From 2836590eeda67e3f1cc179d0c51e3169f97afafa Mon Sep 17 00:00:00 2001 From: Trevor Keller Date: Fri, 19 May 2023 14:59:32 -0400 Subject: [PATCH 1/4] Draft Steering Committee charter --- pages/governance.md | 91 ++++++++++++++++++++++++++++++++++++++++++++- 1 file changed, 89 insertions(+), 2 deletions(-) diff --git a/pages/governance.md b/pages/governance.md index 8d58aa280..1f933d09a 100644 --- a/pages/governance.md +++ b/pages/governance.md @@ -4,7 +4,7 @@ title: "HPC Carpentry Governance" permalink: /governance/ --- -HPC Carpentry is a community effort. We meet 1200 UTC and 2200 UTC on the first +HPC Carpentry is a community effort. We meet 13:00 CET and 1700 EDT on the first and third Thursday of every month to coordinate lesson development efforts, share teaching experiences, and discuss feedback. We use a streamlined extract of [Martha's Rules](https://github.com/hpc-carpentry/coordination/issues/28) @@ -14,5 +14,92 @@ https://github.com/hpc-carpentry/coordination/issues/36), which is also the collective point of contact for The Carpentries proper. Unless otherwise specified, the style, governance, and rules of HPC Carpentry -default to the [The Carpentries Bylaws]( +default to [The Carpentries Bylaws]( https://docs.carpentries.org/topic_folders/governance/bylaws.html). + +## Charter of the HPC Carpentry Steering Committee + + + +Approval date: 2023-00-00 +Status: pending + +### Statement of Scope + +The Steering Committee is established to provide community leadership for the +High Performance Computing Carpentry ("HPC Carpentry") lesson program. +Committee members represent the interests of the HPC Carpentry community, +overseeing project strategy and informing the actions of the Core Team and +Executive Council as they relate to the lesson program. + +### Objectives/Purpose + +Activities of the committee will fall into three categories: + +* Strategy: + * Monitoring the health of the lesson program and designing strategies to + maintain and improve it + * Identifying priorities for growing the community and reach of the lesson + program + * Interfacing with The Carpentries Core Team to drive acceptance + into the Lesson Program Incubator program +* Advocacy: + * Representing the lesson program in their local and professional networks + * Working with The Carpentries Executive Council and Core Team to + promote the interests of the lesson program within The + Carpentries +* Communication: + * Engaging the community on topics and projects relevant to the development + of the lesson program + * Maintain up-to-date information about the lesson program on the + HPC Carpentry website + +### Roles and Responsibilities + + + +### Operational Procedures + +Processes for recruiting/selecting new members for the committee, onboarding +and offboarding of members, and succession planning for officer roles, are +detailed in The Carpentries' [Lesson Program Governance handbook][lpgc-handbook]. + +#### Decision making process + + + +#### Meetings + +Meetings of the Governance Committee are private to members of the committee. +To raise something for discussion with the committee, send a message to the +[TopicBox list][topicbox]. + +Minutes of past meetings are available in [the `minutes` directory][minutes] of +the Coordination repository. + +### Core Team Liasion + +Toby Hodges, Director of Curriculum for The Carpentries + +### Elected Members + +The [last election](https://github.com/hpc-carpentry/coordination/issues/114) +concluded on 17 June 2022, with six unique voters. + +| Member | Role | Elected | +| --- | --- | --- | +| Trevor Keller | Co-chair | 2021-05-20 | +| Andrew Reid | Co-chair | 2021-05-20 | +| Alan O'Cais | Co-chair | 2021-05-20 | +| Annajiat Alim Rasel | Co-chair | 2021-05-20 | +| Wirawan Purwanto | Co-chair | 2021-05-20 | +| Rohit Goswamy | Co-chair | 2022-06-17 | + +#### Past Elections + +The [first election](https://github.com/hpc-carpentry/coordination/issues/44) +concluded on 20 May 2021, with sixteen unique voters. + +[lpgc-handbook]: https://docs.carpentries.org/topic_folders/governance/lesson-program-policy.html +[minutes]: https://github.com/hpc-carpentry/coordination/minutes +[topicbox]: https://carpentries.topicbox.com/groups/maintainers-hpc From 60dfcfba7b429a1980bb6f04c8860976d4e2e8ff