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.
Stefanie Kethers is the primary person in the Secretariat responsible for maintaining this document.
List of documents and their status
| Document | Status | Responsible for next step | 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. | Stefanie | Hilary |
| Published in b2share | Hilary | ||
| Council Nominations Committee Selection Process and Guidelines | Approved by Council 28 May 2016 after discussion 24 and 25 May 2016. | Hilary | |
| Nominations Committee Terms of Reference | Sent out to Nominations Committee for Council elections at P9 | 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 | Stefanie to work out status of the document | Hilary |
| RDA TAB Responsibilities and Processes Document |
V2.0 published in Zenodo 17 July 2018 by Stefanie |
Lynn | |
| Organisational Membership Process Document | Published in b2share. Needs to be updated and aligned with revised Governance doc, then published in Zenodo. |
Fotis and Stefanie to revise with Hilary, Amy, Kevin |
Fotis |
| Internal Secretariat Processes | |||
|
Account information |
Yolanda to check and add more accounts if needed | Yolanda | |
| Annual Operations Plan | For review by Council. Current version (May 2018) in draft form on Google Drive | Hilary to update as necessary, Secretariat to provide input / content. | Hilary |
| Approving new users | Process to be defined after moderation of registrations set up in response to spam issues in August 2018. | Sara and Stefanie | Sara P? |
| Responding to enquiries process | OK | Sara P | |
| How to create Drupal Organic Groups | OK | Timea to revise based on Web overall | Sara P |
| How to send a newsletter or announcement | OK | Sara P | |
| How to publish a document in the RDA repository including DOIs | Revised by Stefanie, 25 Oct 2016. | Needs to be tested by someone else. | Stefanie |
| 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 |
Stefanie | |
| List of DOIs and their corresponding records | Ongoing | Stefanie | |
| Explanation of Group Details page fields & how to fill them | Needs to be reviewed by someone else | Stefanie | |
| Outputs Process Page | Revised by Stefanie, 10 Mar 2017. | ||
| Outputs Tracking Spreadsheet | Ongoing, tracks where we are at with RDA Outputs (Recommendations and Supporting Outputs) | Lynn/ Stefanie? | |
| How to close out a WG. | Needs to be described, may be rolled into approval process. | Stefanie (working with Lynn and TAB) | |
| Financial | |||
| RDA Foundation Fiscal Polices and Processes | Working draft managed by the Council Finance Subcommittee | Hilary | |
| Membership | |||
| Individual Membership revocation and appeal mechanisms. | Need to be described | Hilary | |
| Organisational Membership revocation and appeal mechanisms. | Need to be described | Hilary | |
| Code of Conduct | Written by Amy and Andrew. Policy document accepted by Council at P11. | Stefanie to publish in Zenodo (?) | Hilary |
| Organizational Member application | OK link to form and put formal document in B2Share | Fotis link to both subscriber and member form | Fotis |
| MoUs | Hilary to discuss with affiliates whether to open these | Hilary | |
| Organisational Member Tracking Process | OK | Fotis | |
| Reviews and Endorsements | |||
| WG and IG approval process | OK? | Stefanie | |
| Working Groups - Options after WG finishes | OK? | Has been in use since P7 | Stefanie |
| WG Stage 2 approval process | OK? | Has been in use since P7 | Stefanie |
| Encouraging Adoption and Maintenance of RDA Recommendations | OK? | Basis for WG Options after group finishes and WG Stage 2 approval process documents | |
|
Endorsement of Recommendations. Includes process diagram for Council. |
Paper was submitted to Council and tentatively accepted; process needs to be tested - see also below. | Stefanie | |
| OAB commentary processs for RDA Recommendations | Draft written by Fotis in November 2016 | Fotis | |
| Review process for Supporting Outputs | OK. Written by Stefanie, November 2016, based on https://www.rd-alliance.org/recommendations-outputs. | 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 | Stefanie |
| Endorsement and Logo Usage Guidelines | Needs some minor revision based on graphics document | Hilary | 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. | Stefanie to revise once Governance document finished. | Hilary |
| Process and Criteria for RDA Recommendations | Needs revision - process has changed. May need be retired or merged with endorsement process above | Stefanie? | Hilary, supported by Stefanie |
| 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). | Stefanie? | Hilary |
| Sustainability of outputs | Needs to be described | Hilary (with TAB, OAB, Council) | |
| Elections | |||
| Current and approved | Secretariat review and comment | Hilary | |
| Current and approved | Secretariat review and comment | Hilary | |
| RDA TAB Elections Process Document | See above under governance. | Lynn | |
| OAB elections | Draft to be updated in document above | Fotis | |
| Past TAB Elections | Stefanie to capture records | Stefanie | |
| Past Council Elections | Stefanie to capture records | Stefanie | |
| Past OAB Elections | Stefanie to capture records | Stefanie | |
| 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. |
Hilary | |
| How to deal with BoFs | Sort-of written as part of https://www.rd-alliance.org/groups/creating-and-managing-rda-groups/crea... | Stefanie | |
| Internal Plenary planning process | To be documented | Yolanda / Sara P | |
| Plenary scheduling process | Developed by task force led by Rainer after P6 | Stefanie (and plenary org committee) | |
| Plenary session request templates | Developed by task force led by Rainer after P6 | Stefanie | |
| Communications | |||
| Graphic and branding guidelines | Hilary find and update | Hilary | |
| Communications plan | Plan for Jan - Jun 2017 | Review in May 2017 | Yolanda / Sara P |
| Public Secretariat Page | to be updated to link to this and other documents and profiles, etc. | 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...
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