Template for the Working Group’s Charter#

The template provided here is a revised version of the Sample group charter provided by Collaborative Leader Network. WG conveners should use this document to discuss different aspects of their work, build a shared understanding of the ways of working and adapt this document for their respective WGs.

The Turing Way Working Group Charter: [GROUP’s NAME HERE]#

Purpose#

This section should articulate the purpose and needs co-developed by the WG.
It should also provide context for how the group intends to fulfil its purpose by addressing specific challenges and needs.

The [GROUP’s NAME HERE] is a collaborative space for WG members to prioritize challenges, create a roadmap, and openly share them on GitHub repositories (such as issues on The Turing Way main repo or a dedicated repo for the WG).

The WG keeps the project delivery team informed and invites their input or support when needed.

Additionally, the WG engages with the broader community, inviting their participation and feedback on their work. This includes selecting the best course of action in the projects the WG undertakes. The WG also considers alternatives suggested by WG members, community members, and the project delivery team in the context of community goals, current issues, concerns, and competing interests or preferences.

Roles and Responsibilities#

Structure of the WG#

Guidance and recommendations are provided in the chapter, <ch-working-groups-guidelines-roles>.

  • Chairs: [NAMES]

  • Documentarian: [NAMES]

  • Add other roles here

  • Delivery Team Contact: [NAME]

  • Members at large: [NAMES]

Describe the responsibilities of all roles following the guidance document.
Provide links to resources and additional information WG members should have access to.

Responsibilities for Chair and Co-Chairs:#

  1. Provide leadership for the WG, following the Code of Conduct and WG Charter to guide its direction and activities.

  2. Facilitate the WG’s work by organising and chairing meetings effectively.

  3. Ensure that responsibilities within the WG are distributed fairly among members.

  4. Ensure that the WG members are provided with timely information and remain accountable for their actions and decisions.

  5. Represent the WG in the community spaces and in conversations with The Turing Way leadership.

  6. Participate in meetings where representation from the WG in wider governance spaces is required.

  7. Relay feedback, announcements, and discussions from the leadership or The Turing Way delivery team to the WG.

  8. Identify a member from the WG to represent the group in meetings if unable to attend themselves.

Responsibilities for Documentarian:#

  1. Documenting and reporting on the logistical aspects of the group’s activities.

  2. Assist the chair in maintaining meeting schedules and ensuring timely proceedings.

  3. Note-taking during WG meetings and uploading notes to the designated repository, ensuring they are free from private or sensitive information.

  4. Communicate about the group’s activities in a transparent, open, and accessible manner to facilitate broader engagement.

  5. Maintain documentation regarding the distribution of duties, especially if shared among multiple individuals, in the WG’s repository.

Responsibilities for The Turing Way Delivery Team Contact:#

  1. Serve as a liaison between the WG and The Turing Way project delivery team to facilitate support when needed.

  2. Provide assistance with operational activities, and logistics, or work with the delivery team in advocating for resource allocation as required by the WG.

  3. Clarify the potential impact of WG decisions on the project and broader community, and ensure leadership involvement where necessary.

  4. Maintain open lines of communication and connection between the WG and the project delivery team.

Responsibilities of All Members of the WG:#

  • Provide specific expertise, including identifying emerging challenges and opportunities.

  • Review WG’s documentation and provide comments, such as on GitHub.

  • Attend WG meetings and prepare appropriately to contribute to the agenda, specifically those assigned to them.

  • Complete all necessary actions assigned prior to each meeting.

  • Support the distribution of information to other WG members after each meeting and gather information/feedback.

  • Articulate and reflect the interests of community members through community engagement.

  • Maintain a focus on the roadmap co-created with the WG members for the benefit of the broader community.

  • Contribute to the documentation of the WG and share them broadly in The Turing Way book.

  • Represent and share WG’s work, recommendations, and accomplishments in community spaces such as Collaboration Cafe, Community Forum

Guiding Principles#

  • The WG members establish clear roles and responsibilities (read guidelines in working-groups-guideline).

  • The WG chairs facilitate open and regular meetings to discuss agenda points invited from the WG members.

  • In areas where the WG has decision-making authority, members will strive to reach an agreement by consensus.

  • For decision-making related to agenda points or matters discussed in the WG, consensus-based recommendations and decisions are clearly communicated.

