Wikimedia Foundation elections committee/Roles
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The Board Elections is a time consuming process, involving coordination of the Board (depending on the level of decisions it may be Governance Committee or Board Selection Task Force), Elections Committee, and supporting staff. The table below is illustrating the most usual tasks, and establishes accountable groups, and roles of each involved party in the process organisation.
The table was created using RACI Model (Responsible, Accountable, Consulted, Informed). The legend to the roles is below.
ROLES | DESCRIPTION |
Responsible | The person or group who actually carries out the process or task and is responsible for getting the job done. |
Accountable | The person or group who is ultimately accountable for the process or task, the decision-maker. |
Consulted | People who are not directly involved in carrying out the task but are consulted beforehand or after (stakeholder or subject matter expert). |
Informed | Those who receive output from the process or task, or who need to stay informed along the way. |
Roles & Responsibilities
[edit]Category | Task | Roles | Notes | |||||||
---|---|---|---|---|---|---|---|---|---|---|
Responsible | Accountable | Consulted | Informed | |||||||
Timeline | Set target date for the end of the election | Staff | Board of Trustees | Elections Committee | ||||||
Timeline | Determine election timeline specifics (including if changes are necessary/requested) | Staff | Elections Committee | Board of Trustees | ||||||
Timeline | Publish communications about timeline updates and changes | Staff | Elections Committee | Board of Trustees | ||||||
Candidacy | Design candidacy process | Staff | Elections Committee | Board of Trustees | ||||||
Candidacy | Draft call for candidates | Staff | Elections Committee | Board of Trustees | ||||||
Candidacy | Post call for candidates | Staff | Elections Committee | Board of Trustees | ||||||
Candidacy | Determine candidacy eligibility criteria | Staff | Staff | Elections Committee | Board of Trustees | Just legal requirements. | ||||
Candidacy | Verify candidate identities | Staff | Elections Committee | Board of Trustees | ||||||
Candidacy | Verify candidate eligibility | Elections Committee | Elections Committee | Board of Trustees | Staff | |||||
Candidacy | Create information form for candidates to fill out | Staff | Elections Committee | Board of Trustees | ||||||
Outreach | Draft CentralNotice banners | Staff | Elections Committee | Board of Trustees | ||||||
Outreach | Publish CentralNotice banners | Staff | Staff | Elections Committee | Board of Trustees | |||||
Outreach | Draft emails to voters | Staff | Elections Committee | Board of Trustees | ||||||
Outreach | Send emails to voters | Staff | Staff | Elections Committee | Board of Trustees | |||||
Outreach | Determine list of communities to send targeted communications | Staff | Elections Committee | Board of Trustees | ||||||
Outreach | Send targeted communications to individual communities | Staff | Staff | Elections Committee | Board of Trustees | |||||
Volunteers | Recruit election volunteers | Staff | Elections Committee | Board of Trustees | Dependent on decision by EC if and what additional volunteers to recruit | |||||
Volunteers | Coordinate with election volunteers | Staff | Elections Committee | Board of Trustees | Elections Committee is the group that designs the facilitation plan | |||||
Communications | Draft communications | Staff | Elections Committee | Board of Trustees | ||||||
Communications | Review and approve communications | Elections Committee | Elections Committee | Staff | Board of Trustees | |||||
Communications | Translate election messages | Staff | Staff | Elections Committee | Board of Trustees | |||||
Communications | Keep Meta-Wiki up-to-date with election information | Staff | Staff | Elections Committee | Board of Trustees | |||||
Communications | Monitor Meta-Wiki for questions and feedback | Staff | Staff | Elections Committee | Board of Trustees | By monitoring, we mean keeping track of whether a response have been given, how long someone been waiting etc. | ||||
Communications | Monitor wikimedia-l for questions and feedback | Staff | Staff | Elections Committee | Board of Trustees | |||||
Communications | Monitor Elections Committee mailing list for questions and feedback | Staff | Elections Committee | Board of Trustees | ||||||
