Proposed ADHO SIGs, Associate, and Affiliate Organization Recommendations

Melissa Terras

April 25, 2018

¶ 1 Leave a comment on paragraph 1 0 This document was prepared by the ADHO Implementation Committee (IC) for the ADHO Steering Committee following the guidance of the ADHO Governance Proposals and other documents. It is a recommendation for how ADHO Special Interest Groups (SIGs) and Associate (AO) and Affiliate (AfO) Organizations be structured, recognized, and supported.

¶ 2 Leave a comment on paragraph 2 0 This document is a step towards replacing parts of the Governance Protocol with Bylaws and/or Protocols.

¶ 3 Leave a comment on paragraph 3 0 See Appendix A for a glossary of relevant acronyms, and Appendix B for current working practices of AOs, AfOs, and SIGs, as described in current ADHO documentation.

Preamble

¶ 4 Leave a comment on paragraph 4 0 This document works in conjunction with the proposed revisions to the Governance and Financial recommendations for ADHO. There is received wisdom regarding the relationship of ADHO, SIGs, Associate and Affiliate organizations. This document sets out to clarify the different organizations and their relationships. We highlight specific recommendations and a range of scenarios regarding organisation and funding.

¶ 5 Leave a comment on paragraph 5 0  

¶ 6 Leave a comment on paragraph 6 0 The proposed scenarios below were developed based on these principles:

• ¶ 7 Leave a comment on paragraph 7 3
• Associate, and Affiliate Organisations and Special Interest Groups are sponsored groups, rather than Constituent Organizations, and therefore require alternative governance practices and financial support than those described in the Governance and Financial Recommendations.
• An Associate Organisation is a formally established association which is allied to ADHO but is not financially affiliated through the governance structures.
• A Special Interest Group is a research or activity grouping of scholars initiated and run by a group of individuals who share a self-defined ‘special interest’ within the areas of scholarship in which ADHO and its COs and AOs are active.
• An Affiliate Organisation is a formal association that has compatible aims with ADHO and its COs and where there is potential for a mutually beneficial relationship, but does not wish, or where it is not appropriate, to apply for admission as a CO or AO. The basis of Affiliate status is cooperation and collaboration for mutual benefit, e.g. reciprocal reduced rates at conferences.
• We provide, in Appendix B, the understood working practices of AO, AfOs, and SIGs, as described in ADHO documentation.
• AO, AfOs, SIGs will not have voting representation on the COB unless Scenario 2 is chosen from the Governance document. Voting rights are therefore not discussed here.
• ADHO should beware of initiating activities that don’t arise from the COs. Its sole purpose is to support COs. Wherever practical, all infrastructure, activities and projects supported should be proposed by, and managed by one or more COs and not by ADHO itself.

¶ 8 Leave a comment on paragraph 8 0 Recommendations

• ¶ 9 Leave a comment on paragraph 9 1
• Recommendation 1: We recommend that all AOs and AfOs and SIGs with a connection to a CO will report to that reporting CO, who will report on their activities to the ADHO Executive. AOs, AfOs and SIGs without a parent CO will report on their activities to the ADHO Executive directly. (Should the steering committee choose Scenario 3 in the Governance Document, then AOs and SIGs will have a vote on the COB).
• Recommendation 2: We recommend that a decision to accept an AO, AfO and SIG should go through the Member and Admission Committee for approval and acceptance (see Committee documentation). The Membership and Admission Committee has a key role not only in the formal admissions process for applicant associations, but also in providing advice and support – e.g. in the early stages of association development. The Committee is also an initial point of reference for new or embryo associations who wish to explore possible involvement in the ADHO family.
• Recommendation 3: AOs are always connected to a CO, SIGs can be mentored by a CO or proposed independently, AfOs can be mentored by a CO or proposed independently.
• Recommendation 4: We recommend that all AO, AfO, and SIG activity must respect the ADHO Code of Conduct.
• Recommendation 5: We recommend that the SIGs be extended to 5 years range of activity before renewal rather than 3.

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¶ 11 Leave a comment on paragraph 11 0 Scenarios

¶ 12 Leave a comment on paragraph 12 2 There are range of options regarding distribution of funds which are not clearly signposted in the previous ADHO documentation, and we therefore propose these three different scenarios from which a decision needs to be made. These have different implications for resources needed to oversee the process, and the funding available for COs:  

• ¶ 13 Leave a comment on paragraph 13 1
• Scenario 1: In the most simple scenario, AOs, AfOs, and SIGs would not receive any financial support from ADHO, however, COs could choose to sponsor such activity from their own resources, with decisions being made under their own procedures.
• Scenario 2: AOs would receive some disbursement of funds from the COs based on a proportion of membership model. SIGs, if sponsored by a CO, could apply for funding from ADHO for a time limited project. AfOs would receive no financial support from ADHO. All disbursements need to be proposed by the executive and ratified by the COB.
• Scenario 3: AOs would receive some financial support directly from ADHO, from monies taken before disbursement to COs. All disbursements need to be proposed by the executive and ratified by the COB. SIGs could apply for funding from ADHO for a time limited project, with a budget ringfenced and procedures established.

