Difference between revisions of "Committee Procedures"

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==Organizational Structure==
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<font color="red">NOTICE: These instructions are accessible on the QIBA Wiki as a historical reference only! Independent Profile Authoring Groups are required to oversee the various developmental stages from Draft to Public Comment to Consensus based on the current QUIC endorsement criteria, found HERE:</font> https://qibawiki.rsna.org/images/9/95/QUIC-Review-Criteria-for-New-Profiles-FINAL-v23SEPT2023.pdf.
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* '''Steering Committee''' is established by RSNA
 
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** Responsible for managing the strategic direction, processes and inftrastructure for QIBA and overall oversight of the QIBA activities and committees.
 
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* '''Modality Committees''' are established by the Steering Committee
 
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** Responsible for coordinating modality areas of QIBA, and to formalize (i.e., vote, on) decisions when needed.
 
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* '''Technical Committees''' are established by the Modality Committee
 
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** Responsible for selecting biomarkers, drafting Profiles and protocols, and coordinating groundwork.
 
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** '''Groundwork Committees''' are established by the Technical Committee as needed to carry out specific groundwork projects.
 
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** '''Authoring Groups''' are established by a Technical Committee as needed to write Profiles and/or protocols.
 
  
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==Committee Membership & Rosters==
 
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* '''Steering Committee''' members are appointed by the RSNA.
 
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* '''Modality Committee''' members can be self-nominated, but must have participated in at least 50% of teleconferences during the previous 12 months. Retention of modality committee membership will require participation in at least 50% of teleconferences. Participation in teleconferences will be assessed on a rolling basis every 6 months. New members can be added to Modlality Committees every 6 months based on their participation in a tleast 50% of TC calls during the previous 12 months. The minimum level of teleconference participation is established by the Steering Committee and can be changed by the Steering Committee if it sees fit to do so.
 
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* '''Technical, Groundwork and Authoring Committees''' are "open" committees
 
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** '''"Open" committees''' are open to anyone (individuals and organizations) with a relevant interest.
 
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** '''Committee Co-Chairs''' can direct RSNA staff to add names to the roster
 
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** '''Groundwork groups''' and '''Authoring committees are typically volunteer subsets of their parent Technical committee
 
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* '''Rosters''' for each committee are posted on the Wiki
 
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** The roster records attendance and voting privileges of members.
 
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** Removal of organizations from a roster for lack of participation is not directly addressed, but the secretary may want to occasionally prune their roster for readability by delisting organizations or individuals that have not attended for over a year or something.  Re-joining is simple.
 
  
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==Quorum & Voting Privileges==
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==Meeting Procedures==
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The goal is group consensus and the input and endorsement of imaging community stakeholders on major decisions.
  
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Participation is open and voluntary, but participants must take part regularly in committee meetings and teleconferences and perform committee assignments.
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* When participation at a given meeting is not open to all committee members, (e.g., it takes place at an '''“invitation-only” face-to-face event and remote access is not provided for the committee meeting'''), that meeting '''will not be considered an official meeting''' of that committee.  No official decisions will be made and attendance will not count toward or against voting privileges.
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** The chair will need to ensure that attendance records are captured and submitted to the Profile Authoring Group members.
  
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* '''Quorum''' is 50% of committee members with Voting Privileges
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A record of committee decisions and rationale is necessary to be effective and learn.
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* ''Profile Authoring Group scribe'' records minutes (call summaries) for meetings 
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* ''Chairs'' are strongly encouraged to support Profile Authoring Group scribes by reviewing/correcting the draft minutes circulated 
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* ''Profile Authoring Group Chairs'' maintain '''[[Committees|rosters of the members of each committee]]''' and their participation.  Those details are used to determine which members currently have '''[[Voting Privileges]]'''
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** ''Members'' who believe their attendance record is in error should contact Profile Authoring Group Chairs.
  
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'''Voting Privileges''' are based on the Roster Role and attendance of the Member for each committee.  
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==Voting==
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* Each Member listed on the Roster with Voting Privileges may cast one vote and counts as one towards quorum.  
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Most committee work doesn't need a vote.  At the discretion of committee chairs and members, however, decisions can be put to a vote during meetings. This also facilitates recording key decisions in the minutes.
  
