Difference between revisions of "Committee Procedures"

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==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 stakeholder representation at least annually.
 
  
==Decision Making==
+
==Meeting Procedures==
* Goal: group consensus and imaging community input and endorsement on major decisions.
+
The goal is group consensus and the input and endorsement of imaging community stakeholders on major decisions.
* Recorded vote required for procedural decisions
+
 
** Key group decisions, such as public dissemination of documents, are subject to approval by Modality Coordinating Committees
+
A record of committee decisions and rationale is necessary to be effective and learn.  
** Majority of participating members passes
+
* ''Secretariat'' (RSNA) records minutes (call summaries) for committee meetings
** Negative votes must be discussed
+
* ''Secretariat'' maintains '''[[Committees|rosters for each committee]]''' indicating which members currently have '''[[Voting Privileges]]'''
* For recorded votes:
+
** ''Members'' who believe their attendance record is in error should contact the secretariat, preferably before the meeting
** Meeting attendee names and vote outcome will be recorded in minutes.
+
 
 +
==Voting==
 +
Procedural decisions such as sending a document to ballot are voted on during meetings
 +
 
 +
* ''Chairs'' accept motions, seconds, discussion, and then call for a vote (see Roberts Rules if you need to get more elaborate)
 +
* ''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]]'''
 +
** 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
 +
 
 +
==Email Ballot==
 +
Some decisions 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
 +
** 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
 +
** If reviewing lengthy documents or collecting feedback within member organizations is involved 30 days or more is better.
 +
* ''Secretariat'' emails the ballot to all members with '''[[Voting Privileges]]''' on the committee making the decision
 +
**  The secretariat may also email "active" members (e.g. attended any of the last 3 or 4 meetings) so those who believe their attendance record is in error can still go ahead and vote, then based on review of their attendance their ballot can be counted or discarded
 +
* ''Secretariat'' compiles the ballot responses and comments for the Chairs
 +
* ''Chairs'' ratify the resulting tally in the next committee meeting
 +
** this includes resolving negative votes and large numbers of abstentions per the consensus process
 +
* ''Secretariat'' records resolution results/rationale in the minutes
 +
 
 +
==Consensus Process==
 +
As a group setting standards on behalf of a community, QIBA Committees actively pursue Consensus.
 +
 
 +
* strictly speaking a vote/ballot can pass with a quorum of votes and a majority in favor, BUT
 +
** a '''negative vote results in further discussion'''
 +
*** '''understand the reason''' for each negative vote and '''attempt to find a compromise or resolution''' that often allows everyone to vote in favor
 +
*** 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''' also warrants discussion; it can 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 stakeholder representation at least annually
  
  
 
==See Also==
 
==See Also==
 
* [[Committees|QIBA Committees]]
 
* [[Committees|QIBA Committees]]

Revision as of 05:14, 7 March 2018

Meeting Procedures

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

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

  • Secretariat (RSNA) records minutes (call summaries) for committee meetings
  • Secretariat maintains rosters for each committee indicating which members currently have Voting Privileges
    • Members who believe their attendance record is in error should contact the secretariat, preferably before the meeting

Voting

Procedural decisions such as sending a document to ballot are voted on during meetings

  • Chairs accept motions, seconds, discussion, and then call for a vote (see Roberts Rules if you need to get more elaborate)
  • 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
  • Secretariat records the motion, tally of those against/abstaining/in-favor, and the details of negative votes in the minutes

Email Ballot

Some decisions 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
    • 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
    • If reviewing lengthy documents or collecting feedback within member organizations is involved 30 days or more is better.
  • Secretariat emails the ballot to all members with Voting Privileges on the committee making the decision
    • The secretariat may also email "active" members (e.g. attended any of the last 3 or 4 meetings) so those who believe their attendance record is in error can still go ahead and vote, then based on review of their attendance their ballot can be counted or discarded
  • Secretariat compiles the ballot responses and comments for the Chairs
  • Chairs ratify the resulting tally in the next committee meeting
    • this includes resolving negative votes and large numbers of abstentions per the consensus process
  • Secretariat records resolution results/rationale in the minutes

Consensus Process

As a group setting standards on behalf of a community, QIBA Committees actively pursue Consensus.

  • strictly speaking a vote/ballot can pass with a quorum of votes and a majority in favor, BUT
    • a negative vote results in further discussion
      • understand the reason for each negative vote and attempt to find a compromise or resolution that often allows everyone to vote in favor
      • 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 also warrants discussion; it can 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 stakeholder representation at least annually


See Also