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This document describes the promotion process to the role of subteam lead or director. This typically occurs after a subteam lead or director announces their decision to step down from WARG leadership: Lead Offboarding Process
Transparency
The spirit of this promotion process is to be transparent and fair to ensure WARG leadership integrity.
Process
Please follow the
If you’re a lead and looking to step down and promote someone in your place please follow the below process:
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Leads and directors consider how they are feeling regarding stepping down
Please refer to Lead 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
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Nomination process is induced
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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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Process:
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This is optional but should be considered for director or competitive subteam lead votes
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Create nomination form
Nomination form must contain all of the following:
Name and subteam of the nominator
Name and subteam of the nominee
Position that the nominee is nominated for (e.g. EFS lead)
Optional field for explanation by the nominator
For example: https://forms.gle/Mcz3bUFervzfAKqZ8
Prospective leads speeches
Announce open position and nomination period in Discord and/or a subteam meeting
Nomination period
Members make submissions using the nomination form
Ideally, this period is open for 4 weeks after the announcement
Optional candidate speeches
Recommended if there is competition for the position
Candidates make a 5 minute speech at
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leads meeting
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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.
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?
3 potentials
what does the candidates need to improve on?
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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:
Strawpoll
Slido
Kahoot
The winning candidate must have at least 2/3 votes of the council (rounding up)
eg if we have 13 team leads, then we need >= 9 votes
The winning candidate must have more votes than any competitors
If there is a tie between the candidates, 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
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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
Subteam 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 Lead List
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Explain to other non-selected candidates the reasonning
Explain why they were not selected and the long term plans for the subteam
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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
WARG leadership discusses the candidates in a private portion leads meeting as per Private Communications
Candidates are expected to be attending leads meeting up to and including the meeting in which they are being voted on. They will be asked to leave only for a short deliberation and voting period within said meeting.
Promotion criteria:
TODO Director criteria
For each candidate, identify at least 3 strengths and 3 areas of improvement using the promotion criteria
WARG leadership votes as per Team Charter
Typically during a leads meeting
Each candidate is voted upon, and all voting is done in parallel
For example: Alice and Bob are candidates for the position of executive director. The directors create 2 polls, 1 for Alice and 1 for Bob, and send both at the same time to WARG leadership
The typical platform of choice is Strawpoll: https://strawpoll.com/
Must be yes or no, abstain is not allowed
“At least” is semantically equivalent to “greater or equal to”. For example:
8/11 >= 2/3 so it’s a pass, but 7/11 is not
8/12 >= 2/3 so it’s a pass, but 7/12 is not
9/13 >= 2/3 so it’s a pass, but 8/13 is not
If 2 or more candidates have passed:
The candidate with the most yes votes is selected for promotion
If there are 2 or more candidates tied with the most yes votes, WARG leadership discusses those candidates only and votes again for those candidates, repeating as many times as necessary
The selected candidate gains all roles, permissions, accesses, and responsibilities immediately, but is not yet officially part of WARG leadership until the start of the upcoming term
Onboarding:
After the start of the upcoming term, the selected candidate is added to Lead List and starts participating in the lead promotion process
Before this, the selected candidate is encouraged participate in other leads meetings
Inform the other candidates that they are not selected
Explain why they are not selected and the long term plans of the subteam/WARG leadership