Committee Sunset Process
This process describes how QIBA committees are inactivated and/or dissolved. The process differs based on the type of committee.
Task Forces are created by a Biomarker Committee when useful to perform work in a focused subgroup for subsequent review & use by the Biomarker Committee.
Task Forces are informal (no provision for minutes or voting), intended to be temporary, and are generally dissolved by the Biomarker Committee when they have returned their work.
- A Task Force can be dissolved by a simple motion/vote in the Biomarker Committee.
- The Task Force wiki page(s), if any, are typically retained but would no longer be listed on the Committees page.
- Further meetings are no longer scheduled.
- The Biomarker Committee might choose to recreate the Task Force in the future if appropriate.
Biomarker Committees are proposed by a Modality Coordinating Committee and approved by the Steering Committee to develop a biomarker profile and advance it through the QIBA Profile Stages. A Biomarker Committee is a collection of subject matter experts specific to its assigned biomarker profile.
The lifecycle of a Biomarker Committee is tied to the lifecycle of the Profile it is working on. <needs something more, maybe you can stop at Stage 3, or continue at Stage 5, etc.>
It is permissible for a Biomarker Committee to work on more than one Profile at the same time, however this raises logistical/timesharing issues which the Biomarker Committee will have to resolve, so it is generally recommended to have a different Biomarker Committee for each Profile.
A Biomarker Committee is expected to go dormant, or be dissolved, when work on its profile is suspended for a time, or is completed.
- A Biomarker Committee goes dormant by an email ballot of the Biomarker Committee.
- <should have an expected period of dormancy, and/or reactivation trigger> <CC could suggest to BC Cochairs to ballot for dormancy>
- A Biomarker Committee is dissolved by an email ballot of the Modality Coordinating Committee.
- <BC Cochair can suggest to CC cochairs to ballot for dissolution>
- Typically, a Biomarker Committee will go dormant prior to being dissolved.
- The Biomarker Committee wiki page(s), are retained but are listed as dormant or dissolved on the Committees page.
- Further meetings for dormant or dissolved committees are no longer scheduled.
- <it is desirable for at least one cochair of a dormant BC to continue attending CC calls>
- <need to describe voting rights at resumption - first attenders all start with voting rights>
- A dormant Biomarker Committee may be reactivated by a email ballot in the Modality Coordinating Committee. <need to consider resources>
- A dissolved Biomarker Committee may be recreated by a email ballot in the Modality Coordinating Committee, if appropriate, to assign it a newly approved Biomarker proposal.
- <note that the discussion will generally happen in the meeting that kicked off the ballot.>
Considerations for the Modality Coordinating Committee:
- A Biomarker Committee consumes significant QIBA resources (Staff support for agendas, minutes, meetings, process, coordination with co-chairs).
- Typically a 1 hour teleconference consumes about 2 hours of additional overhead for staff.
- A dissolved or dormant Biomarker Committee frees up staff resources and frees up active members to migrate to new related work in another Committee
- When making a Biomarker Committee dormant, the Modality Coordinating Committee should think through when they expect to reactivate it and where the necessary resources will then be taken from.
- The Steering Committee effectively allocates resources to the Modality Coordination Committee by approving a new Biomarker Profile proposal.
- <Should we think about Steering allocating a "tcon quota" to each CC, then let CC manage BCs? Steering could review adherence to quota (and available slack) when considering new biomarker proposals? Sort of like the start-one;stop-one idea>
- Steering might consider the upper bounds on resources. Limited staff. Limited weekly time slots for calls when West Coast, East Coast and Europe all want to be on calls
- for outside secretariats that can defray the resource issues
- The Modality Coordination Committee is responsible for balancing its allocated and available resources across its Biomarker Committees.
- <Think about what might be good triggers for this periodic review? maybe dashboard updates? certainly any time the CC plans to submit a new proposal to Steering>
- One tool for doing this is dissolving Biomarker Committees or making them dormant.
- One BC might be waiting for groundwork and could go dormant and free up time for others in the same CC - but there is a risk that the new one is still working when groundwork comes back. How will CC resolve?
- BC might go dormant because no things in the near future they expect to add - give time for adoption, free up resources for others
- Mostly BCs would go Dormant - even if they reach Stage 4/5, profiles might need review/update cycle with advances/new data after a couple of years
- Start discussion with staff - tracking total # of calls per quarter or half or year or something in the dashboard.