Sometimes we get emails on board-list@gnome.org that should be handled by someone else, as in the past the board was often mentioned as the first point of contact for the GNOME Foundation.
If the email should be handled by someone else then we should redirect it in a timely fashion. If the email is something that we need to discuss in a meeting, then we should also give a prompt reply acknowledging receipt and letting them know that we will discuss the issue in the next board meeting.
This is not an official policy of the GNOME Foundation. It is a guideline that board members can use when responding to email.
Guideline
When receiving an inquiry on board-list@gnome.org:
- Check if it fits one of the categories below that should be redirected, copy and customize the pre-written response.
- If the inquiry is one that we need to discuss in the next board meeting, copy and customize the pre-written response, and add an item to the upcoming board meeting agenda.
- If the inquiry can be answered immediately, write a response.
- If none of the above,
- Send a short reply to simply acknowledge that we received their email and let them know when to expect a reply.
Copy the email onto a new private issue in GitLab.
- Either assign the issue to a board member, or CC board members who may be able to respond. Set a due date of maximum 2 weeks.
- If needed, discuss the issue in a meeting, decide whether to offload their question to a Committee, etc.
Pre-written responses
Discuss in next board meeting
Hi <NAME>,
Thank you for your message! This is something we'll need to discuss in our next board meeting, which is on <DATE>. We'll get back to you as soon as possible after we make a decision. Should you not hear anything by <DATE + 3>, please follow up.
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors
General redirect
Hi <NAME>,
Thank you for your message! We're happy to help you find the right person to direct it to. Please contact <CONTACT PERSON>, who normally handles <THING>, at <EMAIL>.
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors
Redirect to info@gnome.org
Hi <NAME>,
Thank you for your message! This is a request that should go directly to the GNOME Foundation. Please contact info@gnome.org.
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors
Redirect to director@gnome.org
Hi <NAME>,
Thank you for your message! This is a matter that needs to be handled by the GNOME Foundation's executive director, Neil McGovern. Please contact him at director@gnome.org.
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors
Request for trademark licensing
Hi <NAME>,
Thank you for your message! Questions about licensing the GNOME Foundation's trademarks are normally not handled by the board of directors. Please contact licensing@gnome.org.
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors
Request for sponsorship / engagement
Hi <NAME>,
Thank you for your message. Support for events is normally handled by the GNOME Foundation's engagement team rather than the board of directors. Please contact them at engagement-list@gnome.org.
We wish you luck with your event!
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors
Request for software licensing
Hi <NAME>,
Thank you for your message; I'm afraid we can't help you in this case. The GNOME Foundation is not the copyright holder of <SOFTWARE> and so the board of directors cannot speak on their behalf. I suggest you contact <IRC CHANNEL OR MAILING LIST> to discuss your question with the copyright holders. Please note, this is not legal advice.
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors
Request to make some change in GNOME
Hi <NAME>,
Thank you for your message; I'm afraid we can't help you in this case. The GNOME Foundation board of directors cannot make technical decisions for the GNOME project. That is up to the GNOME contributors themselves. I suggest you contact <IRC CHANNEL OR MAILING LIST> to discuss these suggestions.
Best regards,
<YOUR NAME>
GNOME Foundation, Board of Directors