The Carpentries Committee Policy
See the definition of a committee according to the Bylaws.
This policy defines the process for making and approving committee proposals, and operational processes and the lines of communication to and from committees to ensure transparency, accountability and sustainability of committees’ activities.
A committee proposal should:
explain the need for or the context for the committee
explain why it should be an on-going/longer-term project
list aims and objectives of the committee.
Committee proposals can be submitted by creating an issue in the committees repository in The Carpentries GitHub or by emailing the proposal to the Core Team.
Committee proposals are reviewed and approved according to the following procedure:
Committee proposals by the Executive Council are approved implicitly
Committee proposals by the Core Team do not require a formal approval of the Executive Council and the Executive Council should only be informed
Committee proposals by community members need to be submitted to the Core Team. If the Core Team endorses and approves the proposal, the Executive Council is informed of this decision. If the Core Team feels that the proposal requires the Executive Council’s review, the Executive Director can bring the proposal to the Executive Council’s attention.
Upon approval, the committee is listed at The Carpentries website with a link to its public documentation.
The following are operational guidelines for committees. Each committee should:
Create the official committee charter, including the committee’s roles and responsibilities
Appoint the committee chair, and, optionally, a co-chair and identify term limits for chair/co-chair/standard 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 the committee meetings are held
Meeting notes (if appropriate)
Names of the current and past members including their roles
Name of the Core Team liaison person
Information on how to apply 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
Decision making process
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 the incident meetings are not)
Aim to host at least one community discussion per year to let the community know about the committee’s activities
Utilise other The Carpentries community communication pathways to engage with the community as needed
Prepare written reports to the Executive Council with an agreed frequency, e.g. quarterly, biannually or annually (the frequency of reporting can be adjusted by the Executive Council during the lifetime of the committee).
Templates for creating the committee documentation are available from the committees repository. It is recommended that the committee’s documentation is stored in a separate repository under The Carpentries GitHub. The Core Team can assist with creating such a repository upon the committee’s approval; if this is not possible, e.g. due to privacy reasons, the committee should decide where they will keep their public and internal documentation.
A committee will not undertake any of the following actions without obtaining approval of the Executive Council:
Any modifications to the Code of Conduct
Creation and/or release of position statements
Host Carpentries-branded events
Any modifications of The Carpentries logos (please refer to the Carpentries Logo Usage Policy for the approved ways of using the logos)
Launch an own fundraising campaign.
Note that the above list is not exhaustive. In the case of any ambiguity, committees should consult the Core Team (in the first instance) or the Executive Council to clarify if anything they plan to do requires approval.
A committee may naturally cease to function upon fulfilling its role, in which case the Executive Council should be notified. The Core Team may terminate committees that it had approved. Executive Council may terminate any committee at any time.
Past & Current Committees
Approved on 2022-12-02 by the Executive Council.
Approved on 2020-09-23 by the Executive Council.