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Community Governance Structure

Governance Structure of the ict@innovation Volunteer Community

All volunteers need to read this document and commit to this structure, if they would like to join the community

Volunteers


The ict@innovation volunteer community will ensure that the existence of the programme and its main daily tasks can be
up kept after the GIZ funded phase ends in 2012.
Currently, there are three groups of volunteers each headed by a group leader.


Roles and Responsibilities


The Community Manager
The community manager oversees the volunteer community and manages the network of volunteers. He /she will ensure all groups report regularly on the fulfillment of their tasks and makes sure that all groups have a role definition, clear roles and tasks. The community manager is the contact person for all volunteers. Should volunteers experience any problems or difficulties with the group leaders, they can turn to the Community Manager for
guidance and mediation. The Community Manager will also be responsible to report back to FOSSFA, other programme staff and the whole ict@innovation community.

Group Leaders
The role of the group leaders is to:

- organize the group, distribute tasks fairly and monitor their progress

- provide guidance to the volunteers in their group and
- provide continuity to discussion.

- The group leadership role can be rotational, with the choice made every year. However if members agree that an individual can continue to hold a post then the holder may continue with that particular role.

- Every group should also nomitate a vice-group leader, who will take on board group leader activiites incase of absence or illness.

The group leaders regularly report back to the Community Manager.

ict@innovation Volunteers
Anyone who is interested in supporting ict@innovation and has time and skills to contribute is welcome to the group and become a volunteer. The requirement is that there is a commitment to contribute a minimum of two hours a week to the volunteer work and to complete the assigned tasks
timely as well as to partake in the weekly meetings.


For a current overview of the volunteers and tasks please see: http://www.ict-innovation.fossfa.net/wiki/public-wiki/how-sustain-ictinn...


What happens when a volunteer joins?

New volunteer Work flow

Structure and Work Flow

Tasks
Tasks are agreed upon on a monthly base. The group leader draws up current and relevant tasks in coordination with the group and the CEM. Every volunteer should have a clear idea of his or her tasks. The main tasks of the group, deliverables and due dates are to be documented on the ict@innovation volunteer group wiki. The group leader will check that deadlines are kept and tasks are equally and fairly distributed in his or her group. The group leader is the first contact person for the volunteers. He or she should be available to discuss questions or difficulties related to the task.


Reporting and Meetings
Every group meets once a week for brief update on activities and achievements. During this meeting all group members give a status update and feedback on their tasks. Difficulties and possible solutions connected to the group targets and tasks can be discussed as well as new and upcoming tasks. The results of this meeting are communicated to the CEM by the group leader in weekly meetings.

Later, once a regular work flow has been established, these can become bi-weekly meetings

Incentives

Volunteers

- All volunteers will be featured in a section on the ict@innovation website (under team)

- After six months of continuous commitment volunteers can ask for a report on their work
and a letter of recommendation by FOSSFA.

Group Leaders
- All group leaders will be featured in a section on the ict@innovation website (under team)

- After six months of continuous commitment group leaders can ask for a report on their work and a letter of recommendation by FOSSFA.

- Group leaders are considered core ict@innovation staff and may represent the programme

Comments

Proposal Looks very good. However I would propose that the Report and Meetings within the group could be spaced for every fortnight. Initially it could be weekly, but once the group gets traction the meeting could be spaced to 2 a month.

With regard to the Governance Structure, I would propose that ict@innovation core team be established as the training committee members that will be recognized within the FOSSFA structure to ensure that it is institutionalized.

Group Leadership role can be rotational, with the choice made every year. However if members agree that an individual can continue to hold a post then the holder may continue with that particular role.

Some effort can be put by members to make some strategic plan for ict@innovation for the next 3-5 years.

Thanks John, I think those are very good points, I will change the document accodingly!

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