This process outlines the annual cycle of member rotation for InCommon advisory committees. The intention is to align the committees on a common cycle to align community expectations around committee membership processes while providing space for committees to maintain their individual focus.
Committees that have annual membership rotation are in scope for this process, e.g.
Note: Working groups are designed to last less than a year for a specific purpose. A separate common process for working group startup will be developed.
Date | Action |
---|---|
First Tues in Sept | Begin process of editing the common nomination solicitation. Each committee will edit their section. |
First Wed in Sept | Chair sends note to current committee members with expiring terms & consider reaching out to members who have not been able to participate fully to determine if they would like to continue. |
Sept meetings | Chair determines membership needs. Committee discuss how many seats are open to fill, considering goals for the next year, needs and expertise. Also consider the number of open slots so that there is balance in members rolling off and existing members. |
Last business day in September | Deadline for response from current committee members. Deadline for committee edits to the common nomination solicitation. |
First business day in October | Community notice – nominations open - Consolidated announcement. Advocacy Program Manager provides common nomination form. Existing members do outreach to potential nominees. Chair starts discussion on criteria for reviewing nominations & generate list for voting & asks if returning members are willing to serve as a Chair or Vice Chair. |
~ October 15 | Advocacy Program Manager closes nominations. |
Last meeting in October | Chair leads meeting to discuss nominations. |
Second meeting in November | Chair notifies Advocacy Program Manager of the final ballot and new member election is held before next meeting. |
After elections | For committees that need Steering approval, committee chairs will send new roster to Steering for approval. |
Late November | Chairs contact new members to notify them and invite to the last meeting of the year. After that, those not selected are notified. |
First meeting in December | Chair works with Advocacy Program Manager to hold officer elections. Once notified of the results, the chair will send the proposed chair/vice chair to steering for approval if necessary. |
Early December | Advocacy Program Manager onboards new members & adds to lists, grants wiki access, adds to Slack channels, etc. |
Last meeting of the year | Chair holds first meeting with incoming members. New members attend the last meeting of the year in preparation for their upcoming term. |
Note: Having a common form allows interested community members to come back to the same place when they want to see which committees & working groups are looking for new members.
Example: TAC 2018 Solicitation
After nominations close, start your review process. Historically, groups have looked at making sure there is good coverage of different constituent groups (RO, small HE, large HE, vendor, government agency, etc.).
Each committee must obtain approval for both the member list and the chair/vice chair. See below for the approval bodies for each committee. Ann & committee flywheel are copied on approval requests.
The sitting members of the committee annually elect a Chair and Vice Chair. Steering also elects a Secretary.
Optional Officer nominations and election procedure:
Advocacy Program Manager: Jessica Fink <jfink@internet2.edu>