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AEA Workgroup Procedures

AEA Workgroup Procedures. Version of 31 October 2013. Agenda. What is a Workgroup? Starting a Workgroup Running a Workgroup Closing Down a Workgroup Workgroup Charter Format. What is a Workgroup?. Workgroups are the means by which AEA members collaborate to achieve some outcome.

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AEA Workgroup Procedures

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  1. AEA Workgroup Procedures Version of 31 October 2013

  2. Agenda • What is a Workgroup? • Starting a Workgroup • Running a Workgroup • Closing Down a Workgroup • Workgroup Charter Format

  3. What is a Workgroup? • Workgroups are the means by which AEA members collaborate to achieve some outcome. • The purpose of a workgroup is specified by its charter, written by the workgroup’s members. • A workgroup has a chair and a secretary. • This slide set proposes workgroup procedures for trial use and subsequent revision based on experience.

  4. Starting a Workgroup • Any AEA member can submit a proposal for a new workgroup via website at this link http://www.globalaea.org/?page=WG_SIG. The proposal should be in the form of a draft charter for the workgroup. This draft charter can be revised by the workgroup members after the workgroup has been approved and begun working. • The proposed workgroup charter format is described later in this slide set. • The draft charter is submitted to the AEA staff, who will inform the membership of the proposal and invite members to join the workgroup. • If 20 or more members express interest in joining the workgroup, the workgroup will be approved and the necessary resources to support it allocated. • A group of less than 20 may petition the AEA staff for special consideration.

  5. Working Sessions • Workgroup working sessions must be held at least quarterly. Working sessions are expected to be virtual. A Forum will be set up to allow for open discussion and virtual meetings. • Working session participants are expected to use their judgment as to whether they have enough participants to represent the concerns and interests of the AEA as a whole, and to make substantive progress. • Working sessions must be scheduled and announced at least two weeks in advance, and an agenda for the working session must be distributed at least one week in advance. • Working session decisions should represent the consensus of the working group members. Workgroups should resort to voting only when they cannot achieve consensus.

  6. Chair and Secretary • Within one quarter after the workgroup is approved, it must elect a chair and a secretary, by simple majority vote of the workgroup members. • The chair is responsible for leading/managing working sessions and reporting workgroup progress, in the form of working session minutes, to the AEA staff. • The secretary is responsible for recording working session minutes. The minutes must include participants, decisions made, action items, updated roadmap and planned outcomes/deliverables, and scheduling of the next working session. Minutes must be approved by the workgroup members and will be made available to the entire AEA membership by the AEA staff. • If a workgroup misses two successive quarterly progress reports, the chair will be asked to justify the AEA’s continuing support of the workgroup.

  7. How to Elect a Chair and Secretary:Nominations • Elections for workgroup Chair and Secretary are held annually. • Workgroup members may nominate themselves or another workgroup member to run for Chair or Secretary. • The nomination period is open for four weeks following its announcement by AEA. • Nominations are submitted to AEA though a nomination survey. AEA will confirm that the nominated person is willing to stand for election.

  8. How to Elect a Chair and Secretary:Elections • When the nomination period closes, AEA will announce the candidates for election. • The election period will be open for four weeks. An election survey will be available to cast your vote. Only the members of the workgroup may vote in the election. • At the end of election period AEA staff will announce the results of the election. The candidate receiving the highest number of votes will be elected. If only 1 person stands for a position and they are uncontested, they win the election.

  9. Closing Down a Workgroup • A workgroup is closed down when it has achieved its proposed outcome. • The workgroup’s minutes, interim work products and deliverables will be archived for access by the AEA membership. • A workgroup may decide to disband itself before achieving its proposed outcome. • The workgroup’s minutes and interim work products will be archived for access by the AEA membership. • A prematurely disbanded workgroup may be restarted if the criteria for starting a workgroup are met.

  10. Charter Format • A workgroup charter comprises: • A statement of the problem, need or opportunity that warrants the creation of the workgroup • A set of proposed outcomes or deliverables • The expected benefits to the AEA membership of the outcomes or deliverables. • A preliminary roadmap, to be updated continuously as the workgroup progresses, with objective milestones and an expected completion date. • A description of the expertise that the workgroup needs from its members to succeed. • The preferred format of a workgroup charter is a PowerPoint slide set with one slide for each of the above topics.

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