Direct Replacement of Project Leaders

Abbreviations and Links

SC = Steering Committee PL = Project Leaders PC = Official Project Channels CO = Contributing Organization Project = SciCat Project

Purpose

This document defines an expedited process for replacing a Project Leader who steps down voluntarily, allowing their supporting Contributing Organization to propose a direct replacement. The replacement assumes the role as acting Project Leader immediately upon proposal, with Steering Committee confirmation following at the next meeting or via email. This mechanism ensures continuity while maintaining governance oversight.

Conditions

A direct replacement may be appointed only when all of the following conditions are met:

• The outgoing Project Leader resigns voluntarily (not through dismissal)
• The replacement is proposed by the same Contributing Organization that the outgoing Project Leader is associated with
• The proposed replacement meets all eligibility criteria for Project Leaders:
• Is a member of the Contributors Community
• Has solid knowledge of the Project
• Is associated with a Contributing Organization
• The replacement assumes the role as acting Project Leader immediately upon proposal
• The Steering Committee confirms the appointment by majority vote

Duration Limitation

A direct replacement serves only for the remainder of the original Project Leader's term. At the end of this period, the direct replacement must stand for election in the next regular election cycle if they wish to continue as a Project Leader. They do not automatically inherit a full three-plus-three-year mandate.

Process

1. Proposal Submission and Immediate Acting Role
2. The Contributing Organization submits a written proposal to the Steering Committee and the remaining Project Leaders
3. The proposal must include:
   • Confirmation that the outgoing Project Leader is resigning voluntarily
   • The candidate's name and qualifications
   • Confirmation that the candidate meets all eligibility criteria
   • Confirmation that the candidate is associated with the same Contributing Organization

4. Upon submission, the proposed replacement immediately assumes the role as acting Project Leader

5. Steering Committee Review and Confirmation

6. The Steering Committee reviews the proposal and may request additional information or conduct interviews with the candidate
7. The Steering Committee votes on the proposal at the next SC meeting or via email immediately
8. Approval requires a simple majority of voting SC members

9. The vote can be conducted remotely via official Project Channels

10. Announcement

11. Once confirmed by the Steering Committee, the Project Leader appointment is announced through official Project Channels

12. The announcement must include:

    • The name of the new Project Leader
    • The duration of their appointment (remainder of original term)
    • Confirmation that this is a direct replacement under this procedure
    • Note that the replacement served as acting Project Leader from the date of proposal submission

13. Documentation

14. The appointment is recorded in the relevant role files
15. The proposal, acting period start date, and approval are documented in the Project's official records

Relationship to Other Procedures

• This procedure replaces the standard Nomination and Voting procedures for this specific case
• The standard Ratification procedure still applies for initial governance document ratification
• This procedure does not affect the Member Dismissal process

Exclusions

A direct replacement cannot be used: - To fill a position vacated by dismissal (early or otherwise) - To extend a Project Leader's term beyond the original mandate - To appoint a candidate who does not meet the eligibility criteria - To bypass the regular election cycle for a full term

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