Implement suggestions from the Steering Committee

README.md

@@ -1,27 +1,25 @@
 # SciCat Project Governance
 
-_IMPORTANT: these governance document are still a work-in-progress_
-
 ## Introduction
 
 The purpose of this repository is to formalize the governance process that the SciCat project follows and has been using informally for the past few years.
-These documents clarify who has which responsibility, how decisions are made and how the various elements of our community interact.
-It is based from [Bluesky governance](https://), which has been adapted from
-[GitHub's Minimum Viable Governance](https://github.blog/2021-07-22-minimum-viable-governance-lightweight-community-structure-foss-projects/).
+These documents clarify the responsibilities, decision processes, and how the various elements of our community interact.
+The governance model was inspired by the [Bluesky governance](https://) and the
+[GitHub Minimum Viable Governance](https://github.blog/2021-07-22-minimum-viable-governance-lightweight-community-structure-foss-projects/).
 
 ## Why?
 
-Data cataloging, curation and sharing are becoming a critical step in many facilities data lifecycle.
+Data cataloging, curation and sharing are becoming a critical step in many organizations' data lifecycle.
 The SciCat project and its community aims to communicate clearly how the project is managed, how the priorities are set and effort is allocated. We would like to formalize and document the processes contributors and adopters can follow to become active members of the community and easily contribute to the project.
 This effort is also important to communicate the commitment of the community to the Project and render SciCat a viable and well thought option in the landscape of data catalogues.
 
 ## Purpose
 
-The governance documents aim to formalize the SciCat project (following referred as the Project) as an international, multi-facility, community-driven project.
+The governance documents aim to formalize the SciCat project as an international, multi-organization, community-driven project.
 
 ## Adoption
 
-Project contributors, adopting facilities and commercial partners agree to adhere to the definition, procedure and responsabilities described in the content of these documents
+Project contributors, contributing organizations and commercial partners agree to adhere to the definition, procedure and responsibilities described in the content of these documents
 
 ## Governance Entities Mission
 
@@ -39,13 +37,12 @@ The Governance Entities of the Project are set in place to promote a positive de
 
 ### Governance Entities
 
-- [Users Community](./governance-entities/USERS-COMMUNITY.md)
 - [Contributors Community](./governance-entities/CONTRIBUTORS-COMMUNITY.md)
 - [Technical Leaders](./governance-entities/TECHNICAL-LEADERS.md)
 - [Project Leaders](./governance-entities/PROJECT-LEADERS.md)
 - [Steering Committee](./governance-entities/STEERING-COMMITTEE.md)
 - [Advisory Boards](./governance-entities/ADVISORY-BOARDS.md)
-- [Facilities](./governance-entities/FACILITIES.md)
+- [Contributing Organizations](./governance-entities/CONTRIBUTING-ORGANIZATIONS.md)
 - [Voting Body](./governance-entities/VOTING-BODY.md)
 
 ### Project Components
@@ -83,20 +80,8 @@ The Governance Entities of the Project are set in place to promote a positive de
 
 ## Status
 
-These documents are in active development. They have been adapted from:
-
-- [Bluesky Governance](https://), which have been derived from the
-- [GitHub's Minimum Viable Governance](https://github.com/github/MVG).
-
-We are in Step 2 of the following process:
-
-1. Develop a draft of the governance.
-2. Collect feedback and contributions from Collaborators and the Community
-   Please use GitHub Issues and PRs on this repository to provide feedback anc contributions.
-3. Content revision based on feedback.
-4. Announce initial memberships for each group and committee and maintainers for each repo, if possible.
-
-Even if we are in step 2, we already working to find Project Leaders, and forming the Main Technical Committee.
+Governance documents are tracked at <https://github.com/SciCatProject/governance>.
+The latest [release](https://github.com/SciCatProject/governance/releases) is considered to be in effect, while the `main` branch represents the latest draft under consideration.
 
