add: subproject recognition in mailing list guidelines

1 files changed, 95 insertions, 55 deletions

diff --git a/communication/mailing-list-guidelines.md b/communication/mailing-list-guidelines.md
index 31cd2e70..c2f739e3 100644
--- a/communication/mailing-list-guidelines.md
+++ b/communication/mailing-list-guidelines.md
@@ -1,19 +1,35 @@
 # Mailing list guidelines
 
-The Kubernetes Mailing list or Google Groups functions as the primary means of
+The Kubernetes mailing list or Google Groups functions as the primary means of
 asynchronous communication for the project's
-[Special Interest Groups (SIG)][sig-list] and [Working Groups (WG)][sig-list].
+[Special Interest Groups (SIG)][sig-list], [Working Groups (WG)][sig-list], and 
+large subprojects.
 
-### ATTENTION: SIG/WG Mailing list owners
+### ATTENTION: SIG/WG/Subproject Mailing list owners
 
-If you are currently a moderator of a SIG or WG Mailing List. See the new policy
-requirements here:
+If you are currently a moderator of a SIG, WG, or subproject mailing list, 
+see the new policy requirements here:
 
 - [Mailing list annual review](#annual-permissions-review)
 - [Mailing list moderation queue](#new-user-posting-queue)
   - [Creating moderation queue](#create-moderation-queue)
 
-
+## Table of Contents
+- [Code of conduct](#code-of-conduct)
+- [Admins](#admins)
+  - [Mailing list owners](#mailing-list-owners)
+- [Moderation](#moderation)
+  - [Moderator expectations and guidelines](#moderator-expectations-and-guidelines)
+    - [New user posting queue](#new-user-posting-queue)
+    - [Annual permissions review](#annual-permissions-review)
+- [Mailing list creation](#mailing-list-creation)
+  - [Prerequisites for creating a mailing list](#prerequisites-for-creating-a-mailing-list)
+  - [Create the leads and members mailing lists](#create-the-leads-and-members-mailing-lists)
+- [Set up shared calendars and meeting with a mailing list](#set-up-shared-calendars-and-meeting-with-a-mailing-list)
+  - [Prerequisites for sharing a calendar and meeting notes](#prerequisites-for-sharing-a-calendar-and-meeting-notes)
+  - [Sharing the calendar with the Google Group](#sharing-the-calendar-with-the-google-group)
+  - [Sharing the meeting notes with the Google Group](#sharing-the-meeting-notes-with-the-google-group)
+- [Archive a mailing list](#archive-a-mailing-list)
 ## Code of conduct
 
 The Kubernetes project adheres to the community [Code of Conduct] throughout all
@@ -23,14 +39,14 @@ platforms and includes all communication mediums.
 
 Check the [centralized list of administrators][admins] for contact information.
 
-To connect: Reach out to one of the listed moderators,[Mailing list owners],
-the [sig contributor experience Mailing list] or the `#sig-contribex` slack
+To connect: Reach out to one of the listed moderators, [mailing list owners],
+the [SIG Contributor Experience mailing list] or the `#sig-contribex` slack
 channel.
 
 ### Mailing list owners
 
-Mailing list owners should include the Chairs for your [SIG or WG][sig-list] and
-the below contacts:
+Mailing list owners should include the Chairs for your [SIG or WG][sig-list], 
+or the leads for your subproject, and the below contacts:
 
 - contributors@kubernetes.io
 
@@ -38,20 +54,21 @@ the below contacts:
 
 ## Moderation
 
-SIG and Working Group Mailing lists should have the [Mailing list owners] as
-co-owners to the list so that administrative functions can be managed centrally
-across the project.
+SIG, Working Group, and subproject mailing lists should have the 
+[mailing list owners] as co-owners to the list so that administrative functions 
+can be managed centrally across the project.
 
-Moderation of the SIG/WG lists is up to that individual SIG/WG. The admins
-are there to help facilitate leadership changes, or various other administrative
-functions.
+Moderation of the SIG/WG/subproject lists is up to that individual 
+SIG/WG/subproject. The admins are there to help facilitate leadership changes, 
+or various other administrative functions.
 
 Users who are violating the [Code of Conduct] or other negative activities
 (like spamming) should be moderated.
 - [Lock the thread immediately] so that people cannot reply to the thread.
 - [Delete the post].
 - In some cases you might need to ban a user from the group, follow
-  [these instructions] on how stop a member from being able to post to the group.
+  [these instructions] on how stop a member from being able to post to the 
+  group.
   For more technical help on how to use Google Groups, check the [Groups Help]
   page.
 