  • In matters where consensus within the WG is not met, the broader community is engaged via the WG’s GitHub repository in a meaningful way to evaluate the proposed recommendation or decision. Community members are invited through other communication channels to share their feedback by commenting on the GitHub issue.

  • Matters that affect the broader project and community are escalated to the project leadership and project delivery team to ensure their input on decision-making. Recommendations and decisions will be openly communicated.

  • All decisions and recommendations take into account the timeline and available resources to support the work.

  • If required resources are lacking, input and support from the project delivery team are sought before making the decision.

Reciprocity and Transparency in Decision-Making#

This section is developed using recommendations from the WG Guidelines.

Notes from how the WG operationalises reciprocity and transparency in decision-making.

Terms of Membership#

Community members agree to participate openly and responsibly until they are able to volunteer and stay involved in The Turing Way community.

Terms of different roles should be decided by the WG members and added here!

Specific positions will be open in the WG if the post holder:

  • steps down from their role

  • can no longer serve in their role

  • wants to take a break from their duty or leave the WG

In a case where a member’s position is declared vacant, the WG chairs will invite WG members to volunteer to fill the role or hold a formal process within the WG to fill the position, especially if more members are interested in filling limited positions.

Meetings and Communications#

Convening of Meetings#

  • Meetings are held at a time and platform chosen by the WG in the course of their work.

    • Provide current plans for meetings and point to the document where this information can be found.

  • [INSERT NUMBER] meetings will be held monthly unless communicated otherwise.

  • WG members will be informed of meetings through [Slack channel or direct emails].

    • The chairs will announce the details about an upcoming meeting and invite an agenda.

    • A shared document will be used to capture notes from the meeting.

  • Notes will be maintained and archived by the documentarian.

    • Provide a link to the folder where meeting notes are archived.

    • Some WGs may decide to record their meetings to allow members who are unable to attend the meeting to catch up asynchronously. Provide details here.

Communication#

  • Meetings will be advertised via the WG’s communication channels: [CHANNEL DETAILS (Slack channel or email)].

  • Project documents and announcements will be posted on the WG’s communication channels.

  • WG members should also use the WG’s communication channels to ask or share information.

  • Emails:

    • In emails to the WG members, chairs should be copied on all correspondence they should be aware of to ensure that everyone in the WG has the same information.

    • If chairs choose to open a dialogue via email, all WG members will be copied.

Conduct of Meetings#

  • Time, duration, frequency, and platform for the WG’s meetings will be identified through consensus in the WG.

  • Meetings will be open to all WG members and to the broader community.

  • It will be communicated if a meeting will be closed for invited members only.

  • Meetings will be facilitated by the chairs, and a documentarian will take notes.

  • In meetings outside the WG’s regular meeting, an informed member will be encouraged if the WG chairs cannot attend.

  • After all agenda items have been addressed, time will be provided for non-members in attendance to voice their opinions.

  • Meetings will end with a clear understanding of actions, expectations, and assignments for the next steps.

  • A documentarian will keep a record of meeting attendees, key issues raised, and actions required.

  • The previous meeting record and a meeting agenda will be forwarded to members of the WG before the next meeting. Any changes to the record of the past meetings shall be communicated in writing prior to or during the next meeting.

Meeting Ground Rules#

  • Chairs will communicate ground rules for how attendees contribute (like raising a physical or digital hand, or by writing on the shared notes or in the chat).

  • Chairs will also communicate any additional ground rules that the WG follows before the meeting starts and provide links to relevant resources in a shared document.

  • Some general etiquettes to follow:

    • Speak one at a time to avoid interrupting others.

    • Wait for the facilitator to indicate the next speaker/person speaking.

    • The facilitator may call on people who have not yet spoken before calling on someone a second time for a given subject.

  • Share the space – ensure that all members who wish to have an opportunity to speak are afforded a chance to do so.

  • Maintain a respectful tone toward all participants.

  • Listen to other points of view and try to understand other interests.

  • Share information openly, promptly, and respectfully.

  • If requested to do so, hold questions until the end of each presentation if planned during the meeting.

  • Support the documentarian in taking notes.

  • Ensure that notes taken are accurate.

Please refer to some more useful resources in the Organising Remote Meetings