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Subject: Subcommittee governance
DITA Technical Committee subcommittee governance
This document specifies the policies and expectations for subcommittees operating under the auspices of the DITA Technical Committee (TC).
This document establishes concrete policies and expectations for subcommittees. The TC is doing this to help subcommittees be more productive and to avoid the misunderstandings that can arise when expectations are informal.
Criteria for subcommittee creation
Several criteria must be met before the TC will vote to approve the creation of a subcommittee. A prospective subcommittee must have the following:
- A charter that explains the subcommittee's mission
- A chairperson who is a voting member of the TC
- At least one other subcommittee member who is affiliated with a different company
- A willingness to comply with all of the policies and expectations in this document
Criteria for remaining in good standing
The TC expects the following conditions to be met for a subcommittee to be in good standing with the TC:
- The chairperson shall maintain voting status on the TC.
- The subcommittee should have work in progress. Idle periods must not last more than six months.
- The subcommittee shall meet at least once a month when work is in progress
- Minutes for each subcommittee meeting must be posted in the subcommittee’s OASIS document repository (Kavi) before the next meeting occurs.
- The subcommittee shall report to the TC at least once a month when work is progress.
Policies affecting subcommittee chairpersons
The following policies affect subcommittee chairpersons. A subcommittee chairperson:
- Can be removed for any reason by a majority vote in the TC
- Is accountable to both the TC and the subcommittee
- Is responsible for keeping the subcommittee in good standing
- Must maintain voting status on the TC. A one month grace period is automatically in place for chairpersons who lose voting status. Beyond that, the TC is willing to consider extenuating circumstance. For example, a chairperson may live in a timezone that makes attending TC meetings impractical or a chairperson may have a persistent work-related conflict that coincides with TC meeting times. In such cases, the TC may agree to have the subcommittee represented by another subcommittee member who is also a voting member of the TC.
Deactivating and reactivated a subcommittee
A subcommittee can deactivate itself if no work is anticipated for six or more months. If a subcommittee believes that it will not be needed in the future, it should ask the TC to decommission the subcommittee. A deactivated subcommittee can reactivate itself providing it still meets all of the criteria for subcommittee creation.
Decommissioning a subcommittee
The TC should consider decommissioning a subcommittee under any of the following circumstances:
- The subcommittee requests it
- The subcommittee has been out of good standing for more than six months
- A deactivated subcommittee has been abandoned by its members and by its chairperson
Disposition of work products from decommissioned subcommittees
The TC should consider the following options for dealing with work products left by decommissioned subcommittees:
- Ousting the work product from OASIS control
- Appointing an advocate to service the work product
- Asking the OASIS DITA community for volunteers who would be interested in re instantiating the subcommittee by meeting the criteria for subcommittee creation
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