 ***
 Licensed under the [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/) License.

governance-entities/CONTRIBUTING-ORGANIZATIONS.md

@@ -0,0 +1,16 @@
+# Contributing Organizations
+
+## Abbreviations
+
+CO = Contributing Organization
+
+## Definition
+
+A _contributing organization_ is any facility, institute, or organization that commits to significant ongoing contribution to the Project. A significant contribution is defined as at least 50% of an full time position (0.5 FTE) per year.
+
+## Responsibilities
+
+A contributing organization has the responsibility to allocate resources equivalent to at least half of an FT to sustain and contribute to the Project. Only contributing organizations participate in the [Steering Committee](STEERING-COMMITTEE.md).
+
+---
+Licensed under the [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/) License.

governance-entities/PROJECT-LEADERS.md

@@ -25,7 +25,7 @@ The PL's duties and responsibilities are:
 - promote the project,
 - maintain relationships with:
   - contributors community,
-  - adopting facilities and their management
+  - contributing organizations and their management
   - user community
 - provide project guidance
 - moderate in case of disputes or conflicts
@@ -46,7 +46,7 @@ PL do agree to put as much effort as required in performing the responsibilities
 Any member of the Contributors Community is eligible to be nominated to become a Project Leader, proven that:
 
 - they have a solid knowledge of the Project,
-- they are associated with a supporting facility.
+- they are associated with a contributing organization.
 
 They might be asked to sustain one or more interviews with any of the Project governing entities. The interviews will be decided by the current PL on per-nomination case, with the guidance of the SC.
 The nomination for a PL position should follow the process described in the [Nomination](../procedures/NOMINATION.md) section.
@@ -60,6 +60,13 @@ For each open position as a Project Leader, any member of the Contributors Commu
 No matter the number of candidates for each position, a vote by the Contributors Voting Body is required.
 The voting procedure will follow the procedure described in the [Voting](../procedures/VOTING.md) section.
 
+## Ratification
+
+Following election, the SC should ratify the newly elected PL candidates by majority
+vote of the SC within two weeks. If the SC fail to ratify a candidate, a special
+election will be held. The special election should be held after at least four weeks to
+allow additional nominations, and within at most 2 months of the initial vote.
+
 ## Duration
 
 Project Leaders maintain their role for a three plus three years mandate. At the end of the first three years mandate, the outgoing PL can decide to renew their candidacies for the following three years and participate in the next round of elections.

governance-entities/STEERING-COMMITTEE.md

@@ -10,50 +10,68 @@ FT = Full Time
 
 ## Description
 
-The Steering Committee includes representatives of supporting facilities.
-Members of the Steering Committee should not be Project Contributors, but should be part of the management team of the facilities or consortiuum they are part of.
+The Steering Committee includes representatives of contributing organizations.
+Members of the Steering Committee are usually not Project Contributors, but should be part of the management team of their contributing organization.
 
 ## Responsibilities and Duties
 
 The SC is tasked with:
 
-- providing guidance and non-binding feedback to the Project Leaders (PL),
-- promoting the Project within their home facilties and science community
+- providing guidance and feedback to the Project Leaders (PL),
+- promoting the Project within their home organization and science community
 - promoting the Project at large
 - help sustaining the project
 - discover possible funding sources
-- make sure that their facility allocates resources to sustain the project
-- monitor, confirm and support fair election of candidates for Project Leaders and Technical Leaders positions.  
+- make sure that their organization allocates resources to sustain the project
+- monitor, confirm and support fair election of candidates for Project Leaders and Technical Leaders positions.
+- ratifying PL elections and major decisions
 
-## Meeting
+## Meetings
 
-The SC should meet at least once a year, possibly in person and at the annual meeting SciCatCon.
+The SC should meet at least once a year (for instance, at the annual SciCatCon meeting).
 The meeting will be scheduled and announced in due time through the Project official channels.
-Aside of the single annual meeting, additional meetings might be organized based on the Project needs. Additional meetings can happen on-line.
+Additional meetings might be organized based on the Project needs.
+The annual SC meeting is chaired by the host of SciCatCon for that year.
 
-## Eligibility
+## Committee Seats
 
-A person is eligible to become a member of the SC if and only if their home facility is able to allocate at least a half FT, or an equivalent effort, to sustain the Project.  
+The following rules govern which contributing organizations hold seats on the SC.
 
-## Representation
+### Eligibility
+
+Each [_contributing organization_](CONTRIBUTING-ORGANIZATIONS.md) may hold one seat on the Steering Committee. The organization should confirm that their representative has authority for strategic decisions, such as allocating personnel for SciCat development.
+
+### Adding a Contributing Organization
+
+An eligible contributing organization may apply for a seat by contacting the PLs. Admission requires approval by a majority of the existing SC members, following confirmation of the organization's eligibility.
+
+### Yearly Review
+
+During the annual meeting, each contributing organization should state the effort it will allocate for the following year.
 
-Each supporting facility is granted a number of votes equivalent to the number of half FTs that is able to dedicate to the Project.
-The number of votes are distributed among the members representing the facility. The maximum number of facility members is equal to the number of half FTs allocated by the facility.
+### Losing Representation
 
-## Posting Duration
+If a contributing organization no longer meets the eligibility criteria, the SC may vote to remove its seat. Removal requires a majority vote of the remaining SC members. An organization that loses its seat relinquishes all associated voting rights.
 
