This document is to formalize the process of members being promoted to Team Exec or Subteam leads.
Process:
Nomination ---> Team Exec Review ---> Voting among all team leads
⏲️ 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.
Stepping down notification:
If a current lead is planning to step down at the end of the current term, one must notify the Team Exec within 4 weeks into this term. Team Exec is responsible for notifying the entire leadership team of this information. 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:
Eligibility: The candidate must have been a subteam lead for at least 2 terms. (Exceptions can be discussed on a case-by-case basis.)
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
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.
Discussion period: all candidates are kicked out of the meeting and leads will move to leads-private to continue the discussion. During the discussion, the remaining leads will need to identify 3 strengths (why is the candidate a good fit) and 3 potentials (what does the candidates need to grow)
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:
This is a template and please make a copy everytime the Team Exec wants to use it.
https://forms.gle/Mcz3bUFervzfAKqZ8
🙌 Voting
Voting will be anonymous. Each vote is either Yes or No. There is no neutral/abstain option.
Voting platform options:
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, the Team Exec and the existing leads of the team will discuss it and make a final decision.
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