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Option A
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* ''Chairs'' accept motions, seconds, discussion, and then call for a vote
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* Members are granted Voting Privileges after attending over 50% of the meetings in a 6 month period
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** At its simplest, the ''Chair'' asks for objections, then asks for abstentions, and "Profile Authoring Group scribe'' notes those names.  The rest of those present with voting privileges can safely be assumed to have voted in favor.
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* Members lose voting privileges after attending less than 50 of meetings in a past 6 month period
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* ''Members'' who have '''[[Voting Privileges]]''' count towards quorum and may vote.
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* Voting Privileges are evaluated and updated twice a year by the '''Secretariat'''
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* ''Chairs'' resolve negative votes and large numbers of abstentions per the '''[[Committee Procedures#Consensus Process|consensus process]]'''
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** details of the resolution discussion in the minutes are desirable
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* ''Profile Authoring Group scribe'' records the motion, the tally of those against/abstaining/in-favor, and the details of negative votes in the minutes.
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** If attendance, eligibility and quorum cannot be determined during the meeting, vote results will be ratified after the call and entered into the minutes by the ''Profile Authoring Group scribe''.
  
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Option B
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==Email Ballot==
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* Members are granted Voting Privileges at the start of their second consecutive meeting.
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Substantive decisions, such as whether a Profile is advanced to the next stage, are put to ballot. This allows more deliberation on the subject material than a vote in committee.
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* Members lose voting privileges after missing three consecutive meetings (where a vote is taken)
 
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* Voting Privileges are evaluated and updated every few months or at request of a member.
 
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* An email ballot counts as a meeting.
 
  
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==Decision Making==
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A committee may initiate an email ballot on a document by approving a motion to do so (i.e. officially deciding the document is ready for ballot). Alternatively, Chairs may initiate email ballots at their own discretion after assuring appropriate discussion and review by the committee, and if there are multiple chairs then a simple majority of the chairs must approve the action.
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* Goal: group consensus
 
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* Recorded vote required for procedural votes (e.g. approve for
 
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** negative votes must be discussed
 
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** ultimately 2/3 majority passes
 
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* Recorded vote required for resolution of log-jams
 
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** simple majority passes
 
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* For recorded votes:
 
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** Meeting Attendees names recorded in minutes, vote outcome recorded
 
  
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''Note: Committees that do not formally vote on anything (e.g. most groundwork and authoring groups) may not need to expend effort on quorum tracking''
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* ''Chairs'' submit the ballot question and length of the ballot period to RSNA Staff
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** The ballot period may be specified by the particular procedure that calls for a ballot
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==Vote Ratification==
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** The ballot period is generally not less than 14 days to allow adequate time to review the material and vote
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** If reviewing lengthy documents or collecting feedback within member organizations is involved 30 days is suggested for the ballot period
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* ''Profile Authoring Group scribe'' emails the ballot to all members with '''[[Voting Privileges]]''' on the committee making the decision
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* ''Profile Authoring Group scribe'' emails a notification of ineligibility to the rest of the members of the committee making the decision
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** Members who do not have Voting Privileges will thus be aware of the ballot and are still permitted to submit comments
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**  Members who believe their attendance record is in error can review of their attendance with the Profile Authoring Group scribe or Chairs, and if they are found to be eligible will be sent a ballot
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* ''Profile Authoring Group scribe'' compiles the ballot responses and comments for the Chairs
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** o At the discretion of the Chairs, comments submitted by non-voting members may be stricken
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* ''Chairs'' ratify the resulting tally and comments within a reasonable period of time (preferably in the next committee meeting) per the consensus process
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* ''Profile Authoring Group scribe'' records resolution results/rationale in the minutes
  
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==Quorum==
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For a vote or ballot to be valid, at least 50% of those with voting privileges must have participated (by either voting in favor, objecting, or abstaining).
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==Consensus Process==
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As a group setting standards on behalf of a community, the Profile Authoring Groups actively seek to pursue Consensus.
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* a vote/ballot passes with a quorum of votes and a majority of votes in favor, but
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** a '''negative vote or votes should result in subsequent discussion''' to
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*** '''understand the reason''' for such (a) negative vote(s) and '''attempt to find a compromise or resolution'''; associated edits to the document under ballot do not typically require re-balloting
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** a '''large number of abstentions''' may also warrant discussion; it may indicate many people have:
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*** misgivings
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*** not been able to adequately evaluate the question
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Participants concerned that a reasonable attempt at consensus has not been made should consider raising the issue with the chair(s) of the Profile Authoring Group.
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==Profile Authoring Group Leadership==
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*Profile Authoring Groups are encouraged to have 2 or 3 leaders who are preferably drawn from diverse backgrounds (Researchers, Clinicians, Physicists, Vendors, Regulators, etc.) 
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** If not possible, groups are permitted to have some concentration but should discuss plans to expand the breadth of stakeholder representation at least annually
  
 
==See Also==
 
==See Also==
 
* [[Committees|QIBA Committees]]
 
* [[Committees|QIBA Committees]]

Latest revision as of 17:32, 19 January 2024

NOTICE: These instructions are accessible on the QIBA Wiki as a historical reference only! Independent Profile Authoring Groups are required to oversee the various developmental stages from Draft to Public Comment to Consensus based on the current QUIC endorsement criteria, found HERE: https://qibawiki.rsna.org/images/9/95/QUIC-Review-Criteria-for-New-Profiles-FINAL-v23SEPT2023.pdf.


