[Policy Proposal] Invite Expert Selection Procedure

[egekorkan]

As discussed in the main call today, we need a policy on how Invited Experts (IEs) are chosen. Some basic requirements/processes:

• They are invited by the chairs and the team contact together. This may be in response to a nomination.
• They should show their expertise in a call, e.g. making a presentation
• They should explain their commitment to WoT deliverables and meetings
• Chairs and team contact must have consensus to accept an IE, taking into account the group input

[sebastiankb]

from today's WG planning session, @ashimura will provide a first proposal about this policy

[mjkoster]

7/2/2024 IG session
Need to add a nomination policy.

[mjkoster]

9/27/2024 updated and agreed on description at TPAC, will ask for resolution at the next main call

[mmccool]

Given that we just cleared out seven old applications for not following our (understood) policy, I think it would be good to get our current policy in writing somewhere. For this in particular it would be good to have an explicit policy to point applicants to. I think the initial description is a good start, but we probably need to add a few details:

1. Length and content of presentation (e.g. 10m; perhaps have a template/outline; approx 5 slides)
   • Background and expertise
   • Define what their expected contribution to the standardization process would be
   • Prior experience with standards processes, including WoT if relevant
2. Decision procedure, e.g. group consensus, 2wks notice, etc.
3. What constitutes "commitment". I would say attending at least one regular meeting but we do have people who contribute without necessarily being regular meeting attendees, so we should allow for that, but should identify a threshold (number of PRs, issue comments, etc.).

[mmccool]

@mjkoster can you make a PR for this? It seems we are basically in agreement, just need to hammer out the details

[mmccool]

Our policy needs to be consistent with and refer to https://www.w3.org/invited-experts/

[mmccool]

Should add a step where chairs can filter out inappropriate applications without having to go to the group.

[ngcharithperera]

(played with chatgpt a bit :)

Step-by-Step Process

Timelines below are ideal targets intended to keep the process moving efficiently.

Step 1: Expression of Interest (EoI) (within ~2 weeks)

1. Initial Request

   • Individuals may propose themselves or be nominated by an existing WG/IG participant.
   • Suggestions may also come from the Chairs/Team Contact directly.

2. Submission of EoI

   • The applicant (or nominator) sends an Expression of Interest to the Chairs/Team Contact.
   • Required information includes:
     • Name and (if relevant) affiliation.
     • A short summary of their expertise and how it relates to WoT.
     • Contact information.

3. CV/Background Materials

   • The applicant provides one of the following to demonstrate expertise:
     • A short CV or resume, OR
     • A comprehensive LinkedIn profile.
   • Additional materials (e.g., GitHub links, publications) are optional but encouraged.

4. **Preliminary Screening **

   • The Chairs/Team Contact discuss the EoI (often in their weekly Chairs call) to see if the applicant is potentially suitable and confirm their organization is not one that should join W3C as a Member.
   • If the application is incomplete or clearly unsuitable, the Chairs/Team Contact may decline at this stage, notifying the applicant in writing.

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Step 2: Invitation to Present (within ~4 weeks)

1. Invitation for a Brief Presentation

   • If the Chairs/Team Contact determine that the applicant could bring value, they issue an invitation to present to the WG/IG.
   • This request for a presentation does not guarantee final acceptance.

2. Scheduling the Presentation (aim for ~4 weeks)

   • The Chairs and applicant coordinate to schedule the presentation during a regular WG/IG meeting (or another suitable forum) within about four weeks of the invitation.
   • If it becomes impossible to schedule (e.g., repeated no-shows), the Chairs/Team Contact may withdraw the invitation.

3. Presentation Content

   • The applicant should cover:
     • Background and experience (especially in standards).
     • Proposed contributions (areas of specification, test tools, editorial support, etc.).
     • Commitment level (e.g., meeting attendance, PR reviews).
   • Presentations are ideally 10 minutes with fewer than 5 slides, followed by Q&A (appx. 30-40 min in total).

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Step 3: Group Input and Decision (within ~2 weeks)

1. Notification to the WG/IG

   • The Chairs announce the upcoming presentation so interested participants can attend.

2. Presentation and Q&A

   • During the scheduled meeting, the applicant delivers their 10-minute overview (ideally fewer than 5 slides).
   • WG/IG participants ask questions or seek clarifications.

3. Post-Presentation Feedback

   • The Chairs/Team Contact gather input from the group, often via discussion or email/GitHub after the call.

4. Decision (within ~2 weeks)

   • The Chairs/Team Contact aim to decide and notify the applicant within about two weeks of the presentation.
   • If accepted, the invitation is formally extended; if declined, the applicant is given a brief explanation in writing.

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Step 4: Formal Acceptance and Onboarding (within ~4 weeks)

1. Completing W3C Invited Expert Forms

   • If accepted, the applicant:
     • Sets up a W3C Account (or logs in to an existing one).
     • Completes the Invited Expert application for the WoT WG/IG.
     • Agrees to abide by the W3C’s IPR Policy and Code of Ethics.

2. Onboarding

   • Once the application is processed, the Invited Expert is officially enrolled.
   • The Chairs/Team Contact then share details about:
     • Mailing lists, GitHub repositories, issue trackers
     • Meeting schedules and dial-in information
     • Administrative processes (e.g., work items, doc editing)

3. Membership Access

   • By default, Invited Experts are given Member-only access to relevant W3C resources for the duration of their invitation.

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4. Duration and Continuity

1. Term of Invitation

   • An Invited Expert typically serves until the end of the current Charter, unless a shorter term is specified.
   • If the Charter renews or expires, the Chairs/Team Contact review all IEs to confirm continuing needs.

2. Active Contribution

   • Invited Experts are expected to participate regularly (meetings, document reviews, PRs).
   • If an IE becomes inactive for an extended period or changes affiliation, the Chairs/Team Contact may discuss next steps with the IE to clarify future involvement.

3. Re-Application

   • If a substantial time passes without finalizing the invitation or if the invitation was withdrawn, the applicant may need to re-apply if still interested.

[mmccool]

Should be a WG policy - works on specs. IG can just follow. Use "Team Contact". Make clear initial invite from Chairs to present is NOT the final acceptance.