Organizational Structure

How we organize our group's structure and functioning.

Last revised: January 27, 2017

I. Purpose

Our mission is to help people across Georgia Tech use, edit, create, and safely manage Drupal websites by:

  • Encouraging exploration, discovery, and learning,
  • Sharing knowledge and experiences,
  • Constructing and helping shape community projects and resources,
  • Welcoming a community of users with diverse skill-sets and interests.

II. Participation

All references to "attendance" should be understood to mean either in-person or virtual presence (via videoconferencing, while using one's real name). Any attendance requirement is waived in cases of emergencies and pre-existing job deadlines.

All designated/accepted responsibilities for an office can be performed either by an officer or in coordination with other community members.

III. Membership

There is no specific job role or unit affiliation required to hold any office in or be a member of the GT Drupal Users Group (GTDUG) leadership.

However, only people meeting the following prerequisites qualify as members who can nominate, be nominated, or vote in the yearly elections:

  • are employed by or enrolled at Georgia Institute of Technology; and
  • attend the nomination/elections meeting.

IV. By-law Changes

Two current committee members must sponsor changes to the by-laws. Following the sponsoring, the proposed changes should be advertised on the website and on the email listserv at least two (2) weeks before a regular monthly meeting. At the aforementioned meeting, an anonymous simple-majority vote of qualified attendees can accept said changes.

V. Nominations & Elections

A. Timeline

Nominations and Elections will be held at the first monthly meeting each year (usually January). This date can be adjusted to the last monthly meeting of the year before (December), depending on campus closure dates for winter break.

Election meetings should be advertised at least two (2) weeks in advance on the website and email listserv.

B. Nominations

Any person may self-nominate for an officer position. However, anyone nominating another person for an officer position must get that person's permission in advance before nominating them.

C. Elections

1. General process

After people are nominated for various offices, the assembled group can discuss the nominations for a few minutes. Then, the meeting leader will ask if there are any objections to accepting nominated people for non-competitive offices (those in which only one person has accepted a nomination or in which multiple nominees have agreed to be cooperative holders of the office). If there are no objections, the non-competitive nominations shall be considered elected.

2. Voting process

For competitive offices, or for non-competitive offices where objections are raised, an anonymous vote can be held. An independent group member (who is neither an office holder, nor an office nominee, nor the person raising objections) will collect and count the confidential votes and report the results to the group.

VI. Leadership Committee

A. General Structure

The leadership committee will be composed of one (1) chair, an optional vice chair(s), task leads for major areas of endeavor, an advisory board drawn from major units within the Institute, and at-large committee members.

B. Term and Office Limitations

  • All offices, except the Chair, can have either a single officer or multiple co-officers.
  • An officer may belong to the Advisory Board and also hold one of the defined leadership roles, but no one may hold more than one defined leadership role simultaneously.
  • Only the Chair has a term limit and cannot serve consecutive years. However, they can be elected and serve again one year after their term ends. All other officers (including vice chair[s]) have no term limits.
  • All terms are for a single calendar year (January to December).

C. Task Leads

  • Task lead areas should be re-evaluated yearly as the group's needs change.
  • Changes can be made using the same method by which the by-laws are altered (as described elsewhere in this document).

VII. Responsibilities by Office

A. An advisory board member will…

  • fairly represent major units of the Institute. Ideally, this would include a representative from: Institute Communications, the Office of Information Technology, each of the Colleges, and the Research groups, such as GTRI and/or the IRI's.
  • communicate Drupal-related news from GTDUG to their home unit, and vice versa.
  • volunteer for at least one (1) of the open helpdesks during their calendar year term.

B. A chair will…

  • attend and run monthly meetings or finds a backup to run if can't attend. This does not include agenda organization or logistics.
  • attend semester/quarterly "leadership" meetings
  • follow up with what the GTDUG leadership group decides on doing for various topics, serving to maintain accountability.
  • be the main point of contact for the GTDUG leadership (try to keep up, generally, with what the GTDUG leadership as a whole is doing and pass along inquiries to the listserv or to appropriate members of the community when receives questions).
  • train and help any vice chair(s) to become knowledgeable about the way GTDUG works/runs.

C. A vice chair(s) will…

If there is a nomination, a Vice Chair (or multiple, co-Vice Chairs) can be elected to shadow and assist the current Chair.

D. At-Large members will..

Commit to contributing significant hours to help the GTDUG community this year, either:

  • towards a specific task or activity about which they are passionate, or
  • towards helping in a more general, fill-in-the-gaps capacity.

E. A Logistics Lead will…

  • manage space reservations for Drupal helpdesks and GTDUG meetings.
  • create Mercury events for each GTDUG helpdesk and event.

F. A Knowledge Lead will…

  • improve the documentation on our community website (including clean up, re-organization, addition of commonly-recurring listserv topics, solicit additional helpful content).
  • organize Drupal-related trainings for groups of various sizes on campus, including any organization needed for open helpdesks and GT Build days.
  • may also organize the creation of video tutorials.
  • improve and add business process documentation on the Drupal site to aid in knowledge continuity (such as "how to record a GTDUG meeting using WebEx").
  • may gather community input on key projects or plans (examples include GT Editor, help desks, large-scale Drupal training).

G. A Community Lead will…

  • sends out requests for agenda items to the general GTDUG community.
  • coordinates and selects the GTDUG meeting agenda.
  • sets up virtual session details for the GTDUG meeting.
  • sends out reminder emails for the GTDUG meetings and events.