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Once the draft charter is acceptable to the participants in the discussion, there is a Call for Participation (CfP) issued.  This is simply an email to the appropriate lists with at least [CfP] in the subject heading that announces the document and seeks the engagement of the additional participants. Organizations must respond publicly that they are willing to take part and commit development resources towards the working group's goals.  At least three Partners must respond positively, and no more than three Partners may respond negatively, for the working group to be approvedformed.  If fewer than three Partners are willing to contribute, then the working group's topic is likely too specific and the work should be done outside of the Working Group process.  If more than three Partners object to the work being done, then there is a significant issue that should be resolved before committing resources.


All members of a working group producing software must be licensed Samvera contributors covered by the appropriate CLAs.  This is to ensure that the software deliverables of the group are unencumbered by intellectual property restrictions.  Participants meeting these requirements may join at any time, without any prior approval process: the gateway is activity, not reputation. Other types of contributions such as requirements, design, best practices, documentation, etc. - do not require CLAs but particpants should accept that the materials to which they contribute may be released under a Creative a Creative Commons Attribution -Share Alike 34.0 Unported International License.

All discussion within the working group must be transparent.  This means that meetings must have notes taken about the attendance and any decisions or action items, general discussions take place on mailing lists maintained by the community, IRC logs should be posted and so forth.  Any meetings, face-to-face or teleconference, at which decisions are made must be announced in advance and open to any working group participant, otherwise any opinions expressed at the meeting must also be discussed on a mailing list.  Meeting times should be published far enough in advance to allow members to schedule their participation, and preferably use a consistent schedule. The Partner institutions are responsible for ensuring the transparency of the discussion, but every participant is encouraged to take an active role in this regard.


  • Mailing Lists:

    • Samvera-tech

    • Samvera-community

    • Samvera-partners  

  • SamveraWiki

  • projecthydra samvera GitHub repository#projecthydra on Freenode

  • Samvera Slack workspace

Following current best practices within Samvera, Working and Interest groups should use an existing channel unless and until it becomes clear that a dedicated channel is needed.  If and when a dedicated channel is needed, the new channel should be well publicized and open to any interested subscribers/participants in the community.   When using a shared channel, individual working groups should start the subject line with their name in []s, such as [archives] for the Archives Working Group.