Difference between revisions of "Roster Role"

Latest revision as of 15:49, 4 March 2008

The composition of Committees is described in Section 9.2 of the Principles of Governance Document

Cochairs are elected by the committee and retain the rights of voting members
Secretary is assigned to the committee by the sponsoring organization/secretariat and does not vote
Primary representatives are appointed to committees by their IHE Member Organization
Alternate representatives are appointed to committees by their IHE Member Organization

Observers should not appear in the Roster due to their temporary status. They are welcome to attend but do not vote or count toward quorum, and must be admitted by the co-chair.

Voting Privileges are exercised by the Primary representative, or if they are absent, by one of their alternates.

Members with active Voting Privileges may vote and count towards quorum.

Membership in IHE is by organization (e.g. Company, Professional Society, University, Hospital, etc.) who submit applications to the IHE Board.

IHE Member Organizations wishing to be represented on any relevant Committees should have their Primary IHE Representative (as indicated on their IHE Membership application) should contact the secretary and/or cochairs of the committee in question and provide the name of a Primary Representative and optionally one or more Alternates.

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-As described in the Governance Document, (See Section 9 for details)
+The composition of Committees is described in Section 9.2 of the '''[http://www.ihe.net/governance/ Principles of Governance Document]'''
-* Committee participation is open and voluntary, but participants must take part regularly in committee meetings and teleconferences and perform committee assignments.
-* [[Domain Planning Committee Cochair|'''Cochairs''']] are elected by the committee and retain the rights of voting members
-* '''Secretary''' is assigned to the committee by the sponsoring organization/secretariat
-* Membership in IHE is by organization (e.g. Company, Professional Society, University, Hospital, etc.) who submit applications to the IHE Board
+* '''Cochairs''' are elected by the committee and retain the rights of voting members
-* '''Voting''' representatives (and '''alternates''') are assigned by IHE Members to relevant domain and deployment committees
+* '''Secretary''' is assigned to the committee by the sponsoring organization/secretariat and does not vote
-* If no voting or alternate representatives of an IHE Member are present for three consecutive meetings where a vote is taken, their status changes to Non-voting.
+* '''Primary''' representatives are appointed to committees by their IHE Member Organization
-* '''Non-voting''' representatives return to voting/alternate status upon attending their second consecutive meeting
+* '''Alternate''' representatives are appointed to committees by their IHE Member Organization
-* '''Observers''' are welcome but do not vote or count toward quorum, and must be admitted by the co-chair.  Due to their temporary status, they should not appear in the Roster.
+* '''Observers''' should not appear in the Roster due to their temporary status.  They are welcome to attend but do not vote or count toward quorum, and must be admitted by the co-chair.
-{| style="width:85%" border="1" cellpadding="3"
+'''[[Voting Privileges]]''' are exercised by the Primary representative, or if they are absent, by one of their alternates.
-! Roster Status   !! Description                                                   !! Voting & Quorum
-|-
-| Co-chair        || A member representative elected to the position of co-chair   || Yes
-|-
-| Secretary       || A sponsor representative appointed to facilitate Committee Activity  || No
-|-
-| Voting          || A representative of a member in good-standing                 || Yes
-|-
-| Alternate       || An alternate representative of a member in good-standing      || Yes if Voting rep is absent
-|-
-| Non-voting      || A representative of a member with lapsed attendance           || No
-|-
-| Liaison         || A designated representative from another IHE Domain or Region || (Yes?)
-|-
-|}
+Members with active Voting Privileges may vote and count towards quorum.
-==Attendance and Voting FAQ==
+Membership in IHE is by organization (e.g. Company, Professional Society, University, Hospital, etc.) who submit applications to the IHE Board.
-===Q. What causes my voting rights to lapse?===
+[[IHE Member Organizations]] wishing to be represented on any relevant '''[[Committees]]''' should have their Primary IHE Representative (as indicated on their IHE Membership application) should contact the secretary and/or cochairs of the committee in question and provide the name of a Primary Representative and optionally one or more Alternates.
-Missing three meetings in a row.
-===Q. How do I get them back?===
-Attend two meetings in a row.  You may vote at the second meeting.
-So if you skip three meetings then attend two, then out of those
-five meetings you will not have voting privileges at one of them (#4).
-You will have had voting privileges at four of the meetings.  Of
-course you chose not to show up for three of them, but you had
-privileges.
-===Q. What if I skip every other meeting?===
-You will have voting privileges at every meeting.
-===Q. What if I carefully attend only one in three meetings?===
