Introduction
This document is to formalize the process of members being promoted to Team Exec or Subteam leads.
Process:
Announce Intention to Step Down ---> Nomination ---> Team Exec Review ---> All leads vote
⏲️ Timeline
Voting:
A new lead for the coming up term needs to be decided before the week prior to the reading week of this term, which means voting will happen during that week (eg. Voting for the lead for S23 will be decided one week before the reading week of W23.)
Nomination:
Nomination of the new lead is open from the start of the term until one week before voting week. For example, suppose the week before reading week is week 8, then the nomination will begin from week 1 and end at week 7.
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Spirit
While this policy may be in flux and is slightly malleable on a case by case basis, this document is founded in the spirit of keeping our promotion process transparent to members such that the process is clearly fair and ensure leadership team integrity such that all new leads are agreed upon which have been issues prior to this process being documented.
Process
Leads Perspective
If you’re a lead and looking to step down and promote someone in your place please follow the below process:
Leads and directors consider how they are feeling regarding stepping down
Please refer to Leadership Term Guidelines when making your decision and speak with your peers
Ideally this is done around the start and end of each term and expressed in discussion during beginning or end of term director/lead syncs
Leads discuss intention to step down with directors and leadership team and announce to subteam
If a current lead is planning to step down at the end of the current term,
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an individual should notify the Team Exec within 4 weeks into this term. We recognize life is chaotic by nature and as such just notify directors as soon as possible! Team Exec is responsible for notifying the entire leadership team of this information notably via leads meetings. This also applies to Team Exec stepping down. For example, if a lead is stepping down for F23, then one must notify the Team Exec within 4 weeks into S23.
\uD83D\uDCD8 Instructions
How can you get into the promotion process:
Team Exec:
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Nomination process is induced
Ideally nomination of the new lead is openfrom the start of the term until one week before voting.
For example, suppose the week before reading week is week 8, then the nomination will begin from week 1 and end at week 7.
An example nomination form is given by: https://forms.gle/Mcz3bUFervzfAKqZ8
Prospective leads speeches
This is optional but should be considered for director or competitive subteam lead votes
Candidates could be allowed to give a 5 minute speech at a leads meeting
Leadership team discussion
Generally done during a leads meeting
Discussion should be focused around:
Candidates position regarding: Skillset Levelling Rubric
Candidates time on the team
Generally we consider one term as a minimum for prospective subteam leads to get a feel for how the team operates, however, in extreme circumstances, notably Restarting WARG, this isn’t required.
For Director generally the candidate should have been a subteam lead for at least 2 terms.
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Nomination: It is recommended for every lead to do a self-nomination (or equivalently intention questionnaire). Nomination by others doesn’t make much sense because it’s equivalent to voting
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Speech: The candidate may do a short speech (less than 5 min) during the leads meeting to show why they are a good fit. This is optional.
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These discussions should be handled in private (can ask non-leads to leave leads meeting) with respect to Private Communications
During the private discussion, the remaining leads should
identify 3 strengths
why is the candidate a good fit
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?
3 potentials
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what does the candidates need to
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Voting period: explained in the last section
Subteam lead:
Eligibility: The candidate must have been a member for at least 1 term
Nomination: Be nominated by at least 1 subteam lead
🖐 Nomination
You can nominate yourself.
One person can make at most one nomination for one opening position (so if there are 2 openings for 1 position, you can nominate 2 people.
\uD83D\uDCCB Metrics
Please follow the following:
Nomination form:
| Info |
|---|
This is a template and please make a copy everytime the Team Exec wants to use it. |
https://forms.gle/Mcz3bUFervzfAKqZ8
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improve on?
Leadership team voting
Ideally voting is completed a week prior to reading week
Generally done during a leads meeting
Voting will be anonymous.
Each vote is either Yes or No.
There is no neutral/abstain option.
Leads that are not present ? (idk how we handle this)
Voting platform options:
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Strawpoll
Slido
Kahoot
The winning candidate must have at least 2/3 votes of the council (rounding up
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)
eg if we have 13 team leads, then we need >= 9 votes
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The winning candidate must have more votes than any competitors
If there is a tie between the candidates,
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we will go back to the discussion phase and then vote again
Team Exec will pick at most 2 candidates for one position during the Team Exec review period. (If two positions are available then we will pick at most 4 candidates for voting)
If multiple candidates are eligible, the voting will be in parallel, which means that each candidate will be treated as a separate voting process. You can vote for both of them, which means that you are equally happy about either candidate being the lead. For example, if both Candidate A and Candidate B are eligible, then we will vote on A first, and then another vote for B, then the team exec will collect the result and check the vote with rule #2 & #3. If there is a tie, then rule #4 applies
New lead is onboarded by existing leads for some time before lead steps down
ideally this is the remainder of the term following reading week
eg. Voting for the lead for S23 will be decided one week before the reading week of W23.
This gives plenty of time for the transition to be smooth, worst case it should be a few weeks for handoff
Lead Onboarding &Director Onboarding are merely a starting place
When a new lead is being onboarded they should have all the discord roles and everything just in a transition phase. Ideally at the start of the terms everything becomes official with respect to Leads List
Explain to other non-selected candidates the reasonning
Explain why they were not selected and the long term plans for the subteam
Exit Interview
When someone steps down from being subteam lead directors should conduct a brief exit interview to gsther some thoughts with the goal of imptoving team in future
When a director steps down there should be some sort of director sync wth the new directors with the same goal and offer time for some long term context to be transferred.
Ask directors to update your discord roles as desired
Potentially becoming an advisor is common and as such you will continue to have access to leads channels if desired
Prospects Perspective
If you’re interested in becoming a lead or director follow the below instructions:
When leads or directors inform you that they’re stepping down that’s your opportunity!
If interested, nominate yourself!
This can be done by speaking with your subteam lead(s)/director(s) or filling out the form they send out!
Ask about the timeline for voting and onboarding
Prepare a short speech (less than 5 min)
This is more critical for prospective directors as compared to prospective subteam leads
This may not happen but you could be asked to deliver this speech at the leads meeting
Ask if this is even required, it may not be!
If you get voted in start onboarding
Lead Onboarding &Director Onboarding are a starting place, your leads should help you transition into the new position. Directors are always present as well more assistance is required
If you were not voted in as a lead but wanted to be
speak with your leads to understand reasoning why and future plans of the subteam
Especially if a lead that is stepping down has had a large impact on you consider coordinating a card or a fun surprise with your fellow subteam members to give them as a small thank you.
This kind of stuff is easy to coordinate and have a large impact on someone