Meeting Procedures

The goal is group consensus and the input and endorsement of imaging community stakeholders on major decisions.

  • When participation at a given meeting is not open to all committee members, (e.g., it takes place at an “invitation-only” face-to-face event and remote access is not provided for the committee meeting), that meeting will not be considered an official meeting of that committee. No official decisions will be made and attendance will not count toward or against voting privileges.
    • The chair will need to ensure that attendance records are captured and submitted to the Profile Authoring Group members.

A record of committee decisions and rationale is necessary to be effective and learn.

  • Profile Authoring Group scribe records minutes (call summaries) for meetings
  • Chairs are strongly encouraged to support Profile Authoring Group scribes by reviewing/correcting the draft minutes circulated
  • Profile Authoring Group Chairs maintain rosters of the members of each committee and their participation. Those details are used to determine which members currently have Voting Privileges
    • Members who believe their attendance record is in error should contact Profile Authoring Group Chairs.

Voting

Most committee work doesn't need a vote. At the discretion of committee chairs and members, however, decisions can be put to a vote during meetings. This also facilitates recording key decisions in the minutes.

  • Chairs accept motions, seconds, discussion, and then call for a vote
    • At its simplest, the Chair asks for objections, then asks for abstentions, and "Profile Authoring Group scribe notes those names. The rest of those present with voting privileges can safely be assumed to have voted in favor.
  • Members who have Voting Privileges count towards quorum and may vote.
  • Chairs resolve negative votes and large numbers of abstentions per the consensus process
    • details of the resolution discussion in the minutes are desirable
  • Profile Authoring Group scribe records the motion, the tally of those against/abstaining/in-favor, and the details of negative votes in the minutes.
    • If attendance, eligibility and quorum cannot be determined during the meeting, vote results will be ratified after the call and entered into the minutes by the Profile Authoring Group scribe.

Email Ballot

Substantive decisions, such as whether a Profile is advanced to the next stage, are put to ballot. This allows more deliberation on the subject material than a vote in committee.

A committee may initiate an email ballot on a document by approving a motion to do so (i.e. officially deciding the document is ready for ballot). Alternatively, Chairs may initiate email ballots at their own discretion after assuring appropriate discussion and review by the committee, and if there are multiple chairs then a simple majority of the chairs must approve the action.

  • Chairs submit the ballot question and length of the ballot period to RSNA Staff
    • The ballot period may be specified by the particular procedure that calls for a ballot
    • The ballot period is generally not less than 14 days to allow adequate time to review the material and vote
    • If reviewing lengthy documents or collecting feedback within member organizations is involved 30 days is suggested for the ballot period
  • Profile Authoring Group scribe emails the ballot to all members with Voting Privileges on the committee making the decision
  • Profile Authoring Group scribe emails a notification of ineligibility to the rest of the members of the committee making the decision
    • Members who do not have Voting Privileges will thus be aware of the ballot and are still permitted to submit comments
    • Members who believe their attendance record is in error can review of their attendance with the Profile Authoring Group scribe or Chairs, and if they are found to be eligible will be sent a ballot
  • Profile Authoring Group scribe compiles the ballot responses and comments for the Chairs
    • o At the discretion of the Chairs, comments submitted by non-voting members may be stricken
  • Chairs ratify the resulting tally and comments within a reasonable period of time (preferably in the next committee meeting) per the consensus process
  • Profile Authoring Group scribe records resolution results/rationale in the minutes

Quorum

For a vote or ballot to be valid, at least 50% of those with voting privileges must have participated (by either voting in favor, objecting, or abstaining).

Consensus Process

As a group setting standards on behalf of a community, the Profile Authoring Groups actively seek to pursue Consensus.

  • a vote/ballot passes with a quorum of votes and a majority of votes in favor, but
    • a negative vote or votes should result in subsequent discussion to
      • understand the reason for such (a) negative vote(s) and attempt to find a compromise or resolution; associated edits to the document under ballot do not typically require re-balloting
    • a large number of abstentions may also warrant discussion; it may indicate many people have:
      • misgivings
      • not been able to adequately evaluate the question

Participants concerned that a reasonable attempt at consensus has not been made should consider raising the issue with the chair(s) of the Profile Authoring Group.

Profile Authoring Group Leadership

  • Profile Authoring Groups are encouraged to have 2 or 3 leaders who are preferably drawn from diverse backgrounds (Researchers, Clinicians, Physicists, Vendors, Regulators, etc.)
    • If not possible, groups are permitted to have some concentration but should discuss plans to expand the breadth of stakeholder representation at least annually

See Also

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