This Organisational and Process Plan document provides an outline of and access to descriptions of important RDA processes and relevant policies and other documents. It is an evolving hub of information on how RDA works. The Secretariat maintains and disseminates the plan, the OAB advises on its development, and Council periodially reviews and evaluates the document.
Bridget Walker is the primary person in the Secretariat responsible for maintaining this document.
List of documents and their status
| Document | Status | Governance Responsible | Document owner |
|---|---|---|---|
| Governance | |||
| RDA Governance Document | Approved by Council June 2015, published in b2share. Revised (V2.3) and approved by Council July 2018, now in Zenodo. Revised V2.8 (Nov 2020). | Council | Hilary |
| Published | RDA Foundation Board of Directors / Trustees | Hilary | |
| Council Nominations Committee Selection Process and Guidelines | Approved by Council 28 May 2016 after discussion 24 and 25 May 2016. | Council | Hilary |
| Nominations Committee Terms of Reference | Sent out to Nominations Committee for Council elections at P9 | Council | Hilary |
| Selection of Council Co-Chairs | Discussed and agreed by Council on 24 May 2016. Juan Bicarregui tabled a new document at P9, updated before the Council meeting in July 2017 | Council | Hilary |
| RDA TAB Responsibilities and Processes Document |
V2.0 published in Zenodo 17 July 2018 by Stefanie |
TAB | Hilary |
| Organisational Membership Process Document | Current version in Zenodo. |
OAB |
Bridget |
| RDA Regional Partnership Processes Document | Version 2.1. in Zenodo | RAB | Bridget |
| Internal Secretariat Processes | |||
|
Account information |
Yolanda to check and add more accounts if needed | Secretariat | Bridget |
| Moderating new users | Secretariat | Meghan | |
| Responding to enquiries process | Outdated, needs revision | Secretariat | Meghan |
| How to create Drupal Organic Groups | OK | Secretariat | Bridget |
| RDA Group Creation and Review Process | Written by Lynn | Secretariat | Bridget |
| Explanation of Group Details page fields & how to fill them | Secretariat | Bridget | |
| How to add and remove Chairs | Created by Luigi. Needs to be tested. | Secretariat | Bridget |
| Google ddoc written by Lynn | Secretariat | Bridget | |
| How to send a newsletter or announcement | OK | Secretariat | Yolanda |
| How to publish a document in the RDA repository including DOIs | Revised by Stefanie, 25 Oct 2016. | Secretariat | Bridget |
| Description of the Repository Curation Policy |
Describes the two Zenodo collections and what documents should be published in each. OK as discussed in Secretariat meeting March (?) 2018 |
Secretariat | Bridget |
| List of DOIs and their corresponding records | Ongoing | Secretariat | Bridget |
| Outputs Process Page | Revised by Stefanie, 10 Mar 2017. | Secretariat | Bridget |
| Outputs Tracking Spreadsheet | Ongoing, tracks where we are at with RDA Outputs (Recommendations and Supporting Outputs) | Secretariat | Bridget |
| Closing out groups | Published 23 Feb 2021 in consultation with Bridget | Secretariat | Bridget |
| Historical groups and whether they should appear in "RDA in a Nutshell" | Draft version in progress | Secretariat | Bridget |
| Financial | |||
| Annual Financial Reports | Working draft managed by the Council Finance Subcommittee | Council Finance Subcommittee | Hilary |
| RDA Foundation Fiscal Polices and Processes | Working draft managed by the Council Finance Subcommittee | Council Finance Subcommittee | Hilary |
| Membership | |||
| Individual Membership revocation and appeal mechanisms. | Need to be described | Secretariat | Hilary |
| Organisational Membership revocation and appeal mechanisms. | Need to be described | Secretariat | Bridget |
| Code of Conduct | Written by Amy and Andrew. Policy document accepted by Council at P11. | Council | Hilary |
| Organizational Member application | OK link to form and put formal document in B2Share | Secretariat | Bridget |
| MoUs | Hilary to discuss with affiliates whether to open these | Secretariat | Hilary |
| Organisational Member Tracking Process | Secretariat | Bridget | |
| Reviews and Endorsements | |||
| WG and IG approval process | OK? | Secretariat | Bridget |
| Working Groups - Options after WG finishes | OK? | Secretariat | Bridget |
| WG Stage 2 approval process | OK? | Secretariat | Bridget |
| Encouraging Adoption and Maintenance of RDA Recommendations | Basis for WG Options after group finishes and WG Stage 2 approval process documents | TAB | Bridget |
|
Endorsement of Recommendations. Includes process diagram for Council. |
Paper was submitted to Council and tentatively accepted; process needs to be tested - see also below. | Council | Hilary |
| OAB commentary processs for RDA Recommendations | Draft written by Fotis in November 2016 | OAB | Bridget |
| Review process for Supporting Outputs | OK. Written by Stefanie, November 2016, based on https://www.rd-alliance.org/recommendations-outputs. | Secretariat | Stefanie |
| Policies | |||
| Document publication policy |
Updated by Stefanie, sent out for comments 29 Nov 2016. DOI (10.15497/59B658F1-EEF5-49CF-BAFF-D4341C8CE0AC) needs to be re-pointed and document to be published in Zenodo when finalized. Old version at www.rd-alliance.org/filedepot?fid=74 |
Secretariat | Bridget |
| Endorsement and Logo Usage Guidelines | Needs some minor revision based on graphics document | Secretariat | Hilary |
| Outputs | |||
| RDA Outputs and Intellectual Property Policy | Needs revision to reflect current output approval process and clarification of what a Recommendation is. May also need to be revised based on outputs sustainability. | Secretariat | Hilary |
| Process and Criteria for RDA Recommendations | Needs revision - process has changed. May need be retired or merged with endorsement process above | Secretariat | Hilary |
| Norms for contributing to and using RDA products | Needs revision (also linking to RDA Outputs and Intellectual Property Policy and Process and Criteria for RDA Recommendations that in turn need to be revised). | Secretariat | Hilary |
| Sustainability of outputs | Needs to be described | Hilary (with TAB, OAB, Council) | |
| Elections | |||
| Current and approved | Secretariat | Hilary | |
| Current and approved | Secretariat | Hilary | |
| RDA TAB Elections Process Document | See above under governance. | Secretariat | Hilary |
| OAB elections | Draft to be updated in document above | Secretariat | Bridget |
| Past TAB Elections | Secretariat | Bridget | |
| Past Council Elections | Secretariat | Bridget | |
| Past OAB Elections | Secretariat | Bridget | |
| Plenaries | |||
| Plenary guidelines |
DOI minted. Landing page created on RDA Web site that DOI points to. Latest version attached to page. This is for external bidders. Needs to be updated after each plenary. |
Secretariat | Hilary |
| How to deal with BoFs | Sort-of written as part of https://www.rd-alliance.org/groups/creating-and-managing-rda-groups/crea... | Bridget | |
| Internal Plenary planning processes | To be documented | Bridget | |
| Plenary scheduling process | Developed by task force led by Rainer after P6 | Bridget | |
| Plenary session request templates | Developed by task force led by Rainer after P6 | Bridget | |
| Communications | |||
| How to update RDA EU / US / AU newsletter members | Secretariat | Yolanda | |
| Public Secretariat Page | to be updated to link to this and other documents and profiles, etc. | Secretariat | Yolanda |
For the old version of the Organisational and Process Plan Document, see here: https://rd-alliance.org/group/rda-secretariat/wiki/old-version-organizat...