[Air-L] Announcing AoIR Statements Policy Proposal 2024

[Michelle, Association of Internet Researchers]

Over the past months, a subcommittee of the association’s Executive
Committee has been working on a proposal for AoIR's Political Statement
Policy and Process, which we are sharing with you now.

We invite members of AoIR to discuss and leave comments on this proposal in
the dedicated forum on our website (this forum is accessible only to AoIR
members). The proposal will be further discussed at the Annual General
Meeting at AoIR2024 in Sheffield, ahead of an online vote later in November
from the membership about whether or not to adopt the proposed Political
Statement Policy and Process, which will be amended in light of discussions
in the forum and at the AGM.

We encourage all of our members to take part in this important discussion.

Very best,
The AoIR Executive Committee

* AoIR's Political Statement Policy and Process*

*The Goals for This Policy*
The Association of Internet Researchers (AoIR) is a member-based, academic
association dedicated to the promotion of critical and scholarly internet
research independent from traditional disciplines and existing across
academic borders.

In line with the organization's mission, values, and objectives, the AoIR
Executive Committee has developed a policy for publishing statements
regarding global and/or local socio-political issues that concern internet
research. If approved by the community, this policy would guide any
political statement published by AoIR in the future.

We crafted this policy with the goal of valuing community participation
while fostering transparency and accountability. Our goal is to provide
AoIR members with the opportunity to speak collectively on matters of
importance at the intersection of our organization and the wider world.

In developing a clear and transparent policy/process that all members can
use, the Executive Committee hopes to encourage and foster our
organization’s impact on society and on important matters of the day, as
they relate to our areas of expertise and lived experiences.

*Criteria*

   - The purpose of this process is for AoIR members to suggest topics and
   issues that you consider the organization should take a public stance on.
   - All statements should closely align with AoIR's mission, values, and
   objectives.
   - It is the responsibility of the AoIR Executive Committee to ensure
   that the language of the statement and the proposed actions accurately
   represent the diverse perspectives and values of the community, aligning
   with the organization's mission, values, and objectives.
   - Statements can be approved by the AoIR Executive Committee via a vote,
   or by the AoIR community via plebiscite if no majority is formed in the
   Executive Committee vote.
   - Successful statements will be signed by the organization rather than
   by the members of the AoIR Executive Committee or by the AoIR members who
   proposed the statement.


*Procedure* (*This procedure is also available as a flowchart, see link
<https://aoir.org/wp-content/uploads/2024/10/AoIRStatementProcessProposal-scaled.jpg>*
.)

   1. A Self-Organized Group (henceforth SOG) self-organizes and crafts a
   proposal. Importantly, the SOG must be composed of at least 5 current paid
   AoIR members. Groups interested in drafting a proposal may publicize their
   interest on the AoIR mailing list, but no discussion on it should happen
   there.
   2. The SOG fills in a form on the AoIR website (the form appears at the
   end of this document). The form contains 5 questions, including a proposal
   for a resolution or draft statement.
   3. The Executive Committee receives the filled form. It analyzes: Does
   the proposal contain all required information? Does it fit with AoIR's
   mission and values? If not, the Executive Committee communicates to the SOG
   what is needed and the form is re-submitted.
   4. If in possession of all the necessary material, the Executive
   Committee defines when the statement can come to a vote by the Executive
   Committee. A meeting is scheduled up to 3 months after receiving complete
   documentation (shorter times are expected, if there is capacity).
   5. The Executive Committee discusses the proposal. If the Executive
   Committee needs further information or wants to suggest changes to the
   proposal, these are communicated to the SOG.
   6. The Proposal goes to the full Executive Committee for a vote. Three
   outcomes are possible:
      1. If a majority *in favor* is formed, the statement is posted on the
      AoIR website, including a note on how the decision-making process was
      followed.
      2. If a majority *against* is formed, the proposal is denied. The
      process followed is published on the AoIR website.
      3. If no majority is formed, the proposal goes to a plebiscite of
      AoIR members. Note: Executive Committee members can abstain from voting,
      which does not count toward forming either majority. (This
means, in other
      words, that members of the Executive Committee may abstain from
voting as a
      way to "vote" for the plebiscite to happen.)
   7. In case a plebiscite is needed, it must take place within 2 months of
   the Executive Committee vote via internet voting (in a similar system to
   our elections). Only current paid AoIR members of the organization are
   allowed to vote.
      1. A thread is open for discussion on the AoIR website, exclusively
      for members. Members can discuss the statement, provided they
follow AoIR's
      Code of Conduct. (This too is similar to the election procedure).
      2. All members are informed of their right to vote via e-mail, and
      the voting will be open for one week (7 days).
      3. If the proposal is approved by a majority of current paid members
      of the organization who vote (50%+1 of voters), the proposal is approved
      and the statement is posted on the AoIR website. If not, it is denied.


*Adopting this Policy*

   - (*This procedure will be approved following the same process as the
   recent ratification of our new Code of Conduct.*)
   - This procedure will be circulated to the AoIR community in Sept/Oct
   2024.
   - A forum is open on the AoIR memberhship website (
   https://members.aoir.org/Discussion-Forums/13414313) to allow members of
   the organization to submit comments and/or suggestions to the
   Policy/Process.
   - During the AoIR2024 (Sheffield) AGM, space for feedback will be open
   to the community.
   - In November 2024, a virtual vote of the AoIR community will be open to
   ratify this Policy/Process.
   - If the vote is successful, the Policy/Process will take effect
   immediately.
   - After one year of the ratification of this procedure or 5 discussed
   statements (whichever happens first), AoIR's Subcommittee on Political
   Statements will convene to discuss if the Policy is working and to define
   if changes are needed.