Difference between revisions of "Committee Procedures"

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(Meeting Procedures: per CP-SC-002)
(Email Ballot)
 
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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.  
 
* 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.  
** Typically, Secretariat staff are present at meetings and capturing attendance.  If staff is not present, the chair will need to ensure that attendance records are captured and submitted to Secretariat staff.
+
** Typically, RSNA staff are present at meetings and capturing attendance.  If staff is not present, the chair will need to ensure that attendance records are captured and submitted to RSNA staff.
 
** If possible, it is still desirable for minutes to be recorded, but the unofficial status will be noted
 
** If possible, it is still desirable for minutes to be recorded, but the unofficial status will be noted
  
 
A record of committee decisions and rationale is necessary to be effective and learn.  
 
A record of committee decisions and rationale is necessary to be effective and learn.  
* ''Secretariat'' (RSNA) records minutes (call summaries) for meetings of Committees (but not Task Forces)
+
* ''RSNA Staff'' records minutes (call summaries) for meetings of Committees (but not Task Forces)
* ''Chairs'' are strongly encouraged to support the Secretariat by reviewing/correcting the draft minutes circulated by the Secretariat
+
* ''Chairs'' are strongly encouraged to support RSNA Staff by reviewing/correcting the draft minutes circulated by RSNA Staff
* ''Secretariat'' maintains '''[[Committees|rosters of the members of each committee]]''' and their participation.  Those details are used to determine which members currently have '''[[Voting Privileges]]'''
+
* ''RSNA Staff'' maintains '''[[Committees|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 the secretariat
+
** ''Members'' who believe their attendance record is in error should contact RSNA Staff
  
 
==Voting==
 
==Voting==
Procedural decisions (such as whether to send a document to ballot) are voted on during meetings
+
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 (see Roberts Rules if you need to get more elaborate)
+
* ''Chairs'' accept motions, seconds, discussion, and then call for a vote
 +
** At its simplest, the ''Chair'' asks for objections, then asks for abstentions, and "RSNA Staff'' 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
 
* ''Members'' who have '''[[Voting Privileges]]''' count towards quorum and may vote
 
* ''Chairs'' resolve negative votes and large numbers of abstentions per the '''[[Committee Procedures#Consensus Process|consensus process]]'''
 
* ''Chairs'' resolve negative votes and large numbers of abstentions per the '''[[Committee Procedures#Consensus Process|consensus process]]'''
 
** details of the resolution discussion in the minutes is desirable
 
** details of the resolution discussion in the minutes is desirable
* ''Secretariat'' records the motion, tally of those against/abstaining/in-favor, and the details of negative votes in the minutes
+
* ''RSNA Staff'' 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 ''RSNA Staff''
  
 
==Email Ballot==
 
==Email Ballot==
Some decisions are put to ballot. This allows more deliberation on the subject material than a vote in committee.
+
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.
  
* ''Chairs'' submit the ballot question and length of the ballot period to the Secretariat
+
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 may be specified by the particular procedure that calls for a ballot
** It is generally not less than 14 days to allow for members away on vacation
+
** 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 or more is better
+
** If reviewing lengthy documents or collecting feedback within member organizations is involved 30 days is suggested for the ballot period
* ''Secretariat'' emails the ballot to all members with '''[[Voting Privileges]]''' on the committee making the decision
+
* ''RSNA Staff'' emails the ballot to all members with '''[[Voting Privileges]]''' on the committee making the decision
* ''Secretariat'' emails a notification of ineligibility to the rest of the members of the committee making the decision  
+
* ''RSNA Staff'' 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 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 secretariat and if they are found to be eligible will be sent a ballot
+
**  Members who believe their attendance record is in error can review of their attendance with RSNA Staff and if they are found to be eligible will be sent a ballot
* ''Secretariat'' compiles the ballot responses and comments for the Chairs  
+
* ''RSNA Staff'' compiles the ballot responses and comments for the Chairs
* ''Chairs'' ratify the resulting tally in the next committee meeting
+
**  o At the discretion of the Chairs, comments submitted by non-voting members may be stricken
** this includes resolving negative votes and large numbers of abstentions per the consensus process
+
* ''Chairs'' ratify the resulting tally and comments within a reasonable period of time (preferably in the next committee meeting) per the consensus process
* ''Secretariat'' records resolution results/rationale in the minutes
+
* ''RSNA Staff'' 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==
 
==Consensus Process==
As a group setting standards on behalf of a community, QIBA Committees actively pursue Consensus.
+
As a group setting standards on behalf of a community, QIBA Committees actively seek to pursue Consensus.
  
* strictly speaking a vote/ballot can pass with a quorum of votes and a majority in favor, BUT
+
* a vote/ballot passes with a quorum of votes and a majority of votes in favor, but
** a '''negative vote results in further discussion'''
+
** a '''negative vote or votes should result in subsequent discussion''' to
*** '''understand the reason''' for each negative vote and '''attempt to find a compromise or resolution''' that often allows everyone to vote in favor
+
*** '''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
*** if after due diligence exploring compromises it is not possible, the chairs can accept the majority finding and the negative voters have had a chance to have their say and register their issues into the minutes
+
** a '''large number of abstentions''' may also warrant discussion; it may indicate many people have:
** a '''large number of abstentions''' also warrants discussion; it can indicate many people have:
+
 
*** misgivings
 
*** misgivings
 
*** not been able to adequately evaluate the question
 
*** not been able to adequately evaluate the question
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==Committee Leadership==
 
==Committee Leadership==
 
* Coordinating Committees, Biomarker Committees and Task Forces are encouraged to have 2 or 3 leaders who are preferably drawn from diverse backgrounds (Researchers, Clinicians, Physicists, Vendors, Regulators, etc.)   
 
* Coordinating Committees, Biomarker Committees and Task Forces are encouraged to have 2 or 3 leaders who are preferably drawn from diverse backgrounds (Researchers, Clinicians, Physicists, Vendors, Regulators, etc.)   
** If not possible, committees are permitted to have some concentration but should discuss plans to expand stakeholder representation at least annually
+
** If not possible, committees 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 16:48, 9 July 2019

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.
    • Typically, RSNA staff are present at meetings and capturing attendance. If staff is not present, the chair will need to ensure that attendance records are captured and submitted to RSNA staff.
    • If possible, it is still desirable for minutes to be recorded, but the unofficial status will be noted

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

  • RSNA Staff records minutes (call summaries) for meetings of Committees (but not Task Forces)
  • Chairs are strongly encouraged to support RSNA Staff by reviewing/correcting the draft minutes circulated by RSNA Staff
  • RSNA Staff maintains 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 RSNA Staff

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 "RSNA Staff 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 is desirable
  • RSNA Staff 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 RSNA Staff

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
  • RSNA Staff emails the ballot to all members with Voting Privileges on the committee making the decision
  • RSNA Staff 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 RSNA Staff and if they are found to be eligible will be sent a ballot
  • RSNA Staff 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
  • RSNA Staff 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, QIBA Committees 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

Committee Leadership

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

See Also