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DPFoundation:Policies and Procedures (old)

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Distributed Proofreaders Foundation (DPF) ***TEST***


DP Site Documentation

Adopted by the DPF Board at its meeting on June 11, 2016: The Distributed Proofreaders Foundation is committed to supporting the highest quality of work by our volunteers. The Trustees hereby establish that providing standards and best practices documentation for all volunteer activities is a primary means of achieving this goal, and that the General Manager shall be responsible for providing and maintaining all site operational documentation.

DP Foundation Documentation

What Belongs in the DPF Wiki?

Documents that are not primarily date-based, that are official DPF information, that have essentially already been decided on.

  • DPF Mission Statement
  • DPF-related Policies and Procedures
  • Board member names and positions
  • Approved Long-Term Goals
  • Board Decisions
  • DPF History (Historical Bylaws, previous board members and their terms, election results for each election)
  • Roles and Responsibilities for Board Members, including the GM
  • State of DPF
  • How to donate
  • Specific financial information (as determined by the Board -- We have several kinds of information such as bank balances, bank transactions, federal and NJ filings, budget. Some of these we may be required to have available upon request, some we may want to make available to everyone, some we could decide should be available only to registered DP users. Or might decidee that, since anyone can be a donor, everyone should be able to see all of these.)
  • State of DPF
  • By-laws
  • General information about the Board

What belongs in the Forums?

Date-based information, information that is still being decided and discussed,

  • Agendas
  • Minutes
  • Election calls, announcements, and discussions
  • Information that is to be discussed or that is in the process of being decided upon
  • Discussions
  • Private information in the private forums that is for some reason not shareable with volunteers and/or the public in the wiki such as the GM Annual Report to the Board
  • DPF announcements to DP Volunteers


General Manager Evaluation Process

General Manager Performance Evaluation Process

In many organizations, an employee's annual performance review is evaluated against annual goals, that the employee and manager work together to create at the beginning of the year, and their core job description. The Board and GM will work towards a similar method.

GM Evaluation Committee

The Board will form a new GM Evaluation Committee comprised of two voting Trustees (the President and one other) at the December board meeting every year. At least one of the two Trustees must have served the Board for the full duration of the calendar year under review.

GM Evaluation Procedure

In January, the GM will prepare an Annual Report for the Board that:

  1. explains what has been accomplished for the prior year and how it relates to the GM job description
  2. reviews the prior year's goals and what progress, if any, was made for each of the goals
  3. presents a new set of operational goals for the upcoming year.

The GM will also create a self-evaluation, either contained in the annual report or a separate document, answering the following questions:

  • Did you meet the goals set forth for the year?
  • If not, what were the issues preventing you from meeting your goals?
  • In retrospect, is there [color=blue]any way[/color] you could have managed a goal differently to accomplish it?
  • What goal did you accomplish that you are most proud of?
  • What other achievement have you had that you are proud of?
  • In your interactions with DP volunteers, are there any you wish you had handled differently?

The Evaluation Committee will use the annual report, self-evaluation, and the GM Job Description to compose an evaluation comprised of:

  • Overall Board satisfaction with the GM, one of:
    • Meets or exceeds expectations
    • Below expectations[/list]
  • A write-up to back up the satisfaction designation.

This evaluation will be finalized by the Committee and presented to the full board, sans GM, in an executive session for discussion and approval prior to the February board meeting. At or before the February meeting the evaluation should be formally accepted by the full board and only then presented privately to the GM. Any discussion of the evaluation should take place in an executive session to maintain confidentiality.

The self-evaluation written by the GM and evaluation written by the Board is confidential between the Board and the GM.

Setting GM Goals

In the last quarter of the calendar year, the Board will review its long-term goals and make any changes it feels necessary. The GM will use these in preparing the Annual Report, which includes goals for the new year, as described above. The Board will work with the GM on finalizing the GM's goals and approve them at the February board meeting.

While it is encouraged, it is up to the GM if he/she shares their goals with the DP community.

Evaluation time-line summary

  • Q4
    • Board reviews and perhaps updates long-term goals
  • December
    • GM Evaluation Committee formed
  • January
    • GM presents Board with Annual Review, including new goals
    • GM submits self-evaluation to the Board
    • GM Evaluation committee creates evaluation and discusses it privately with the Board
  • February
    • Board accepts GM Evaluation Committee's final report
    • Board presents GM with prior year's performance evaluation
    • Board formally accepts operational goals for the year

Reference: General Manager Job Description

To comment or request edits to this page, please contact the DPF Secretary (wfarrell) or another DPF Board member, or make your suggestions on this page: DPFoundation talk:Distributed Proofreaders Foundation.