Mon Sep 17 00:00:00 2001 From: Trevor Keller Date: Wed, 31 May 2023 18:24:36 -0400 Subject: [PATCH 2/4] Proposed charter for the Steering Committee --- pages/governance.md | 139 +++++++++++++++++++++++++++++++------------- 1 file changed, 97 insertions(+), 42 deletions(-) diff --git a/pages/governance.md b/pages/governance.md index 1f933d09a..877718d7a 100644 --- a/pages/governance.md +++ b/pages/governance.md @@ -4,23 +4,16 @@ title: "HPC Carpentry Governance" permalink: /governance/ --- -HPC Carpentry is a community effort. We meet 13:00 CET and 1700 EDT on the first -and third Thursday of every month to coordinate lesson development efforts, -share teaching experiences, and discuss feedback. We use a streamlined extract -of [Martha's Rules](https://github.com/hpc-carpentry/coordination/issues/28) -for asynchronous decision-making. Matters requiring acute executive action are -addressed by our [Steering Committee]( -https://github.com/hpc-carpentry/coordination/issues/36), which is also the -collective point of contact for The Carpentries proper. - -Unless otherwise specified, the style, governance, and rules of HPC Carpentry -default to [The Carpentries Bylaws]( -https://docs.carpentries.org/topic_folders/governance/bylaws.html). +HPC Carpentry is a community effort. We meet at 13:00 CET and 17:00 EDT on the +first and third Thursday of every month to coordinate lesson development +efforts, share teaching experiences, and discuss feedback. Matters requiring +acute executive action are addressed by our Steering Committee, which is also +the collective point of contact for The Carpentries proper. Unless otherwise +specified, the style, governance, and rules of HPC Carpentry default to +[The Carpentries Bylaws][carpentries-bylaws]. ## Charter of the HPC Carpentry Steering Committee - - Approval date: 2023-00-00 Status: pending @@ -34,50 +27,102 @@ Executive Council as they relate to the lesson program. ### Objectives/Purpose -Activities of the committee will fall into three categories: - -* Strategy: - * Monitoring the health of the lesson program and designing strategies to - maintain and improve it - * Identifying priorities for growing the community and reach of the lesson - program - * Interfacing with The Carpentries Core Team to drive acceptance - into the Lesson Program Incubator program -* Advocacy: - * Representing the lesson program in their local and professional networks - * Working with The Carpentries Executive Council and Core Team to - promote the interests of the lesson program within The - Carpentries -* Communication: - * Engaging the community on topics and projects relevant to the development - of the lesson program - * Maintain up-to-date information about the lesson program on the - HPC Carpentry website +Members of the Committee will share responsibility for: -### Roles and Responsibilities +* Prioritizing lesson development and driving engagement by scheduling + brainstorming sessions, hackathons, and work parties. +* Reviewing new workshop registrations and executing on bids for assistance: + identifying experienced instructors, providing cloud resources, and assisting + with site-specific lesson materials. +* Expanding the qualified instructor pool by pairing experienced members of the + community with interested novices for mentorship and guidance. +### Roles and Responsibilities +1. Co-Chairpersons, responsible for: + * Leadership in advancing the aims and objectives of the Committee. + * Organizing, convening, and chairing Committee meetings: setting dates and + times, preparing agenda items and shared note documents, and notifying + Committee members and the HPC Carpentry community ahead of time. + * Updating Committee documents and bylaws. + * Direct communication with The Carpentries Executive Council and Core Team. + * Alternating duties and stepping in for co-chairs when the other is + unavailable. + * All responsibilities of a Member, outlined below. + +2. Members, responsible for: + * Participating in Committee meetings and asynchronous discussions on Slack + and GitHub. + * Recording action items and paraphrasing discussions in shared documents + for meetings discussions, hackathons, and Committee events. + * Contributing to lesson materials, directly