Audit new project application process and implementation

[tobie]

We never received a new project application that was send to the dedicated email address ([email protected]).

We need to figure out what happened and fix it.

Additionally, we need to add language to the relevant part of the project progression document to outline a timeline for our reply and provide an escalation path should they don't get their submission acknowledged in a timely manner.

[bensternthal]

I did some initial poking around and this is what I found:

1. [email protected] has 42 folks who are subscribed but clearly has not been updated in a long time
2. The last message posted to this list was 2022-11-17
3. I sent a test email to the list and it worked
4. No one was set to be a moderator

I suspect this is what happened:

1. Project submitted application via [email protected]
2. For whatever reason their application was held in moderation
3. Since no one was the moderator on this list, the message was never approved and not sent out. After some period of time it was deleted.

Immediate mitigation

1. I added myself to this list as a moderator, I also made Robin, Joe, and Tobie moderators

Longer Term Fix

I’ll explore a longer-term solution for this. The mailing list is quite fragile, and it would be ideal to align this process with other CPC workflows we’ve recently implemented, such as the travel fund and elections processes.

[tobie]

Discussed in CPC session today:

Updated process for project applications:

• Reduce [email protected] member
• ED replies to the original poster to ack reception of application and provide timeline for next steps
• ED forwards application to CPC private

Todos:

• shorten [email protected] members to ED, program managers, CPC chair and vice chair (@bensternthal)
• update process accordingly

[tobie]

CPC call: general agreement about the plan outlined above. next steps, this needs a PR.

[bensternthal]

new-projects list has been limited to Robin, Tobie, Joe, and myself