Preface
Special Interest Groups (SIGs) gather the community that works on a domain specific problem and aims to create an environment for open discussion, document co-creation and solution proposals. SIGs cut through a vertical trying to address problems specific to that particular community. Special Interest Groups are overlooked by LF Edge Governing Board Strategic Planning Committee (SPC). Anyone in the community should feel empowered to propose a new Special Interest Group as long as they can find at least 5 interested initial contributors, from 4-5 organizations.
Introduction
This proposal outlines the process for establishing and running LF Edge special interest groups. We begin with an application form for a new SIG, to be reviewed by the SPC. Then we define the standard process that all SIGs are expected to follow. It ends with the steps necessary after a SIG is approved.
Vision
The Special Interest Groups (SIGs) are initially targeting industry verticals, but are not limited in scope to only cover industry verticals.
Special Interest Group Application
The special interest group will create a charter utilizing the following application. Items that are italicized should be added by the person proposing the new special interest group. You can find an online version of this form at: Google Forms Link.
Special Interest Group Title
Please provide a title, generally of the form “Something Something SIG”.
Introduction
Please provide an introduction that addresses why the SIG is required and what are the main goals and objectives of the group.
Scope
Please provide the scope and audience of the SIG. Also, include items that are not within the scope of this SIG. It’s important to define the boundaries, to ensure a well-focused SIG.
Work Products
The anticipated initial work products will include (but is not limited to):
Please list the work products that the group expects to initially focus on, such as white papers, use cases, case studies, or a face to face event. Ideally, these are measurable work products that help the Strategic Planning Committee assess whether the SIG is making progress. SIGs are not generating code. They are feeding input back to the Projects.
Collaborators (other groups)
Please provide any specific groups or projects that this SIG will immediately collaborate with.
Interested Parties
The following individuals have already expressed an interest in joining this SIG, and we hope they will become contributors over the first year:
List of interested parties listed with their consent, including name, association, and optionally email addresses
Proposed Chair
The following individual has volunteered to serve as the initial Chair of the SIG:
Usually this is the person who has been most active in encouraging the development of the SIG. The Chair will kick off the discussions and work products, as well as, manage the tone and cadence of conversations. The Strategic Planning Committee will appoint a chair along with the approval of the SIG. A Vice Chair may also be named to work alongside the Chair.
Process of the Group
Participation is open to everyone in the community. Meetings will be held weekly, bi-weekly, or monthly (as determined by the Chair) via teleconference. When needed, a task force can be created and have separate working sessions to discuss specific work items. The Group is under the supervision of the LF Edge Strategic Planning Committee (SPC) and supported by LF Staff for all matters that require governance or approval.
Chair Term
The Chair of the SIG will serve for as long as they still want to lead the SIG, unless the SPC determines a need for new elections. At which point, they will inform the SPC of their desire to step down from the position. The SPC will then appoint another chair with input from the community and existing chair.
Transparency
Meeting details, meeting notes, and documentation shall be made publicly available. The following proposed items will be created:
Wiki
Mailing List
Chat channel on LF Edge's Slack
Meeting Recordings posted to the Wiki
Amendments
Changes to the charter may be proposed by active group members and, if it obtains a rough consensus as determined by the Chair, can be brought forward to Strategic Planning Committee (SPC).
Quarterly Reports
Every quarter, SIGs must submit a report to the SPC. The report must be submitted according to the schedule outlined for the SIG. The report must contain information about what was accomplished in the previous quarter and the plans for the next quarter. After posting the report on the SIG's wiki, the chair is responsible for scheduling a call to do a readout. The Chair will send an email to the TAC informing them where the update can be found. The Governing Board will be updated by the SPC on the state of health of all SIGs.
Disbanding
Should the scope reach completion or conversely the traffic on the various conversation forums and the teleconference activity wither to very low levels, then the Chair of the SIG may ask the SPC to disband the SIG.
Running the Working Group
Responsibilities of a Chair
The chair is responsible for the following items:
Sending agendas for meetings to maximize productivity
Ensuring that minutes are taken, including capturing the list of participants. This does not mean that they will be responsible for taking the minutes, but rather that someone is taking the minutes
Leading the meeting
Sending out cancellation notices prior to the meeting
Ensuring that SIG updates are uploaded to the SIG's wiki and sent on a quarterly basis to the Strategic Planning Committee, followed by a call to discuss the progress. An email with the update is sent out to the TAC mailing list.
Facilitating the group and helping ensure that the goals and objectives are set
Enforcing the SIG's adherence to the LF Edge Code of Conduct
Minutes
Minutes for each meeting should be noted and accessible from the SIG's wiki page on wiki.lfedge.org. Members of the SIG will need to decide who will take notes.
Agendas
In advance of every meeting, the Chair should send out an agenda to both the SIG's Chat Channel and Mailing List to ensure that attendees know what will be discussed.
Cancelling a Meeting
Meetings are placed on the Groups.io calendar. To ensure that the meeting can be removed, please remove the meeting using list moderator privileges, or send an email in advance of the meeting to SIG@lfedge.org. In addition, please notify the SIG’s mailing list and chat channel. As a courtesy, any cancellations or changes in the meeting schedule are requested at least 24 hours in advance.
Scheduling/Changing a Meeting Time
Chairs are encouraged to poll the active SIG members, leveraging tools such as Doodle when needed, to ensure the scheduled meeting time maximizes participation in the SIG.
After Approval of SIG
When a new SIG gets approved, LF Edge staff will help facilitate the following:
Set up real-time chat channel for the SIG. Channel should be named #{SIG-name}-wg.
Set up the mailing list(s) for the SIG.
Set up a Wiki Space for the SIG.
Set up a schedule for the SIG's quarterly updates.
Send Welcome Email Template
Send out a calendar invite to the mailing list.