Update Doc Handbook for Week 9-11

release-team/role-handbooks/docs/Release-Timeline.md

@@ -36,11 +36,11 @@
       - [Style Guide Checklist (High to Low Level)](#style-guide-checklist-high-to-low-level)
     - [Nominate a Docs Lead for the Next Release](#nominate-a-docs-lead-for-the-next-release)
   - [Late-Middle Steps (Weeks 7-8) - Sync with Comms team on the release blog post](#late-middle-steps-weeks-7-8---sync-with-comms-team-on-the-release-blog-post)
-  - [Late Steps (Weeks 9-11) - Prep for the release](#late-steps-weeks-9-11---prep-for-the-release)
-    - [Touch base with SIG Docs](#touch-base-with-sig-docs)
-    - [Touch base with SIG Cluster Lifecycle (kubeadm)](#touch-base-with-sig-cluster-lifecycle-kubeadm)
-    - [Clean up and edit the final Release Notes](#clean-up-and-edit-the-final-release-notes)
-    - [Curate the External Dependencies section](#curate-the-external-dependencies-section)
+  - [Late Steps (Weeks 9-11) - Prep for the Release](#late-steps-weeks-9-11---prep-for-the-release)
+    - [Coordinate with SIG Docs for Release Day Support](#coordinate-with-sig-docs-for-release-day-support)
+    - [Verify SIG Cluster Lifecycle (kubeadm) Documentation](#verify-sig-cluster-lifecycle-kubeadm-documentation)
+    - [⚠️ Final Release Notes Preparation (CRITICAL TASK)](#️-final-release-notes-preparation-critical-task)
+    - [Curate the External Dependencies Section](#curate-the-external-dependencies-section)
     - [Update Releases Page (the week before the release)](#update-releases-page-the-week-before-the-release)
   - [Release Week (Week 12)](#release-week-week-12)
     - [Update the site configuration files for previous releases](#update-the-site-configuration-files-for-previous-releases)
@@ -624,26 +624,88 @@ If unsure, send a message to their [Slack](https://kubernetes.slack.com/messages
 
 Be congnizant of the status of the release blog post as merging and publishing the release blog post is a significant step on release day e.g., [1.21 release blog](https://github.com/kubernetes/website/pull/27233).
 
-## Late Steps (Weeks 9-11) - Prep for the release
+## Late Steps (Weeks 9-11) - Prep for the Release
 
-### Touch base with SIG Docs
+**Time Required:** ~4-6 hours total
 
-The Kubernetes API reference, kubectl, and components documentation are generated by a SIG Docs tech lead. Check in with SIG Docs with a brief reminder, and confirm that they have everything they need to generate these docs.
+### Coordinate with SIG Docs for Release Day Support
 
-### Touch base with SIG Cluster Lifecycle (kubeadm)
+**What:** Confirm SIG Docs support availability for release day tasks and ensure generated documentation is ready.
 
-Validate that SIG Cluster Lifecycle has all of the docs in place for the upcoming release. These are mainly kubeadm docs (upgrading, installing, changes, etc). If unsure, send a message to their [Slack](https://kubernetes.slack.com/messages/sig-cluster-lifecycle/) channel, e.g:
+**Action Items:**
+- [ ] Join upcoming SIG Docs meeting (or reach out on [#sig-docs](https://kubernetes.slack.com/messages/sig-docs) if meeting is missed)
+- [ ] Send coordination message to SIG Docs chairs/leads
+- [ ] Confirm release day support availability
+- [ ] Verify generated documentation readiness
 
-> Hi SIG Cluster Lifecylce :wave:  1.21 Docs Lead here, can someone confirm that all docs are in place for the upcoming 1.21 release?
-
-### Clean up and edit the final Release Notes
+**Message Template:** [templates/sig-docs-coordination.md](templates/sig-docs-coordination.md)
+
+---
+
+### Verify SIG Cluster Lifecycle (kubeadm) Documentation
+
+**What:** Ensure kubeadm-related documentation is complete and ready for the release.
+
+**Action Items:**
+- [ ] Validate kubeadm documentation completeness
+- [ ] Send verification message to [#sig-cluster-lifecycle](https://kubernetes.slack.com/messages/sig-cluster-lifecycle/)
+
+**Message Template:** [templates/sig-cluster-lifecycle-verification.md](templates/sig-cluster-lifecycle-verification.md)
 
