The Carpentries Committee Guidelines
These guidelines provide the recommended process for creating committees to ensure transparency, accountability, and sustainability of committee activities.
A committee proposal should:
explain the need for or the context for the committee
explain why it should be an ongoing/longer-term committee
list the aims and objectives of the committee
Committee proposals do not require formal approval, though the Community Team should be informed of committee formation. Active committees are listed on The Carpentries website with a link to public documentation.
The following are recommended guidelines for committees. Each committee should:
Appoint a committee chair and, optionally, a co-chair and identify term limits for chair/co-chair/members
Request a Core Team member liaison to serve as a point of contact and (optionally) attend the committee meetings
Create a public space for the committee, including:
The committee’s charter
Contact information for the committee
Other public materials (if available)
Information on when committee meetings are held
Meeting notes (if appropriate)
Names of the current and past members, including their roles
Name of the Core Team liaison (if applicable)
Information on how to join the committee
Create internal documentation for operational procedures (which may also be made public), including:
Process for recruiting and/or selecting new members
Process for on-boarding new members
Process for off-boarding members
Succession plan for chair/co-chair
Maintain internal and public-facing communication:
Organise committee meetings (at least twice a year) and post meeting notes in a consistent location (meeting notes should be public unless the work of the committee requires them to remain private)
Post meetings in the community calendar. Note that meetings do not necessarily need to be open to public to attend even though they are added to the calendar - for example, the Code of Conduct Committee’s business meetings are public, but incident response meetings are not.
Aim to host at least one community discussion per year to share about the committee’s activities
Utilise other The Carpentries community communication pathways to engage with the community as needed
Templates for creating committee documentation are available from the committees repository.
A committee may naturally cease to function upon fulfilling its goals, in which case the Core Team should be notified.