¶ 14 Leave a comment on paragraph 14 0  

Appendix A: Glossary of Acronyms

¶ 15 Leave a comment on paragraph 15 0 AADH: The Australasian Association for Digital Humanities

¶ 16 Leave a comment on paragraph 16 0 ACH: Association for Computers and the Humanities

¶ 17 Leave a comment on paragraph 17 0 ADHO: Alliance of Digital Humanities Organizations

¶ 18 Leave a comment on paragraph 18 0 AIUCD: Associazione per l’Informatica Umanistica e le Culture Digitali

¶ 19 Leave a comment on paragraph 19 0 AO: Associate Organizations

¶ 20 Leave a comment on paragraph 20 0 CO: Constituent Organizations

¶ 21 Leave a comment on paragraph 21 0 COB: Constituent Organization Board

¶ 22 Leave a comment on paragraph 22 0 CSDH/SCHN: Canadian Society for Digital Humanities/ Société canadienne des humanités numériques

¶ 23 Leave a comment on paragraph 23 0 DHd: Digital Humanities im deutschsprachigen Raum (DH in German-speaking Regions)

¶ 24 Leave a comment on paragraph 24 0 DHN: Digital humaniora i Norden (Nordic DH)

¶ 25 Leave a comment on paragraph 25 0 DHQ: Digital Humanities Quarterly journal

¶ 26 Leave a comment on paragraph 26 0 DS: Digital Scholarship journal

¶ 27 Leave a comment on paragraph 27 0 DSH: Digital Scholarship in the Humanities journal

¶ 28 Leave a comment on paragraph 28 0 EADH: European Association for Digital Humanities

¶ 29 Leave a comment on paragraph 29 0 IC: ADHO Implementation Committee

¶ 30 Leave a comment on paragraph 30 0 JADH: Japanese Association for Digital Humanities

¶ 31 Leave a comment on paragraph 31 0 MoA: Memorandum of Agreement

¶ 32 Leave a comment on paragraph 32 0 SC: ADHO Steering Committee

¶ 33 Leave a comment on paragraph 33 0 SIG: Special Interest Groups

¶ 34 Leave a comment on paragraph 34 0  

Appendix B: Definitions and Working Principles

¶ 35 Leave a comment on paragraph 35 0 In light of the principles we drew from documents and discussion we propose some general definitions, and working practices for AO, AfO, SIGs, and also note less formal relationships. We also provide up to date information regarding current numbers of these organisations, for information.  

¶ 36 Leave a comment on paragraph 36 0  

¶ 37 Leave a comment on paragraph 37 0 B.1 Associate Organisations (AO)

• ¶ 38 Leave a comment on paragraph 38 2
•   An Associate Organisation is a formally established association which is allied to ADHO but is not financially affiliated through the governance structures.
•   An AO must share ADHO’s strategic objectives, starting with the commitment to support and promote the application of computation in humanistic research and the development of new knowledge in this area.
•   An AO is expected to take responsibility for advocacy in the relevant circumstances; e.g. for an AO covering a specific geographical country or region, the AO will be responsible for advocacy in that country or region.
•   An AO must have a formally written and adopted constitution, with an elected governance structure providing for regular elections, and a code of conduct. The AO must respect the ADHO code of conduct.
•   An AO must have a legally valid basis for receiving and disbursing funds, this may be through ADHO or another CO.
•   An AO must have a documented membership scheme involving membership fees.
•   An AO must have at least 30 members.
•   An AO may have individual or institution members or both.
•   An AO must establish a formal relationship with at least one existing CO, which would be a ‘parent’ or ‘mentor’ association, becoming in effect a ‘chapter’ or subsidiary partner of the CO. Where the AO operates within the geographical and/or political/legal ambit of an existing CO, it would be linked with that CO.  Where no such overlap exists, the AO may be assigned to whichever CO seems most appropriate and is agreed by ADHO and the CO itself. An AO can be associated with more than one CO.
•   The details of this relationship in terms structure and finance are a matter for the CO and the AO to decide, but in general terms the AO’s representation in ADHO will be via the CO, except insofar as arrangements may be made for direct AO participation in aspects of ADHO governance. An AO will not receive disbursement of funds directly from ADHO, nor will it contribute directly to ADHO funds.
•   An AO has access to infrastructure and other services developed and provided at ADHO leve via their parent CO; the AO may also have access to services provided by its partner CO.
•   Members of AOs have access to the whole range of ADHO and CO membership benefits in operation at any time, likely always to include reduced rates for conferences and training events, but not necessarily limited to this; AO members will also have access to membership benefits offered by its partner CO.
•   A fledgling AO may wish to develop a ‘mentoring’ relationship with an existing CO during its first years of existence, even if it has the longer-term intention to apply for admission as a CO.
•   Although the establishment of a CO-AO relationship does not need to involve any part of the ADHO governance structure, the CO should keep the Admissions Committee informed of developments to ensure that ADHO’s committees and the other COs are informed. AO voting rights on the COB will be determined by decisions taken regarding the scenarios in the Governance document.

