Rocky Mini-‐Grants Working Group Guidelines and Responsibilities Working Group Members: Here are some guidelines that will allow you to work effectively and efficiently. Remember, respect is the number one criteria for this working group. Applications • Applications are due on Sunday at 11:59 PM before any of the working groups meetings. • Applications will be posted on the Black Board site by noon on Monday before the meetings. • Please read and comment on the applications before you attend the working groups meeting. • During the meetings, the group will discuss the applications. • A majority vote will determine whether or not an application gets funded, no filibuster. • The group can vote to table the application if more information is needed, at that time the group can request that the applicant come in person to the next meeting or at a mutually convenient time to answer questions about his/her application. • Working group decisions will be emailed to the applicant by the chair or acting chair within 24-‐ hours of the meeting. Working Group Meetings • Meetings take place every other Tuesday starting with the third week of the term; there are four meetings a term. • Meetings will take place at 12:00 PM and will include lunch. • You are required to sign up for at least two meetings a term, unless you are off campus for the term. • Sign up for meetings using the Google Doc attendance sheet. • If you miss a meeting that you had signed up for, you must provide reasons for your absence on the Google Doc attendance sheet before the meeting starts. • If there are no applications to fund, the meeting will be canceled. • Cancelations will be determined 24-‐hours before a scheduled meeting, an e-‐mail notice will be sent out to the group stating whether or not the meeting will take place. • Meeting minutes must be recorded and sent to Robin Donovan after the meeting. • Please do not discuss details of the applications or the decision process outside of the meetings; all meetings are confidential. Chair Person Tasks • Facilitating the meetings. • Making sure the group upholds its integrity. • Making sure the meetings are well-‐attended and taking appropriate action when group members miss a meeting. • Sending out the decision email to the applicants with a cc to Robin Donovan. • Appointing an acting chair if he/she is unavailable for a meeting.
Voting Policies • The Chairperson running the meeting will not vote unless it is needed for a tiebreaker. • Working group members may not vote on applications submitted by themselves or by groups that they are actively involved in.