-Memberships in the SC are not time bounded.  
-The list of the supporting facility and their effort will be updated once year. We will strive to generate the updated list at the in-person meeting, although it will not be guaranteed it. The new efforts will guide the adjustment to members of the SC.
-The participating facility has the responsibility to manage its membership to the SC and nominate a new member if a current one is stepping down. If no new member is nominated, the supporting facility will relinquish their representation and voting power.
+## Representatives
 
-## Resignation
+The following rules govern the individuals appointed by each contributing organization to fill its SC seat.
 
-A member of the Steering Committee can resign at any time.  
-A resigning member should inform the Project members (the SC, the PL and TL) with a written communication posted in the official project channels.
+### Appointment
 
-## Effort evaluation
+Each contributing organization appoints one representative to fill its SC seat. The representative speaks and votes on behalf of the organization.
+
+### Resignation
+
+A representative may resign at any time by informing the SC, the PL, and the TL through the official project channels.
+
+### Replacement
+
+When a representative steps down, the contributing organization may nominate a replacement, subject to approval by the SC. If no replacement is nominated or approved within a reasonable time, the contributing organization relinquishes its seat.
+
+## Representation
 
-During the yearly meeting, each contributing facility is required to state the effort allocated for the following year, so representation in the SC can be adjusted.
+Each member of the Steering Committee holds one vote, regardless of their organization's level of contribution.
 
 ***
 Licensed under the [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/) License.

governance-entities/TECHNICAL-LEADERS.md

@@ -3,9 +3,9 @@
 ## Abbreviation
 
 TL = Technical Leader
+PL = [Project Leaders](./PROJECT-LEADERS.md)
 CC = [Contributors Community](./CONTRIBUTORS-COMMUNITY.md)
 SS = [Supported Project](../project-components/SUPPORTED-PROJECTS.md)
-VB = [Voting Body](./VOTING-BODY.md)
 
 ## Description
 
@@ -28,12 +28,11 @@ TL's responsibilities are:
 
 Any member of the Contributors Community (CC) can become a TL, given that he/she proves the required skills.
 
-## Nomination Process
+## Appointment
 
-A TL prospect is nominated through a public announcement on the official channels. The nomination for a TL position should follow the process described in the [Nomination](../procedures/NOMINATION.md) section. A TL is official after winning an election by the VB (see [Voting](../procedures/VOTING.md)).
+A TL is appointed by the Project Leaders (PL) following a public announcement of the open position on the official channels. The appointment becomes official once the PL confirm the candidate and the name is listed in the relevant file under `roles/` and on the Project website.
 
-The name of the TL must be listed in the relevant file under `roles/` and the Project website and updated following election results.
-For supported project, the project repository should contain a file named GOVERNANCE.md listing the name of the official TL and, possibly, the official maintainers
+For supported projects, the project repository should contain a file named GOVERNANCE.md listing the name of the official TL and, where applicable, the official maintainers.
 
 ## Posting Duration
 

procedures/AMENDMENTS.md

@@ -17,10 +17,11 @@ This document defines how the SciCat governance documents are amended after init
 Amendments apply to the following documents:
 
 - `governance-entities/`
-- `roles/`
 - `procedures/`
 
-Documents under `other/`, `project-components` and `utils/` are not subject to this procedure. They may be updated with approval by the Project Leaders (PL).
+Documents under `other/`, `project-components` and `utils/` are not subject to this procedure.
+They may be updated with approval by the Project Leaders (PL).
+Documents in `roles/` will be updated with the current membership following elections and appointments.
 
 ## Document Versions
 
@@ -41,17 +42,10 @@ Any Active Contributor may propose an amendment by pull request to this reposito
 
 ### Approval
 
-An amendment requires approval from both voting bodies:
+An amendment requires approval by a two-thirds supermajority of the SC.
 
-1. **SC** — at least two-thirds (2/3) of votes cast
-2. **AC** — at least two-thirds (2/3) of votes cast
-
-### Quorum
-
-The same quorum requirements as [Ratification](./RATIFICATION.md#quorum) apply:
-
-- **SC:** at least 2/3 of SC members must participate
-- **AC:** at least 15 Active Contributors must participate
+At least two-thirds (2/3) of SC members must participate (in person or remotely). If
+quorum is not met, the vote does not take effect and may be rescheduled.
 
 ### Venue and Timing