-The confirmed release notes are cleaned up and copy edited by the Docs team to ensure uniform language/style is used. The team must make sure that the final document conforms to the [Documentation Style Guide](https://kubernetes.io/docs/contribute/style/style-guide/).
+---
+
+### ⚠️ Final Release Notes Preparation (CRITICAL TASK)
+
+> [!Important]
+> This is a **Docs Lead responsibility** and a **time-intensive task**. Start this process as early as possible (after last Release Note PR is merged), as it can take considerable time depending on the number of release note PRs throughout the cycle.
+
+**What:** Perform a comprehensive final review of all release notes to ensure they conform to the [Documentation Style Guide](https://kubernetes.io/docs/contribute/style/style-guide/) and maintain consistent quality.
+
+**Process:** This is a manual process to review and clean up the accumulated release notes from the entire release cycle.
+
+1. **Fork and Setup**
+   ```bash
+   # Fork kubernetes/sig-release repo (if not already done)
+   # Clone your fork
+   git clone https://github.com/${USERNAME}/sig-release.git
+   cd sig-release
+
+   # Create a new branch for final release notes review
+   git checkout -b ${USERNAME}/v[future-release]-final-release-notes-review
+   ```
+
+2. **Review and Edit Release Notes Files**
+   - Navigate to `releases/release-[future-release]/release-notes/`
+   - Review and edit both files: `release-notes-draft.json` and `release-notes-draft.md`
+   - Ensure conformance to [Documentation Style Guide](https://kubernetes.io/docs/contribute/style/style-guide/)
+   - Check: consistent tone, grammar, clarity, appropriate technical detail
+   - **⚠️ Keep both files in sync with identical changes**
+
+3. **Commit and Create PR**
+   ```bash
+   git add releases/release-[future-release]/release-notes/
+   git commit -m "Final review and cleanup of v[future-release] release notes"
+   git push origin ${USERNAME}/v[future-release]-final-release-notes-review
+   ```
+
+4. **Open PR for Peer Review**
+   - Create PR against `kubernetes/sig-release` repository
+   - Title: `Final review and cleanup of v[future-release] release notes`
+   - Request review from:
+     - Docs Team Shadows
+     - SIG Docs reviewers
+     - Release Team Lead
+
+**Example PR:** [v1.35 Final Release Notes Review](https://github.com/kubernetes/sig-release/pull/2928)
+
+---
 
-### Curate the External Dependencies section
+### Curate the External Dependencies Section
 
 A "Dependencies" section should be curated which outlines how external dependency versions have changed since the last release. These changes are currently [automatically aggregated](https://github.com/kubernetes/community/issues/2234), but should still be manually validated for correct content and formatting.
 
+---
+
 ### Update Releases Page (the week before the release)
 
 Create a PR against the dev-[future-release] branch to add an entry for [future-release] on https://kubernetes.io/releases.
@@ -662,6 +724,7 @@ The following fields are required:
 Have a Release Manager lgtm the dates on the PR.
 This PR can be merged on release day by the Docs lead.
 
+
 ## Release Week (Week 12)
 ⚠️  Everything in this section is important. It's OK to ask for advice if you're not sure.
 

release-team/role-handbooks/docs/templates/sig-cluster-lifecycle-verification.md

@@ -0,0 +1,30 @@
+# SIG Cluster Lifecycle (kubeadm) Verification Message Template
+
+Use this template to verify that all kubeadm-related documentation is complete for the upcoming release.
+
+**When to use:** Weeks 9-11 (Late Steps phase) before the release
+
+**Where to post:** [#sig-cluster-lifecycle](https://kubernetes.slack.com/messages/sig-cluster-lifecycle/) Slack channel
+
+---
+
+## Message Template
+
+```markdown
+Hi @sig-cluster-lifecycle 👋
+
+v[future release] Docs Lead here. Quick check: Can someone confirm all kubeadm documentation (upgrade guides, installation docs, changes) are in place for the v[future release] release on [Date]?
+
+Thank You!
+```
+
+---
+
+## Example
+
+```markdown
+Hi @sig-cluster-lifecycle 👋
+
+v1.35 Docs Lead here. Quick check: Can someone confirm all kubeadm documentation (upgrade guides, installation docs, changes) are in place for the v1.35 release on December 17, 2024?
+
+Thank You!

release-team/role-handbooks/docs/templates/sig-docs-coordination.md

@@ -0,0 +1,54 @@
+# SIG Docs Coordination Message Template
+
+Use this template to coordinate with SIG Docs for release day support and verify generated documentation status.
+
+**When to use:** Weeks 9-11 (Late Steps phase) before the release
+
+**Where to post:** [#sig-docs](https://kubernetes.slack.com/messages/sig-docs) Slack channel or during SIG Docs meeting
+
+---
+
+## Message Template
+
+```markdown
+Hi @sig-docs-leads 👋
+
+The v[future release] release is scheduled for **[Day], [Date] at [Time] [Timezone]**.
+
+**Need from SIG Docs:**
+1. **Release day support** - Who can help with:
+   - Netlify configuration updates
+   - Release blog post publication
+
+2. **Generated docs status** - Please confirm these are ready:
+   - Kubernetes API reference
+   - kubectl documentation
+   - Components documentation
+
+Please let us know if you have any concerns or need anything from the release docs team.
+
+Thank you!
+```
+
+---
+
+## Example
+
+```markdown
+Hi @sig-docs-leads 👋
+
+The v1.35 release is scheduled for **Tuesday, December 17, 2024 at 10:00 AM PST**.
+
+**Need from SIG Docs:**
+1. **Release day support** - Who can help with:
+   - Netlify configuration updates
+   - Release blog post publication
+
+2. **Generated docs status** - Please confirm these are ready:
+   - Kubernetes API reference
+   - kubectl documentation
+   - Components documentation
+
+Please let us know if you have any concerns or need anything from the release docs team.
+
+Thank you!