¶ 39 Leave a comment on paragraph 39 0 Note. There are currently 3 AOs: AIUCD (Italy); DHd (German-speaking); DHN (Nordic countries). All have a relationship with EADH as their partner CO.

¶ 40 Leave a comment on paragraph 40 0  

B.2 Special Interest Group (SIG)

• ¶ 41 Leave a comment on paragraph 41 1
• A Special Interest Group is a research or activity grouping of scholars initiated and run by a group of individuals who share a self-defined ‘special interest’ within the areas of scholarship in which ADHO and its COs and AOs are active.
• ADHO Special Interest Groups (SIGs) are encouraged by the ADHO Steering Committee (SC) as a locus for members of ADHO Constituent Organisations with similar professional specialties, interests, and aptitudes to exchange ideas, to keep themselves current on pertinent developments, and to mobilize in pursuit of positive, related activities and goals.  In this way, SIGs represent key elements in the breadth and depth of the ADHO community, though they do not speak directly for ADHO, its committees, or its Constituent Organisations.
• SIGs may be proposed by any group of ADHO members. They do not need CO sponsorship.
• For formal sponsorship by ADHO, an application is required that sets out the rationale for the SIG, its area of special interest, and containing the names of at least five individuals who are prepared to participate in its activities, at least one of which must be a member of an ADHO CO or AO (at present the application is prepared with the Admissions Committee, though this may change).
• All aspects of governance and operation are a matter for the SIG itself, although there must be a named ‘Convenor’ who will act as the point of contact with ADHO – or a related CO. However, all activities of SIGs must respect the ADHO code of conduct.
• A SIG is entitled to access to a range of infrastructure services offered by ADHO, e.g. dedicated server space for the SIGs website, a dedicated listserv and in-name sponsorship of related gatherings, workshops, and conferences, as well as in-name support when pursuing external funding.
• SIGs may approach a CO to establish a ‘mentor’ relationship if it feels this will be of mutual benefit; i.e. a SIG may apply to a CO for ratification, in which case it’s relationship with ADHO will be via the CO. SIGs may also be approved directly by the ADHO Steering Committee.
• A SIG is not part of the annual ADHO finance procedures.  A SIG may, however, apply for funding for specific purposes from time to time.
• Approved proposals are posted to the ADHO website area dedicated to SIGs.
• The COB may approve proposed SIGs in areas of the ADHO mandate to its constituency for a period of three years (measured by the annual conference), which is renewable via reapplication. It is up to the COB to determine whether activities merit renewal.
• SIGs may be dissolved if the COB determines their activities no longer positively pursue their mission in areas of ADHO’s mandate or no signs of activity are shown via their annual reporting; further, a SIG’s association with ADHO can be ended via 30 days written notice exchanged between the SIG and the ADHO Exec initiated by either party.

¶ 42 Leave a comment on paragraph 42 0 Note. There are currently 6 SIGs:  Digital Literary Stylistics, AVinDH, GO::DH, GeoHumanities, Libraries and Digital Humanities, and Linked Open Data.

¶ 43 Leave a comment on paragraph 43 0  

B.3 Affiliate Organisation (AfO)

• ¶ 44 Leave a comment on paragraph 44 0
• An Affiliate Organisation is a formal association that has compatible aims with ADHO and its COs and where there is potential for a mutually beneficial relationship, but does not wish, or where it is not appropriate, to apply for admission as a CO or AO. The basis of Affiliate status is cooperation and collaboration for mutual benefit, e.g. reciprocal reduced rates at conferences.
• There is no provision for disbursement of ADHO funds to affiliates.
• The relationship is defined in a Memorandum of Agreement that sets out the responsibilities and rights of each party.
• An AfO may be affiliated to ADHO, or to one of the COs.
• A proposal to enter into a relationship with an AfO needs to be discussed at the COB with representation from either a CO or member of the ADHO executive board.
• An AfO has access to a range of infrastructure services offered by ADHO, as agreed and defined in the MOA; this may involve payment of a one-off or annual fee for one or more of these services.
• The MOA may offer mutual benefits to members of ADHO’s family of associations and the AfO – e.g. reduced registration fee for attendance at each other’s conferences and training events.

¶ 45 Leave a comment on paragraph 45 0  

¶ 46 Leave a comment on paragraph 46 0 Note. There is currently 1 AfO:  TEI Consortium.

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¶ 48 Leave a comment on paragraph 48 0 Less formal relationships

• ¶ 49 Leave a comment on paragraph 49 0
• In the interests of a devolved approach to governance, rather than attempting to describe (and prescribe) every type of association and relationship that COs (and AOs) may wish to develop, it is left open to COs to develop links with other associations by mutual consent, with the expectation that care will be taken that such relationships do not compete with or constrain the formally agreed ADHO structures, or interfere with the activities of other COs or AOs.

¶ 50 Leave a comment on paragraph 50 1 Note. EADH has developed a ‘Partner Organisation’ option to accommodate informal relationships that have no structural or financial components that they recognize as supporting the interests of the DH scientific community; it currently has three Partner Organization: DH Benelux, Russian DH Network, Czech DH Initiative.

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