or in an advisory capacity. ### Operational Procedures -Processes for recruiting/selecting new members for the committee, onboarding -and offboarding of members, and succession planning for officer roles, are -detailed in The Carpentries' [Lesson Program Governance handbook][lpgc-handbook]. +Processes for recruiting new members for the committee, onboarding and +offboarding of members, and succession planning for officer roles, are detailed +in The Carpentries' [Lesson Program Governance handbook][lpgc-handbook]. #### Decision making process - +We use a streamlined extract of Martha's Rules for asynchronous +decision-making [[1][martha],[2][martha-3b]. + +1. Anyone may sponsor a proposal by filing an issue in the + [Coordination Repository][coordination] tagged "[proposal][proposals]". + * The sponsor of a proposal is not necessarily responsible for implementing + it, though they can volunteer for that role. + * As a worldwide team, a lot of discussion will be asynchronous. Clear and + complete presentation of the Proposal in the sponsoring Issue is + encouraged. + * The sponsor is encouraged to announce their proposal in the + `#hpc-carpentry` channel of The Carpentries' Slack server and a new thread + in the [discuss-hpc][discuss-hpc] mailing list on TopicBox. The + announcements must link to the GitHub issue where the proposal is + defined, as that is the primary forum for discussion. +1. Proposals must include: + * a one-line summary (the subject line of the issue) + * any required background information, including linked issues + * the full text of the proposal + * pros and cons + * possible alternatives +1. Members of the community are invited to indicate their sense of the + proposal: + * Who likes the proposal? React with 👍 (`:+1:`) + * Who can live with the proposal? React with 👀 (`:eyes:`) + * Who is uncomfortable with the proposal? React with 👎 (`:-1:`) +1. Asynchronous discussion of the proposal can occur as comments on the Issue, + in the Slack channel, on the TopicBox mailing list, and during the next + Coworking Hours. +1. At least 24 hours prior to the next Coordination Meeting, check to make sure + the proposal is included in the agenda for discussion. +1. When the proposal comes up, if the sponsor is present, they will be given + time to present it. Time will be allowed for participants to + read the proposal and review any written discussion. +1. Every meeting attendee will review and update their vote on the proposal. +1. If any members are uncomfortable 👎, time will be allowed to hear their + objections; discussion will be moderated by the meeting chairperson. +1. Following the discussion, each attendee shall update their vote. +1. If this is the last of the Coordination Meetings for the day, and all votes + are either in favor 👍 or not opposed 👀, then the proposal is + accepted. +1. If any votes are in opposition 👎, the proposal is referred back to the + sponsor for further work. #### Meetings -Meetings of the Governance Committee are private to members of the committee. -To raise something for discussion with the committee, send a message to the -[TopicBox list][topicbox]. +Meetings of the Steering Committee are public. They are scheduled on a shared +calendar, which is maintained [online][gcal]: it can be added to any calendar +app using its live `ics` link, + +``` html +https://calendar.google.com/calendar/ical/mjtehtfa2recdfm6fcte01eatc%40group.calendar.google.com/public/basic.ics +``` Minutes of past meetings are available in [the `minutes` directory][minutes] of the Coordination repository. -### Core Team Liasion +### Core Team Liaison Toby Hodges, Director of Curriculum for The Carpentries @@ -100,6 +145,16 @@ concluded on 17 June 2022, with six unique voters. The [first election](https://github.com/hpc-carpentry/coordination/issues/44) concluded on 20 May 2021, with sixteen unique voters. + + +[carpentries-bylaws]: https://docs.carpentries.org/topic_folders/governance/bylaws.html +[coordination]: https://github.com/hpc-carpentry/coordination +[discuss-hpc]: https://carpentries.topicbox.com/groups/discuss-hpc +[gcal]: https://calendar.google.com/calendar/?cid=bWp0ZWh0ZmEycmVjZGZtNmZjdGUwMWVhdGNAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ +[gcal-ics]: