This documentation describes the chartering process for Ed-Fi Community Work Groups which comprise part of the Tier 1 governance model (see Figure 1 below).

Contents

Overview

The Ed-Fi Work Group Chartering Process is the Ed-Fi Alliance method to approve the addition of new Work Groups to the governance structure. This process serves two purposes:

1. Define how new Work Groups are added to the governance structure
2. Define how Work Groups may be merged or removed from the governance structure   

Ed-Fi Governance Structure

The following diagram provides an overview of the Ed-Fi Governance Structure:

Figure 1. Ed-Fi Governance ModelStructure diagram

Identifying The Need for a New Work Group

New work groups may be identified in two ways:

1. The Ed-Fi Alliance itself may identify the need for a new Work Group.  This may be to address questions of a strategic or technical nature that the Alliance sees benefit in garnering broad community input and discussion. 
2. Members of the Ed-Fi community may identify the need for a new Work Group.  This may come about from interest in the community for advancing a particular data standard or technical need that has broad interest among Ed-Fi members. 

Individuals or groups who have identified the need for establishing a new Work Group shall schedule time with the Ed-Fi Alliance President to discuss the need and conformance to the criteria for new Work Group formation.

Criteria for Establishing a Work Group

The  following are the criteria for new Work Group formation: 

1. There is a demonstrated need for the creation of a Work Group such as a government mandate or a stakeholder imperative and such need is of a scope that precludes it being addressed as a project by an existing Work Group. 
2. The expressed need is within the scope of Ed-Fi data standard and technology interest and creation of the proposed Work Group shall facilitate the Ed-Fi Alliance in accomplishing its mission and vision. 
3. There is a minimum of five Ed-Fi Alliance members (from separate organizations) who have agreed to active participation in the proposed Work Group and they possess the necessary expertise and commitment to accomplish its goals. 

Should the Ed-Fi Alliance President concur with the request for the creation of a new Work Group, a designated Work Group chairperson and vice chair (or co-chairs) will be established and approved by the Ed-Fi Alliance President.  Additionally, an Alliance liaison person may be assigned to assist in the formation and operation of the Work Group.

With the concurrence of the Ed-Fi Alliance President, the individuals proposing a new Work Group may begin soliciting members and conducting initial meetings.  The initial effort to be undertaken is to develop a draft charter.  This may involve discussion among the new work group members regarding the scope of their work, potential use cases and priorities.  Once the Work Group Charter is in draft form and agreed to by the Work Group members, the Work Group may submit this for consideration to the Governance Advisory Team (GAT). The GAT shall review the charter for the purpose of approving, revising or rejecting the proposed charter. Revisions go back to the originators for acceptance.  Once the GAT approves the Charter, it goes to the Ed-Fi Executive Committee for final endorsement. 

Changing a Work Group Name or Mission/Charter

Given approval under the Work Group’s documented decision-making practices, a Work Group may submit a revised charter to change the name of the Work Group or revise its mission and purpose. The request shall be presented to GAT, and the same process is followed as for the initial approval of a proposed new Work Group.

Dissolution or Merger of Work Groups

Given approval under the Work Group’s documented decision-making practices, a Work Group may request dissolution or merger with other Work Groups. Reasons for considering dissolution or merger may include lack of interest or expertise as evidenced by participation consistently falling below five members or achievement of the objectives of the Work Group. The request should seek to identify, if appropriate, those Work Groups that might assume the work of the dissolving Work Group. The GAT may propose and seek alternatives to dissolution or merger.

With the concurrence of the GAT and the dissolving/merging Work Group chair(s) shall seek the approval of the appropriate Work Group(s) to assume responsibility for their work products. The Work Group(s) shall confirm consent. The dissolving/merging Work Group chair(s) shall work with the subsuming Work Group(s) to complete and submit revised charters as appropriate to the GAT for approval. Upon GAT approval, the revised Charter goes to the Ed-Fi Executive Committee for final approval..