit

When accepting an external codebase:

• identify who is responsible for running IP clearance
• confirm whether clearance requires an ASF Officer / ASF Member
• confirm which mechanism applies (ICLAs/CCLAs vs Software Grant)

Do not assume clearance can be handled informally or retroactively.

2. Do Not Change Repository Before Clearance

Avoid any repository transfer or control change that:

• appears to move ownership
• creates ambiguity about the donation status
• occurs before IP clearance is complete

Confirm the clearance path and who will execute it before any repository transfer. Only change the repository control after clearance is aligned.

3. Keep the Public Record Self-Contained

Keep governance discussions coherent and reviewable on the public list.

• Do not mix private and public mailing lists in the same governance discussion.
• If private discussion is required, restate outcomes and rationale on the public list.
• Ensure the public discussion contains enough information to review the action independently.

4. Explain Any Unusual Difference Between Initial PPMC and Committers

If initial PPMC members and initial committers are not the same group:

• explain why the split exists
• explain what responsibilities differ
• explain how the group is expected to evolve during incubation

Be prepared to show that the listed individuals are participating meaningfully.

5. Keep Project Scope Consistent Across Artifacts

• Keep scope consistent across repository description, proposal text, and on-list explanations.
• If the scope has changed, explicitly state it and define the boundary.

Key Takeaways

• IP clearance needs a named owner and a clear process
• Repository control changes must follow clearance, not precede it
• Public records must be complete and self-sufficient
• Unusual role structures must be explained, not assumed
• Scope consistency matters at every stage