https://calendar.google.com/calendar/ical/mjtehtfa2recdfm6fcte01eatc%40group.calendar.google.com/public/basic.ics [lpgc-handbook]: https://docs.carpentries.org/topic_folders/governance/lesson-program-policy.html +[martha]: https://doi.org/10.1177/088610998600100206 +[martha-3b]: https://third-bit.com/files/2020/08/marthas/ [minutes]: https://github.com/hpc-carpentry/coordination/minutes +[proposals]: https://github.com/hpc-carpentry/coordination/labels/proposal [topicbox]: https://carpentries.topicbox.com/groups/maintainers-hpc From 8487aec59b0ac8e4575597250a82ffb20f49d33f Mon Sep 17 00:00:00 2001 From: Trevor Keller Date: Thu, 1 Jun 2023 07:44:17 -0400 Subject: [PATCH 3/4] Clarify the SC role in communications with The Carpentries --- pages/governance.md | 11 +++++++---- 1 file changed, 7 insertions(+), 4 deletions(-) diff --git a/pages/governance.md b/pages/governance.md index 877718d7a..c871f0e00 100644 --- a/pages/governance.md +++ b/pages/governance.md @@ -7,10 +7,13 @@ permalink: /governance/ HPC Carpentry is a community effort. We meet at 13:00 CET and 17:00 EDT on the first and third Thursday of every month to coordinate lesson development efforts, share teaching experiences, and discuss feedback. Matters requiring -acute executive action are addressed by our Steering Committee, which is also -the collective point of contact for The Carpentries proper. Unless otherwise -specified, the style, governance, and rules of HPC Carpentry default to -[The Carpentries Bylaws][carpentries-bylaws]. +acute executive action are addressed by our Steering Committee, which is +also the official interface between the HPC Carpentry community and +The Carpentries Executive Committee and Core Team. + +Unless otherwise specified, the style, governance, and rules of HPC Carpentry +default to [The Carpentries Bylaws][carpentries-bylaws]. Where the two are in +conflict, The Carpentries Bylaws take precedence. ## Charter of the HPC Carpentry Steering Committee From 1b94a1b453f9b6e2c835404225cb9e73a731ac98 Mon Sep 17 00:00:00 2001 From: Trevor Keller Date: Tue, 27 Jun 2023 10:09:44 -0400 Subject: [PATCH 4/4] Update Steering Committee list. --- pages/governance.md | 30 ++++++++++++++++++++++-------- 1 file changed, 22 insertions(+), 8 deletions(-) diff --git a/pages/governance.md b/pages/governance.md index c871f0e00..d45e968ed 100644 --- a/pages/governance.md +++ b/pages/governance.md @@ -17,8 +17,11 @@ conflict, The Carpentries Bylaws take precedence. ## Charter of the HPC Carpentry Steering Committee -Approval date: 2023-00-00 -Status: pending +Approval date +: 2023-07-00 + +Status +: pending ### Statement of Scope @@ -131,22 +134,33 @@ Toby Hodges, Director of Curriculum for The Carpentries ### Elected Members -The [last election](https://github.com/hpc-carpentry/coordination/issues/114) -concluded on 17 June 2022, with six unique voters. +The [last election][nominees23] concluded on 22 June 2023, with nine unique +voters, via [ElectionBuddy][election23]. Rohit Goswami separated from the +Steering Committee, and no additional community members were nominated. -| Member | Role | Elected | +| Member | Role | Term Began | | --- | --- | --- | | Trevor Keller | Co-chair | 2021-05-20 | | Andrew Reid | Co-chair | 2021-05-20 | | Alan O'Cais | Co-chair | 2021-05-20 | | Annajiat Alim Rasel | Co-chair | 2021-05-20 | | Wirawan Purwanto | Co-chair | 2021-05-20 | -| Rohit Goswamy | Co-chair | 2022-06-17 | #### Past Elections -The [first election](https://github.com/hpc-carpentry/coordination/issues/44) -concluded on 20 May 2021, with sixteen unique voters. +* The [2022 election][election22] concluded on 17 June 2022, with six unique + voters. The inaugural Committee members were all re-elected, + and Rohit Goswami was inaugurated. +* The [first election][election21] concluded on 20 May 2021, with sixteen + unique voters. The inaugural Steering Committee members were Alan O'Cais, + Andrew Reid, Annajiat Alim Rasel, Trevor Keller, and Wirawan Purwanto. + + + +[nominees23]: https://secure.electionbuddy.com/results/4565C4LKQ29G +[election23]: https://github.com/hpc-carpentry/coordination/issues/124 +[election22]: https://github.com/hpc-carpentry/coordination/issues/114 +[election21]: https://github.com/hpc-carpentry/coordination/issues/44