How the chapter works/Board approvals: Difference between revisions

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This is one of what will be a number of pages explaining how Wikimedia UK operates. This page covers the various types of approval that the Board gives to pieces of text. (The actual business of approvals of members is covered elsewhere: see [[Membership/Process]].)
This page explains the processes used by Wikimedia UK to approve various pieces of text, from the constitution and policies to blog posts and press releases. It is written for the guidance of board members, staff members and supporters of the chapter.


==Routes==
==Categories==


There are various routes to approval, including but perhaps not restricted to the following:
There are five categories of approval, as follows:


{|border=1
{|border=1 class="wikitable"
!Route
!Approval
!Comments
!Description
!Typical examples
!Examples
|-
|-
|Majority
|Two thirds majority of members
|Vote of the Board to approve or not.
|The core [[constitution]]
|Used for past minutes at the Board meetings, after changes that may be made in real time. Used for press releases.
|[[Articles of Association]]
|-
|-
|Two-star (**)
|Majority of board members
|72 hours notice of text to office list, and one Board member must positively approve.
|[[Article]] 28 Rules
|Current mechanism for the wiki version of newsletter.
|[[Conflict of Interest policy]]
|-
|-
|One-star (*)
|One board member +72 hours notice
|24 hours notice of text to office list, and one Board member must positively approve.
|text is provided to all board members, with opportunity to object
|Current mechanism for blog postings. In that case the Board member approving may be the author or poster.
|[[Newsletter]].
|-
|-
|Delegated
|One board member +24 hours notice
|No approval needed.
|text is provided to all board members, with opportunity to object
|Member renewal messages.
|[[Blog]] posts / press releases.
|-
|Individual(s) with delegated authority
|Delegated person(s)
|Member renewal messages; guidelines
|}
|}


==Mechanisms, places and version control==
==Drafting==
 
The default mechanism for version control would be a wiki page either on this wiki or the office wiki (possibly with a transfer of a draft from the office wiki here). This offers known advantages:
 
*all versions are in the history;
*all edits may be commented;
*the Talk page can be used.
 
Particularly, there is just one version active at a given moment. On the other hand, discussion is often going on via an email list. There are therefore three main candidates for mechanism:


*wiki-style;
Depending on the text, drafting may take place either on a wiki page or by email.
*onlist (with competing versions and merging);
*onlist with feedback to X and iteration (i.e. X is tasked with incorporating comments into new versions).


==Deadlines==
The advantage of using a wiki is:


Certain pending approvals have identifiable deadlines, but others are open-ended.
* easier to edit the text
* all versions are in the history
* all edits may be commented
* the Talk page can be used
* drafts can be made in public (on this wiki) if appropriate, or in private (on the internal or office wikis)


==Tabulation==
The advantages of using email are:


{|border=1
* a single person keeps ownership of the final text
!Area
* board members are prompted to respond
!Route
* board members don't need web access to respond
!Comments
|-
|Minutes
|Majority
|The preliminary text is posted here in draft (unofficial); and after 24 hours is citculated to the office list. The minutes become official only after their approval at a Board meeting.
|-
|Guidelines to staff
|Majority
|Wiki mechanism; edits should reflect the current Board view but do not require formal decisions.
|-
|Press releases
|Majority
|Typically: onlist, feedback to the Head of PR, may have outside involvement in drafting. Usually a tight deadline.
|-
|Newsletter, wiki version
|**
|
|-
|Newsletter, PDF version
|???
|Teething troubles.
|-
|Newsletter, mailing out to members
|*
|
|-
|Blog posting
|*
|For quicker approvals a Board majority is another route.
|-
|OTRS replies
|Delegated subject to a guideline
|No approval usually necessary, but certain topics must be referred to the Board directly, press mails must be forwarded to the Head of PR, and some officer business should be forwarded.
|-
|Membership renewals
|Delegated
|
|-
|Membership approvals messages
|Delegated
|Implementation after Board decision on approvals.
|-
|Reports
|Unknown
|Two pending, probably majority vote with feedback to drafter.
|}
 
==Pending==
 
{|border=1
!Item
!Timescale
!Comments
|-
|Annual Report
|AGM?
|
|-
|Kickstart report
|WMF deadline 31 December
|Drafting
|-
|Newsletter (December)
|Open-ended
|All three versions need approvals.
|-
|Minutes
|January Board meeting
|Posted on UK wiki in draft at [[Minutes 7Dec10]].
|}

Latest revision as of 11:09, 31 December 2010

This page explains the processes used by Wikimedia UK to approve various pieces of text, from the constitution and policies to blog posts and press releases. It is written for the guidance of board members, staff members and supporters of the chapter.

Categories

There are five categories of approval, as follows:

Approval Description Examples
Two thirds majority of members The core constitution Articles of Association
Majority of board members Article 28 Rules Conflict of Interest policy
One board member +72 hours notice text is provided to all board members, with opportunity to object Newsletter.
One board member +24 hours notice text is provided to all board members, with opportunity to object Blog posts / press releases.
Individual(s) with delegated authority Delegated person(s) Member renewal messages; guidelines

Drafting

Depending on the text, drafting may take place either on a wiki page or by email.

The advantage of using a wiki is:

  • easier to edit the text
  • all versions are in the history
  • all edits may be commented
  • the Talk page can be used
  • drafts can be made in public (on this wiki) if appropriate, or in private (on the internal or office wikis)

The advantages of using email are:

  • a single person keeps ownership of the final text
  • board members are prompted to respond
  • board members don't need web access to respond
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