Working and Interest Groups Review Processes

Interest Group Review Process  [Kathy's comments in red][Herman's comments in awesome][is that the autocorrect for 'purple'?  ;)] [Stefanie's comments in blue]

  1. One of the following options occurs: A member
    1. submits an IG Charter to the Secretariat, enquiries, or an individual member of the Secretariat, or
    2. creates a Charter on the Case Statement page for an existing IG, or [Does this still occur in the new system?] [If necessary, yes]
    3. creates a new IG via the "Initiate new Group" button, then creates the Charter on the IG's Case Statement page.  [[can we get this language changed on the web site? for IGs, it should be a Charter page]
    4. At some point we should request a pretty icon for the IG page. [that's later, but it could be now....]
  2. If received via email, the Secretariat Editor (currently Kathy) goes through step 1.3 above, then
    1. Checks that the Charter appears in the orange RFC box on the RDA Web page
    2. Notifies Secretariat, TAB, OAB, and the wider community that the IG Charter is now open for comments (this denotes the start date for the community review phase).
    3. Updates the status on the IG's page.

  3. The Secretariat identifies a liaison to the IG. The Secretariat IG Liaison updates the IG's page accordingly.
  4. The Secretariat IG Liaison monitors the comments during the Commmunity Review phase, and responds to any questions about process. If there are any serious issues / comments, the Sceretariat Liaison contacts TAB to discuss what to do.
  5. One week before the Community Review phase is due to end, the Secretariat IG Liaison posts a reminder on the IG Charter page that the Charter will be moved to TAB Review in a week's time, and that any comments should be posted before then. [We should automate this] [yes, eventually]
  6. Once the Community Review phase has ended, the Secretariat Editor removes the Charter from the orange RfC box (by unticking the relevant box on the IG Charter's page), forwards the link to the Charter page to TAB for review, and updates the status on the IG's page. [Again, automate] [yes, eventually]
  7. The Secretariat Editor reminds TAB to review the Charter, if necessary. 
  8. Once the TAB review is finished (this should take no more than 2 weeks), TAB informs the Secretariat. 
  9. The Secretariat Liaison links the Charter page to the TAB review page, and informs the IG Chairs.
  10. The Secretariat IG Liaison works with the IG to resolve any issues raised by TAB.
  11. The IG Chair(s) resubmit the Charter to TAB for final approval, if necessary (then go to step 7).
  12. Once TAB has approved the Charter, the Secretariat Editor forwards the Charter, together with the TAB review, the Community comments, and the deadline for the review (14 days) to the Secretary General [as Council wants to receive emails from the Sec Gen only] for review. There are four different possible outcomes: [How is the decision documented? Are we still using the review sheet? If so, who fills it in?]
    1. If Council do not respond within 14 days, the Charter is approved by default, and the Secretariat Editor notifies the Secretariat.
    2. If Council respond and recognize and endorse the Charter, the Secretariat Editor notifies the Secretariat.
    3. If Council reject the Charter, Council nominate a contact person to discuss this outcome, and the next steps, with the IG Chairs. If the Charter is rejected without substitute, the IG's page may be retired.
    4. If Council request revisions, the Secretariat Editor informs Secretariat, and the Secretariat IG Liaison works with the IG to resolve any issues raised by Council (then goto step 12). 
  13. Upon approval, the Secretariat IG liaison:
    1. Adds the chairs of the group to the WG / IG chairs mailinglist
    2. Notifies the chairs, and requests a blurb for the group (if that does not exist yet) that will go on their group page and into the next newsletter.
    3. Notifies the membership using an announcement and tweets about it. [Can we auto-tweet all announcements?] [do we want to automate this one....?]

[something to add somewhere, in reference to the Secretariat IG Liaison moving the document forward:  The Secretariat Editor will be monitoring the progress of these reviews, and could, on occasion, move the document along if needed.

also, is it possible to have the time frames (where we know them) written next to or over/under the arrows?

Working Group Review Process -   [Kathy's edits in red; comments in green; Stefanie's comments in purple]

  1. One of the following options occurs: A member
    1. submits a WG Case Statement to the Secretariat, enquiries, or an individual member of the Secretariat, or
    2. creates a Case Statement on the Case Statement page for an existing WG, or
    3. creates a new WG via the "Initiate new Group" button, then creates the Case Statement on the WG's Case Statement page.
  2. If received via email, the Secretariat Editor (currently Kathy) goes through step 1.3 above, then
    1. Checks that the Case Statement appears in the orange RFC box on the RDA Web page
    2. Notifies Secretariat, TAB, OAB, and the wider community that the WG Case Statement is now open for comments (this denotes the start date for the community review phase).
    3. Updates the status on the WG's page.
  3. The Secretariat identifies a liaison to the WG. The Secretariat WG Liaison updates the WG's page accordingly and introduces himself/herself to the WG chairs.
  4. The Secretariat WG Liaison monitors the comments during the Commmunity Review phase, and responds to any questions about process. If there are any serious issues / comments, the Sceretariat Liaison contacts TAB to discuss what to do.
  5. One week before the Community Review phase is due to end, the Secretariat WG Liaison posts a reminder on the WG Case Statement page that the Case Statement will be moved to TAB Review in a week's time, and that any comments should be posted before then. [Automate!] [yes, please! with notification to the Secr liaison]
  6. Once the Community Review phase has ended, the Secretariat Editor removes the Case Statement from the orange RfC box (by unticking the relevant box on the WG Case Statement's page), forwards the link to the Case Statement page to TAB for review, and updates the status on the WG's page.[Automate!] [yes, please! with notification to the Secr liaison]
  7. The Secretariat Editor reminds TAB to review the Case Statement, if necessary. 
  8. Once the TAB review is finished (this should take no more than 4 weeks), TAB informs the Secretariat. 
  9. The Secretariat Liaison links the Case Statement page to the TAB review page, and informs the WG Chairs.
  10. The Secretariat WG Liaison works with the WG to resolve any issues raised by TAB.
  11. The WG Chair(s) resubmit the Case Statement to TAB for final approval, if necessary (then go to step 7).
  12. Once TAB has approved the Case Statement, the Secretariat Editor forwards the Case Statement, together with the TAB review, the Community comments, and the deadline for the review (14 days) to the Secretary General for distribution to Council, cc'ing the Secretariat liaison [and in fact probably all of Secretariat] There are four different possible outcomes:
    1. If Council recognize and endorse the Case Statement, the Secretary General notifies the Secretariat.
    2. If Council reject the Case Statement, Council nominate a contact person to discuss this outcome, and the next steps, with the WG Chairs. If the Case Statement is rejected without substitute, the WG's page may be retired.  [should this be in conjunction with the TAB?]
    3. If Council request revisions, the Secretary General informs Secretariat, and the Secretariat WG Liaison works with the WG to resolve any issues raised by Council (then goto step 12). 
    4. If Council do not respond within 14 days, the Case Statement is considered accepted by Council (see #1.)
  13. Upon approval, the WG liaison:
    1. Creates a new Organic Group on the website in case the CS got initiated via step 1.1 above [otherwise we already have a group] and requests an icon and admin privileges for WG chair(s) 
    2. Adds the chairs of the group to the WG / IG chairs mailinglist
    3. Changes document tags to approved
    4. Notifies the chairs, points them to their group [if the CS was initiated via step 1.1 above], and requests a blurb for the group that will go on their group page and into the next newsletter.
    5. Notifies the membership with an announcement and tweets about it.