Communications | Moderation of the Elections Committee mailing list | Staff | Staff | Elections Committee | Board of Trustees | Consulted means Committee also have technical capability to do so if they wish. | ||||
Communications | Respond to questions about the Board of Trustees of Trustees | Elections Committee | Board of Trustees | Staff -> Elections Committee -> Board of Trustees of Trustee escalation | ||||||
Staff | ||||||||||
Communications | Respond to questions about the election process | Staff | Elections Committee | Board of Trustees | Simple questions staff can answer, Accountable is who to escalate to | |||||
Communications | Respond to questions by the candidates | Staff | Elections Committee | Board of Trustees | ||||||
Communications | Create a service-level agreement | Elections Committee | Elections Committee | Board of Trustees | Staff | Include standard response time and protocols | ||||
Evaluation | Determine minimum criteria for candidates | Board of Trustees | Board of Trustees | Elections Committee | Staff | Like knowing English | ||||
Evaluation | Determine candidate expected qualification | Board of Trustees | Board of Trustees | Staff | Elections Committee | Like product experience | ||||
Evaluation | Check candidacy eligibility criteria | Staff | Staff | Elections Committee | Board of Trustees | Minimum eligibility criteria (e.g. no criminal history) | ||||
Evaluation | Check minimum criteria for candidates | Elections Committee | Elections Committee | Board of Trustees | Staff | e.g. English knowledge | ||||
Evaluation | Managing the process to shortlist canditates | Staff | Elections Committee | Board of Trustees | ||||||
Evaluation | Choosing the shortlisted candidates | Elections Committee | Elections Committee | Board of Trustees | Staff | The affiliates should probably be responsible. | ||||
Campaigning | Determine campaigning rules | Elections Committee | Elections Committee | Board of Trustees | Staff | |||||
Campaigning | Enforce campaigning rules | Elections Committee | Staff | Elections Committee | Board of Trustees | Staff can help with drafting messages to candidates, but the Elections Committee should send the messages | ||||
Campaigning | Determine questions for candidates to answer | Elections Committee | Elections Committee | Board of Trustees | Staff | |||||
Campaigning | Schedule official campaign events (e.g., conversations with candidates) | Staff | Elections Committee | Board of Trustees | ||||||
Voting | Determine voter eligibility criteria | Elections Committee | Elections Committee | Board of Trustees | Staff | Board of Trustees should be consulted if there are any proposed changes from past criteria | ||||
Voting | Generate the voter list | Staff | Elections Committee | Board of Trustees | ||||||
Voting | Review voter eligibility requests | Staff | Elections Committee | Board of Trustees | ||||||
Voting | Determine voting platform | Staff | Elections Committee | Board of Trustees | ||||||
Voting | Implement SecurePoll updates | Staff | Staff | Elections Committee | Board of Trustees | SecurePoll is a stand-in for the technical voting platform. | ||||
Voting | Manage votewiki accounts and rights | Staff | Staff | Elections Committee | Board of Trustees | |||||
Voting | Set up the election on votewiki | Staff | Staff | Elections Committee | Board of Trustees | |||||
Voting | Determine voting method (STV, etc.) | Elections Committee | Elections Committee | Board of Trustees | Staff | |||||
Results | Scrutinize votes | Elections Committee | Elections Committee | Staff | Board of Trustees | Ideally, staff would just be consulted—in practice, staff has been responsible. Changing that would depend on the platform and skill training of the committee members. | ||||
Results | Tally vote results | Elections Committee | Elections Committee | Staff | Board of Trustees | Ideally, staff would just be consulted—in practice, staff has been responsible. Changing that would depend on the platform and skill training of the committee members. | ||||
Results | Verify vote results | Elections Committee | Staff | Elections Committee | Board of Trustees | Staff is responsible for independently verifying the results | ||||
Results | Announce vote results | Elections Committee | Staff | Elections Committee | Board of Trustees |