Affiliations Committee/Resolutions/Disengagement policy for Affiliations Committee Members

Disengagement policy for Affiliations Committee Members was passed by the Affiliations Committee in May 2020.

Dealing with AffCom Disengagement

Whereas

1. The Affiliations Committee has clearly defined and communicated expectations for member engagement to all members current and future;
2. At present, the engagement and activity expectations for Affiliations Committee members are clearly defined and communicated and carefully tracked;
3. The Affiliations Committee has worked to identify and document a process for collaborative enforcement of shared expectations, including steps for communicating about, and resolving, failures to meet minimum requirements for full engagement.

Therefore be it resolved that

The Affiliations Committee hold shared expectations for committee member engagement in the duties of the Affiliations Committee and plan to enforce these expectations following existing data monitoring through the process outlined below.

Basic Monitoring

AffCom staff liaisons maintain task and meeting participation tracking systems. AffCom staff liaisons and officers will track and monitor committee engagement each month to watch for general trends and meeting shared expectations. Expectations for engagement will be shared in updates each monthly call to remind folks of the leave of absence policy to also prevent unintended penalization for needed times of absence so long as they are communicated in advance.

Engagement in meetings, voting, and tasks will be monitored monthly and at the point which any member should:

(A) miss a monthly call without reviewing the minutes to stay informed.

(B) miss voting on a resolution (i.e., voting on suspensions/revocations, Chapter/ThOrg recommendations, elections, and/or regional travel support proposals) in any given quarter, OR

(C) dropping below the minimum task completion threshold of at least 10 assigned tasks per month with a 70% or higher completion rate.

The officers will be tasked with initial intervention steps to reach out to the member after the first month’s disengagement without communications and again at the second occurrence as outlined in the detailed notes.

Final Intervention

Should the issue persist to the threshold of (A) missing three calls without follow-up, (B) three resolution votes, OR (C) failure to improve in task engagement in next month, the issue of member disengagement will progress to the final intervention stage. Upon reaching the ultimate thresholds for "disengagement" the committee Vice Chair will reach out to ask the member to step down. Should the member wish to step down, if appropriate, they may have the bandwidth to be a viable committee advisor and this should always be considered in the communications and decision-making. This option also allows for a member to gracefully exit their position by managing their exit and communications without the disengagement issue coming to full committee vote.

Should the member not wish to step down, the Vice Chair must draft a resolution on the AffCom wiki and task all members to vote at that time.

Should a disengaged member not be voted out by the majority of the committee, the member will trigger new intervention communications and potential dismissal each following demonstration of disengagement.

At times when the member feels they won’t be able to devote the required time to committee tasks, they can step down from the position and can consider applying for membership in the future.

Member Commitment

Following the acceptance of this policy as resolution each member will sign a commitment form on the private AffCom wiki to endorse their commitment to these expectations and process.