@@ -64,50 +81,60 @@ Moderators should adhere to the general Kubernetes project
 
 #### New user posting queue
 
-New members who post to the Mailing list will automatically have their messages
+New members who post to the mailing list will automatically have their messages
 put in the [moderation queue]. Moderators of the list will receive a
 notification of their message and should process them accordingly.
 
 
 #### Annual permissions review
 
-SIG and WG Moderators must establish an annual review of their Mailing lists
-to ensure their Moderator list is current and includes [Mailing List owners].
-Many of the SIG and WG Mailing lists pre-date current communication policy and
-an annual review ensures ownership is up to date.
+SIG, WG, and subproject Moderators must establish an annual review of their 
+mailing lists to ensure their Moderator list is current and includes 
+[mailing list owners]. Many of the SIG and WG mailing lists pre-date current 
+communication policy and an annual review ensures ownership is up to date.
 
 This review does not need to occur at a specific recurring date and can be
-combined with other actions such as SIG/WG leadership changes or sub-project
-additions.
+combined with other actions such as SIG/WG/subproject leadership changes or 
+sub-project additions.
 
 
 ---
 
 ## Mailing list creation
 
-All SIGs and WGs need two discussion groups: one for leads/chairs, and one for members. 
+All SIGs and WGs require two discussion groups: one for leads/chairs, and one 
+for members. Subprojects that opt to have a mailing list only require one for 
+members.
 
-### Prerequisites
+### Prerequisites for creating a mailing list
 
-- An email account that can create google groups and add members external to your organization to a google group mailing list. **This might not be possible with your employer's email account**. You might need to use a personal email account.
-- At least 3 mailing list owners (leads), in addition to contributors@kubernetes.io
-- Familiarity with the [moderation guidelines] for the project and [moderation queue]s. Chairs should be cognizant that a new group will require
+- An email account that can create Google Groups and add members external to 
+your organization to a Google Group mailing list. **This might not be possible 
+with your employer's email account**. You might need to use a personal email 
+account.
+- At least 3 mailing list owners (leads), in addition to 
+contributors@kubernetes.io
+- Familiarity with the [moderation guidelines] for the project and 
+[moderation queue]s. Chairs should be cognizant that a new group will require
 an initial time investment moderation-wise as the group establishes itself.
 
 
 ### Create the leads and members mailing lists
 
-> **Note:** You will need follow these steps twice! Once for the leads mailing list, and again for the members mailing list.
+> **Note:** You will need follow these steps twice! Once for the leads mailing 
+list, and again for the members mailing list.
 
-1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the **Enter group info** form as follows:
+1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the 
+**Enter group info** form as follows:
 
   | Field | Leads ML value | Members ML value | 
   | --- | --- | --- |
-  | **Group name** | `kubernetes-sig-<foo>-leads` | `kubernetes-sig-<foo>` | 
+  | **Group name** | SIGs: `kubernetes-sig-<foo>-leads`<br>WGs: `kubernetes-wg-<foo>-leads` | SIGs: `kubernetes-sig-<foo>`<br>WGs: `kubernetes-wg-<foo>`<br>Subprojects: `kubernetes-<foo>` | 
   | **Group email address** | Leave as-is | Leave as-is
-  | **Group description** | Leads ML for Kubernetes SIG Foo | Members ML for Kubernetes SIG Foo |
+  | **Group description** | Leads ML for Kubernetes [SIG/WG] Foo | Members ML for Kubernetes [SIG/WG/subproject] Foo |
 
-  Click **Next**. 
+  Click **Next**.
+  
 2. Fill out the the **Choose privacy settings** with these options: 
   
   | Field | Leads ML value | Members ML value | 
@@ -124,13 +151,16 @@ an initial time investment moderation-wise as the group establishes itself.
 
   | Field | Leads ML value | Members ML value | 
   | --- | --- | --- |
-  | **Group owners** | All SIG/WG leads and contributors@kubernetes.io | All SIG/WG leads and contributors@kubernetes.io | 
+  | **Group owners** | All SIG/WG leads and contributors@kubernetes.io | All SIG/WG/subproject leads and contributors@kubernetes.io | 
   
-  > **Note:** You can add new owners to a mailing list at any time in the **People > Members** screen.
+  > **Note:** You can add new owners to a mailing list at any time in the 
+  **People > Members** screen.
   
