The Working Group Process

Working Groups (WGs) are recognized by RDA when their Case Statement is approved by the RDA community. Approval is based on rough consensus within the community and Technical Advisory Board and review by the RDA Council.

To start the process an Interest Group (IG) simply needs to post its draft Case Statement on the online  forum and notify enquires@rd-alliance.org and the broader community.

The TAB will designate a person to work with the IG to help guide the review process and advise on technical considerations, representation, and alignment with the RDA Technical Roadmap. The community should be given at least four weeks to review and comment on the Case Statement. The revised Statement should then be posted for Council review. Final Case Statements should clearly state the commitment of all WG members; just mentioning their names is not sufficient. 

Council seeks to ensure that the efforts of the Working Groups are well aligned with the RDA mission and principles. Council will consult with the TAB on the content of the Case Statement and assess the level of community consensus that emerged during the creation and discussion of the Case Statement. If Council perceives reasonable community consistence and clear needs, deliverables, and beneficiaries, they formally recognize the Working Group, and the Case Statement and WG deliverables are approved and promoted as part of RDA.

Council may make one of four possible decisions about case statements:

• Recognized as is: Strong Case Statement. WG is a RDA WG and should commence its work.
• Recognized subject to specific revisions: Worthwhile idea, changes need to be made to strengthen the Case Statement and meet approval criteria. After the approach has been modified, the WG will be recognized as a RDA WG and commence its work.
• Encouraged but not presently recognized: Good idea but needs refinement. The group needs to mature its concept and refine its Case Statement for approval. Council will Specific feedback and clarification will be given to the group by the RDA Council.
• Not recognized: The idea is not a good fit for the RDA or does not meet other criteria for approval. Specific feedback and clarification will be given to the group by the Council. Some groups may be more appropriate as discussion-oriented Interest Groups, from which specific outcome-oriented Working Group ideas and Case Statement submissions may arise.

Working Group Leadership, Membership, and Roles

The Working Group should be organized as specified in the Case Statement. It is expected that there will be either a Chair and a Vice-Chair, or co-Chairs, who will lead the group and be responsible for communication within the RDA and more broadly.

The WG Chairs will take primary responsibility for the quality, scope, timeliness, and usefulness of the work in progress. The Chairs will ensure that there is an effective organizational structure in place for the Working Group and that there are individuals, groups, and processes that can ensure progress in infrastructure and tool development, the development and editing of policy and written documents, and other tangible outcomes.

The responsibilities of the WG Chairs, other leaders and members should be described in the WG Case Statement, and followed during operation of the Group.

RDA Working Group Expectations

With approval of a Case Statement by the RDA Council, a recognized RDA Working Group is formed. The RDA Secretariat and TAB will work closely with the WG during its operation to facilitate progress and communications and to coordinate with other WGs and RDA bodies.

Working Groups are expected to:

• Develop clear outcomes and put them into action to create tangible progress.
• Work openly and transparently with respect to the community.
• Document their efforts as they operate.
• Meet regularly with the RDA to facilitate coordination and communication.

The WG should plan for dissemination and communication about WG action, results, and outcomes, and to keep the community informed on WG progress. Other vehicles for communication and public and community engagement (including published work, news releases, etc.) may also be appropriate. The Secretariat can assist with communications.

Working Groups are expected to operate transparently and utilize the RDA website and online interaction channels to engage the community and keep the community informed of their efforts. Intermediate and final deliverables/outcomes should be made available to the community through the RDA website.

As WG efforts complete, the WG Chairs will prepare a Completion Report for the RDA with relevant outcomes and a record of relevant notes, minutes, and materials from the WG for archiving by the RDA. Working Groups should also report out at all Plenary meetings that occur during their period of activity.

The RDA Council, TAB, and Secretariat will strongly promote RDA outcomes.