Introduction

This document is to formalize the process of members being promoted to Team Exec or Subteam leads.

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 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

  • If a current lead is planning to step down at the end of the current term, 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.

• Nomination process is induced

  • Ideally nomination of the new lead is open from 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.

  • 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?

• 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

• 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 Process &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

• 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 Process &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