   Leave all other fields as-is. Click **Next.**
   
-4. Once the group is created, navigate to your group in the Google Groups UI and go to **Group settings** to continue setting up permissions. Set the following settings:
+4. Once the group is created, navigate to your group in the Google Groups UI and
+ go to **Group settings** to continue setting up permissions. Set the following
+  settings:
   
   **Member Privacy**
   
@@ -154,7 +184,7 @@ an initial time investment moderation-wise as the group establishes itself.
   
   | Field | Leads ML value | Members ML value | 
   | --- | --- | --- |
-  | **Subject prefix** | `[k8s-sig-<foo>-leads]` | `[k8s-sig-<foo>]` |
+  | **Subject prefix** | SIGs: `[k8s-sig-<foo>-leads]`<br>WGs: `[k8s-wg-<foo>-leads]` | SIGs: `[k8s-sig-<foo>]`<br>WGs: `[k8s-wg-<foo>]`<br>Subprojects: `[k8s-<foo>]` | 
   | **Email footer** | Include the standard Groups footer | Include the standard Groups footer |
   | **Group email language** | English (or your group's default language) | English (or your group's default language) |
   
@@ -166,42 +196,51 @@ an initial time investment moderation-wise as the group establishes itself.
   | **Who can adjust roles** | Group managers | Group managers
 
 5.  Click **Save changes**. 
+  Once your mailing list is created, it should also be added to the [sigs.yaml] 
+  file. For subprojects, it should be added like:
+  ```yaml
+  - name: Foo
+    contact:
+      mailing_list: [link to Google Group]
+  ```
 
-
-
-
-  
 ## Set up shared calendars and meeting with a mailing list  
 
 Once you've set up your SIG/WG mailing list, you'll need to: 
 - Share a calendar with meeting invites on it with the mailing list 
 - Share a meeting notes google doc with the mailing list 
 
-### Prerequisites 
+### Prerequisites for sharing a calendar and meeting notes
 
-- A member's google group.
+- A member's Google Group.
 - A shared calendar.
-  > **Note:** Like with mailing lists, your organization's permissions might not let you share calendars with the correct permissions. You might need to use a personal email address.
+  > **Note:** Like with mailing lists, your organization's permissions might not
+   let you share calendars with the correct permissions. You might need to use a
+    personal email address.
   
-### Sharing the calendar with the google group
+### Sharing the calendar with the Google Group
 
 You must share the meeting calendar with the following people:
 - All leads (individually)
-- The kubernetes-sig-foo-leads mailing list
+- The kubernetes-[sig-/wg-]foo-leads mailing list
 - contributors@kubernetes.io 
-- The kubernetes-sig-foo (members) mailing list
+- The kubernetes-[sig-/wg-]foo (members) mailing list
 
-1. In Google Calendar, click on the calendar's **...** menu and select **Settings and sharing**.
+1. In Google Calendar, click on the calendar's **...** menu and select 
+**Settings and sharing**.
 2. In **Access permissions**, check **Make available to public**.
 3. Under **Share with specific people, do the following:**
-  - For each lead, contributors@kubernetes.io, and kubernetes-sig-foo-leads@googlegroups.com:
+  - For each lead, contributors@kubernetes.io, and 
+  kubernetes-sig-foo-leads@googlegroups.com:
     1. Add their email
     2. Give them the permission **Make changes and manage sharing**. 
-  - For kubernetes-sig-foo@googlegroups.com, add them and give them the permission **See all event details**.
+  - For kubernetes-sig-foo@googlegroups.com, add them and give them the 
+  permission **See all event details**.
 
-> **Note:** You need to add the member's mailing list as a guest to any meeting invites on the shared calendar for an invite to be sent to members of the group.
+> **Note:** You need to add the member's mailing list as a guest to any meeting 
+invites on the shared calendar for an invite to be sent to members of the group.
 
-## Sharing the meeting notes with the google group
+### Sharing the meeting notes with the Google Group
 
 - Create and share your _"meeting notes"_ Google doc with the following
   permissions settings:
@@ -212,7 +251,7 @@ You must share the meeting calendar with the following people:
     document should be copied over to an account without the restriction and 
     include the owner reference at the top of the document.
 
-### Archive a mailing list
+## Archive a mailing list
 
 To archive a mailing list, use the below procedure.
 
@@ -249,4 +288,5 @@ To archive a mailing list, use the below procedure.
 [lock the thread immediately]: https://support.google.com/groups/answer/2466386?hl=en#
 [delete the post]: https://support.google.com/groups/answer/1046523?hl=en
 [these instructions]: https://support.google.com/groups/answer/2646833?hl=en&ref_topic=2458761#
-[groups help]: https://support.google.com/groups/answer/2466386?hl=en&ref_topic=2458761
\ No newline at end of file
+[groups help]: https://support.google.com/groups/answer/2466386?hl=en&ref_topic=2458761
+[sigs.yaml]: /sigs.yaml