-You will have voting privileges at every meeting.
-===Q. What about the other person from my company?===
-Attendance/Privileges are by member organization.  If either
-of you attend, you both get credit.
-So you could attend only 1 meeting in 6 and your partner could
-attend only 1 meeting in 6 and, if you choose your meetings
-carefully, still not have any lapse in voting privileges.
-Alternatively, you could attend relatively regularly and your
-partner only substitutes for you once per year, and since
-your organization has voting privileges and they are designated
-as an alternate, they can vote.
-===Q. What if I can't attend any face to face meetings?===
-If you attend T-Cons, you will have no lapse in privileges unless
-three consecutive meetings are face-to-face and you miss them all.
-I would suggest that a 3-day face-to-face be logged as a single
-meeting, and as long as you're there for part of it, you get
-credit.
-===Q. What does lapse of privileges prevent me from doing?===
-Voting.
-You are allowed to attend meetings (and if you can
-do that twice in a row, you have your privileges back), you
-can contribute to discussions, work on documents, advocate
-for issues which may be put to a vote.  But when an issue is put to a vote, you are effectively an
-unrecorded abstention.
-===Q. What if we don't have quorum at a meeting?===
-You can't take votes, so decisions requiring a vote have to
-be deferred to another meeting (or to an email ballot) since
-the bulk of the committee is not present.
-Fortunately this won't go on for long since each deferral
-likely drops a few people from quorum.  A decision required
-a vote (even if it couldn't be taken because of quorum), so
-those not present have a missed meeting.
-The same thing goes for an email ballot.  If quorum is not
-reached, the decision must be deferred to another ballot or
-meeting.
-===Q. What counts as a meeting?===
-Meetings (either face-to-face, T-Con or WebEx) where a decision
-requires a vote (whether or not quorum is present) count.
-Email ballots count (so don't forget to vote).
-''There is open discussion on whether a meeting where no decision
-is required (either because none was planned, or because nothing
-happened to come up) should count.  There is a proposal to have
-some things designated as "Discussion Calls" rather than "Meetings"
-and that they not count toward attendance.  The idea is that the
-committee will spend time discussing topics that are only of
-interest to a minority of committee members and the majority
-should not be logged as missing a meeting for not attending.''
-''There is also an open discussion on whether approval of minutes
-should be considered a decision requiring a vote in all cases.
-Of course it is necessary when competitors are collaborating to
-have a proper minutes taking process as part of avoiding anti-
-trust issues, as Charles pointed out on the call.  So we'll
-need to figure out what can be done.''
-===Q. What about voting by proxy?===
-There was some discussion of this topic but the decision was
-not to go into much detail on this yet in the governance
-document.
-My personal feeling is that since voting issues will often
-(hopefully) be listed on the advance agenda, a member who
-cannot attend the meeting may send an email to the committee
-secretary and chair with their opinion and vote.  I think
-this should be allowed and should be listed as "proxy" on
-the attendance and should count as attending.  This could
-be useful for active participants for whom the meeting time
-is in the middle of the night, or who has a conflict.
-Another approach would be for someone who can't attend to
-give a "blank ballot" proxy to another attendee from another
-member organization to decide & vote on their behalf.
-This has not been specifically permitted.  There was concern
-about possible abuse and the member is not really participating.
-===Q. Are these rules immutable?===
-No.  If you think there is a problem (and hopefully if you
-have a suggestion for something better), inform the IHE Board
-(formerly the Strategic Development Committee) either directly
-or through your co-chair.  The Board can revise the Governance
-document (and already has a pile of issues to work through).
-Secondly, the Governance document allows some latitude for
-committees to define variations/extensions to the rules.  This
-also needs to be run by the Board, but can be useful if there
-is are special situations that don't warrant changing the rules
-for everyone.
-===Q. What about difficulty attending due to time zones?===
-We certainly want to have participation from as many interested
-people as possible.  Due to the span of time zones people are in
-this can certainly be difficult.  Similarly, face-to-face meetings
-are most often held in close proximity to the organization that
-is sponsoring them and there have been calls to hold some of these
-meetings occasionally in other geographical areas.
-Maybe we should not count a missed meeting against a participant
-for whom the meeting was between 11pm and 7am or on a weekend?
-Or maybe we should rotate meeting times so that no one has three
-consecutive meetings in that slot?  I don't have any great answers
-for this one.

Difference between revisions of "Roster Role"

Latest revision as of 15:49, 4 March 2008

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