Intake procedure

Title: Intake procedure
DRACC: 0012
Category: Regulatory
Scope: Global
Authors: Leenaars, M.A.G.J.; Šuklje, M.
Date: January 2017
Copyright: The Commons Conservancy

This doc­u­ment is part of the DRACC se­ries, see DRACC “In­tro­duc­tion to ­DRACC Se­ries” for an ex­pla­na­tion. You can re­use it un­der a “Cre­ative ­Com­mons At­tri­bu­tion 4.0 In­ter­na­tion­al” li­cense.


When a project has de­cid­ed it would like to join [The Com­mons Con­ser­van­cy], there are a num­ber of steps it MUST take in or­der to be ac­cept­ed as one of Pro­grammes of [The Com­mons Con­ser­van­cy].

Intake procedure

The project SHALL no­ti­fy [The Com­mons Con­ser­van­cy] of its in­ten­tion to join [The Com­mons Con­ser­van­cy] to­geth­er with a writ­ten state­ment that the project is ­com­pat­i­ble with the mis­sion of [The Com­mons Con­ser­van­cy] (see DRACC 0001 “Mis­sion”). If the project has a mis­sion state­ment it­self, it MUST al­so send its own mis­sion state­ment in this first no­ti­fi­ca­tion.

Un­less the Board of [The Com­mons Con­ser­van­cy] finds a mis­match in the mis­sion­s, it SHALL no­ti­fy the project that it is now deemed a can­di­date Pro­gramme and ap­point a case of­fi­cer to as­sist the can­di­date Pro­gramme in align­ing the scope of the can­di­date Pro­gram­me, se­lect­ing the most suit­able gov­er­nance mod­el, as well as as­sist­ing it through­out the whole can­di­da­cy process.

At this stage the can­di­date Pro­gramme SHALL ap­point a quar­ter­mas­ter to pre­pare ­for sub­se­quent adop­tion of the can­di­date Pro­gramme by [The Com­mon­s ­Con­ser­van­cy]. The role of the quar­ter­mas­ter is to be in charge of the fol­low­ing pro­ce­dure and be the of­fi­cial con­tact for [The Com­mons Con­ser­van­cy] dur­ing the Pro­gram­me’s can­di­da­cy.

The quar­ter­mas­ter SHALL send to the case of­fi­cer an over­view of al­l:

  • full list and au­dit of in­tan­gi­ble as­sets — such as copy­right, trade mark­s, ­patents, databas­es, in­te­grat­ed cir­cuit lay­out de­sign and the like — which in­cludes code prove­nance as well as all rules and re­stric­tions that per­tain these as­sets — such as in­bound and out­bound li­cens­es, (re)li­cens­ing a­gree­ments, copy­right as­sign­ments and any oth­er rel­e­vant agree­ments;
  • oth­er as­set­s, such as do­main names etc.
  • pro­jec­t’s in­fra­struc­ture (e.g. source code repos­i­to­ries, mail­ing list­s, web­site, wik­i, IRC chan­nel­s, fo­rum­s, back­up­s, ar­chives etc.) and ac­cess to it, in­clud­ing pass­word­s, au­then­ti­ca­tion and en­cryp­tion keys;
  • con­tacts (prefer­ably e-­mail) to all its board mem­ber­s, prefer­ably us­ing their ­full names, but if there are spe­cif­ic con­cern­s, a pseu­do­nym MAY be used;
  • known stake­hold­ers — such as, any rel­e­vant grant mak­ing or­gan­i­sa­tion­s, big­ger clients, big­ger up- and down­stream pro­ject­s;

The case of­fi­cer as­sists the quar­ter­mas­ter with the above over­view and, if need­ed, car­ries out an in­de­pen­dent au­dit as well.

At this stage the can­di­date Pro­gramme SHALL cre­ate its statutes and reg­u­la­tion­s, in­clud­ing the rules per­tain­ing in­bound and out­bound li­cens­ing. The ­case of­fi­cer is at the can­di­date Pro­gram­me’s ser­vice to ad­vise and as­sist to ­make sure that the can­di­date Pro­gram­me’s statutes and reg­u­la­tions are in line with the mis­sion of [The Com­mons Con­ser­van­cy].

The case of­fi­cer SHALL au­dit the quar­ter­mas­ter’s over­view as well as the ­can­di­date Pro­gram­me’s statutes and reg­u­la­tions and re­port to the Board of [The ­Com­mons Con­ser­van­cy].

If the case of­fi­cer’s au­dit and re­port are favourable, the Board of [The ­Com­mons Con­ser­van­cy] SHOULD ap­prove the project as a Pro­gramme of [The Com­mon­s ­Con­ser­van­cy].

In case the Board does not ap­prove the can­di­date to be­come a Pro­gram­me, it SHALL re­move any and all copies of au­then­ti­ca­tion and en­cryp­tion in­for­ma­tion it re­ceived from quar­ter­mas­ter per­tain­ing the projec­t.


The Pro­gramme MAY change its quar­ter­mas­ter at any point, based on its own s­tatutes and reg­u­la­tion­s, but at all times there SHOULD be at least one quar­ter­mas­ter in the Pro­gramme. Af­ter the Pro­gramme has joined [The Com­mon­s ­Con­ser­van­cy], the quar­ter­mas­ter(s) SHALL keep the con­tacts and in­fras­truc­ture de­tails up­-­to-­date.