From 675d833f5698ab01efcd815ee702ad3186d5f061 Mon Sep 17 00:00:00 2001 From: rabsqueen Date: Mon, 28 Sep 2026 11:23:01 +0100 Subject: [PATCH 1/4] docs(governance): add voting quorum policy for TeachLink --- Governance/policies/QUORUM.md | 28 ++++++++++++++++++++++++++++ 1 file changed, 28 insertions(+) create mode 100644 Governance/policies/QUORUM.md diff --git a/Governance/policies/QUORUM.md b/Governance/policies/QUORUM.md new file mode 100644 index 00000000..dc56d603 --- /dev/null +++ b/Governance/policies/QUORUM.md @@ -0,0 +1,28 @@ +# Governance/policies/QUORUM.md +# Voting Quorum Policy + +## 1. Overview +This policy establishes the voting quorum requirements for governance decisions, RFC approvals, core maintainer elections, and repository policy changes within TeachLink. Establishing a clear quorum ensures that decisions have sufficient backing from the community and core maintainers before being enacted. + +--- + +## 2. Quorum Thresholds +Quorum requirements vary depending on the scope and impact of the decision: +* **Standard Governance Proposals & Feature RFCs:** A minimum of **50% plus one** of active core maintainers must participate in the vote. +* **Core Maintainer Additions / Removals:** At least **75%** of active core maintainers must participate. +* **Constitutional or Policy Overhauls:** At least **66%** of active voting members must participate. + +--- + +## 3. Measurement of Quorum +* **Eligible Voters:** Defined as active contributors holding maintainer or voting status at the time the vote is officially opened. +* **Participation Calculation:** Quorum is measured by the total number of cast votes (including affirmative (`Yes`), negative (`No`), and formal abstentions (`Abstain`)) relative to the total number of eligible voters. +* **Approval Requirement:** In addition to meeting quorum, a proposal passes if it achieves a simple majority (or supermajority where specified) of non-abstaining votes. + +--- + +## 4. Procedure When Quorum Is Not Met +If a voting period closes and the required quorum threshold has not been reached: +1. **Extension:** The voting window is automatically extended once by an additional 72 hours. +2. **Notification:** Maintainers are notified via communication channels (e.g., issue/PR comments or governance meetings). +3. **Deferral:** If quorum remains unmet after the extension period, the proposal is marked as **Defeated due to Lack of Quorum** and must be revised or re-proposed in a subsequent governance cycle. \ No newline at end of file From 2424ae0cb674559864f18bc1068e26b2c5582aae Mon Sep 17 00:00:00 2001 From: rabsqueen Date: Mon, 28 Sep 2026 11:23:46 +0100 Subject: [PATCH 2/4] docs(governance): add working group formation process for TeachLink --- .../processes/WORKING_GROUP_FORMATION.md | 29 +++++++++++++++++++ 1 file changed, 29 insertions(+) create mode 100644 Governance/processes/WORKING_GROUP_FORMATION.md diff --git a/Governance/processes/WORKING_GROUP_FORMATION.md b/Governance/processes/WORKING_GROUP_FORMATION.md new file mode 100644 index 00000000..d11cd505 --- /dev/null +++ b/Governance/processes/WORKING_GROUP_FORMATION.md @@ -0,0 +1,29 @@ +# Governance/processes/WORKING_GROUP_FORMATION.md +# Working Group Formation Process + +## 1. Overview +Working Groups (WGs) are focused, temporary or ongoing sub-teams dedicated to specific domains within TeachLink (e.g., Curriculum Design, Core Infrastructure, Accessibility, Security). This document defines the formal lifecycle and process for proposing, chartering, and operating a Working Group. + +--- + +## 2. Proposal Phase +To propose a new Working Group, a contributor or maintainer must submit a formal Working Group Proposal via a pull request adding a charter document under the `Governance/working-groups/` directory. The proposal must include: +* **Name & Mission:** A clear title and concise description of the group's scope and objectives. +* **Lead / Chair:** Designated initial lead(s) responsible for organizing meetings and reporting progress. +* **Initial Members:** A minimum of 3 committed participants from at least 2 distinct organizations or contributor groups. +* **Communication Channels:** Proposed sync meeting frequency, issue tracking labels, or chat channels. + +--- + +## 3. Approval Requirements +* **Review Period:** The proposal PR must remain open for public comment and peer review by core maintainers for a minimum of **7 calendar days**. +* **Approval Threshold:** Approval requires consensus among core maintainers or a successful majority vote adhering to the [Quorum Policy](../policies/QUORUM.md). +* **Charter Ratification:** Upon approval, the working group is officially chartered, and its directory is merged into the main repository. + +--- + +## 4. Initial Deliverables +Within 60 days of official formation, a newly chartered Working Group must deliver: +1. **Roadmap & Objectives:** An initial scope of work with milestone targets for the current release or quarter. +2. **Meeting Cadence:** Established recurring public syncs with published meeting notes. +3. **Point of Contact:** Active communication handles for community members seeking guidance or collaboration. \ No newline at end of file From 4cda90e4fba54b32b87dc65316d7d8d0a612329f Mon Sep 17 00:00:00 2001 From: rabsqueen Date: Mon, 28 Sep 2026 11:24:21 +0100 Subject: [PATCH 3/4] docs(governance): add working group charter template for TeachLink --- Governance/templates/WORKING_GROUP_CHARTER.md | 38 +++++++++++++++++++ 1 file changed, 38 insertions(+) create mode 100644 Governance/templates/WORKING_GROUP_CHARTER.md diff --git a/Governance/templates/WORKING_GROUP_CHARTER.md b/Governance/templates/WORKING_GROUP_CHARTER.md new file mode 100644 index 00000000..77fda447 --- /dev/null +++ b/Governance/templates/WORKING_GROUP_CHARTER.md @@ -0,0 +1,38 @@ +# Governance/templates/WORKING_GROUP_CHARTER.md +# Working Group Charter Template + +> **Instructions:** Copy this template when proposing a new Working Group under `Governance/working-groups/`. Fill out all sections completely before submitting for maintainer review. + +--- + +## Working Group Name: [Insert Working Group Name] + +### 1. Mission & Scope +* **Mission:** Provide a clear, one-sentence statement describing the purpose of this Working Group. +* **Scope:** Detail what falls *within* the scope of this group and, equally importantly, what is *out of scope*. + +### 2. Leadership & Initial Members +* **Group Lead(s) / Chair:** + * Name / Handle: + * Primary Contact: +* **Initial Members:** + * Member 1 (Name / Affiliation) + * Member 2 (Name / Affiliation) + * Member 3 (Name / Affiliation) + +### 3. Deliverables & Milestones +* **Phase 1 (0–30 Days):** Setup communication channels, define initial backlog, and establish recurring meeting cadences. +* **Phase 2 (30–90 Days):** Primary deliverables expected (e.g., draft specifications, code modules, documentation updates). +* **Ongoing Deliverables:** Regular progress updates, maintenance of assigned domain areas, and community support. + +### 4. Meetings & Collaboration +* **Meeting Frequency:** (e.g., Bi-weekly on Tuesdays at 14:00 UTC) +* **Collaboration Channels:** (e.g., GitHub issues with label `wg-[name]`, dedicated chat channel) +* **Meeting Notes Location:** Link to public meeting notes repository or folder. + +### 5. Sunset Clause & Dissolution +* **Active Duration:** This charter is valid for **12 months** from the date of approval, after which it must be reviewed and re-chartered by core maintainers. +* **Dissolution Conditions:** A Working Group may be dissolved if: + 1. Its core objectives have been successfully completed and integrated into the main project. + 2. Inactivity or lack of quorum persists for more than 90 consecutive days. + 3. The core maintainers vote to sunset the group due to shifting project priorities. \ No newline at end of file From f9026db51463ab3f51824f2edd3136b1078cd97c Mon Sep 17 00:00:00 2001 From: rabsqueen Date: Mon, 28 Sep 2026 11:24:55 +0100 Subject: [PATCH 4/4] docs(governance): add meeting minutes template for TeachLink --- Governance/templates/MINUTES_TEMPLATE.md | 59 ++++++++++++++++++++++++ 1 file changed, 59 insertions(+) create mode 100644 Governance/templates/MINUTES_TEMPLATE.md diff --git a/Governance/templates/MINUTES_TEMPLATE.md b/Governance/templates/MINUTES_TEMPLATE.md new file mode 100644 index 00000000..18e348ee --- /dev/null +++ b/Governance/templates/MINUTES_TEMPLATE.md @@ -0,0 +1,59 @@ +# Governance/templates/MINUTES_TEMPLATE.md +# Meeting Minutes Template + +> **Instructions:** Use this template to record official meeting minutes for core maintainer syncs, working group meetings, and governance discussions. Publish the completed minutes within 48 hours of the meeting conclusion. + +--- + +## Meeting Details +* **Meeting Name / Working Group:** [Insert Group Name or Maintainer Sync] +* **Date:** [YYYY-MM-DD] +* **Time:** [HH:MM UTC] +* **Facilitator:** [Name / Handle] +* **Scribe:** [Name / Handle] +* **Meeting Recording / Link:** [URL or "N/A"] + +--- + +## Attendees +* [Attendee Name / Handle] (Organization / Role) +* [Attendee Name / Handle] (Organization / Role) +* **Regrets:** [List absent members who provided notice] + +--- + +## Agenda +1. [Agenda Item 1: e.g., Milestone Review] +2. [Agenda Item 2: e.g., RFC-004 Discussion] +3. [Agenda Item 3: e.g., Open Floor / Q&A] + +--- + +## Discussion Notes +### 1. [Agenda Item 1] +* Summary of key points discussed, arguments raised, and technical feedback shared. +* Note any dissenting opinions or important design trade-offs considered. + +### 2. [Agenda Item 2] +* Summary of key points discussed. + +--- + +## Decisions Made +> *Record all formal consensus items, policy agreements, or votes taken during the session.* +* **Decision 1:** [Clear description of what was decided, e.g., "Approved RFC-004 with modifications regarding rate limiting."] + * *Voting Outcome / Consensus:* [e.g., Unanimous consensus among 5 present maintainers] + +--- + +## Action Items +> *List concrete tasks assigned during the meeting, including an owner and target deadline.* +* [ ] **[Task Description]** — **Owner:** @handle — **Due:** YYYY-MM-DD +* [ ] **[Task Description]** — **Owner:** @handle — **Due:** YYYY-MM-DD + +--- + +## Publishing Instructions +1. Save the completed markdown file under `Governance/minutes/YYYY/` (or within the specific Working Group's subdirectory). +2. Name the file using the format: `YYYY-MM-DD-[topic-or-group-name].md`. +3. Submit a pull request or push directly to the repository branch according to maintainer contribution guidelines. \ No newline at end of file