Nominating Committee SOP 2019

This webpage details the role of the Nominating Committee (NC) and the details for how and when the associated tasks and roles should be carried out.

The page is provided to encourage transparency in the election process, by allowing the election to be planned and executed without the input of a serving Executive Committee (EC) member.

The Nominating Committee is:

  • composed of 5 society members
  • responsible for the execution of the tasks required to hold the election

The mandate of the Nominating Committee is to generate the list of candidates for the ISB Executive Committee election. This may involve nominating suitable candidates and inviting them to run for election if the number of self-nominated candidates is less that the number of available posts, or reducing the number of candidates requesting to run where there is an over-subscription.

2 positions on the Executive Committee are up for election in 2019/2020. These positions are currently held by Andrew Su and Peter McQuilton.

The goal of the nominating committee is to propose a diverse pool of candidates while considering (but not exclusively) the following contributing factors: career stage, geographical location, gender, institutional affiliations, and scientific/research background (i.e. expertise). This will eventually help the ISB to continue working to achieve diversity in the composition of the EC. Here are some helpful definitions:

  • Career stage: the ISB-EC has agreed that, when reviewing the list of applicants, you should strive to open opportunities for curators in more junior positions, prioritising them over more senior-position candidates if necessary.
  • Gender: you should aim for the pool of candidates to be as gender-balanced as possible. We define ‘gender balance’ as an approximately equal representation of females, males, plus non-gender conforming candidates in the final pool of candidates, so that it may help preserve a generally balanced representation of gender on the EC.
  • Geographic location & institutional affiliation: Ideally, candidates should come from across the world and diverse institutions.
  • Scientific/Research background (i.e. expertise): you should aim to find a pool of candidates from various scientific backgrounds.

Information about current EC current composition can be found here: https://www.biocuration.org/about/executive-commitee/

It is equally important to stress the candidate’s enthusiasm to serve on the executive committee along with a willingness to commit a proportion of time to ISB activities. Minimally, this involves attending monthly teleconference meetings (1 hour in length) and following up on any action points from meetings, as well as promoting the ISB’s activity to members and non-members. Examples of activities performed by EC members include reviewing micro-grant submissions, preparing call for participation for hosting Biocuration meetings, preparing materials for ISB election, monitoring ISB mail and website. There are specific positions such as Chair, Secretary and Treasurer that will require a larger time commitment, as they will be in charge of leading the steps of the executive committee and by extension the membership.

Ideally, the maximum number of candidates that may be presented for election is less than twice the number of posts up for election. i.e. 2x – 1 (where x is the number of positions open in the executive committee), ie 3 for the 2019 election.

Each candidate must submit a letter of intent via this google form, which includes the following:  

  • The candidate’s name, position, affiliation.
  • The candidate’s motivations to run for a position on the ISB Executive Committee
  • The candidate’s experience with biocuration or her/his intersection with biocuration, details on what he/she will bring to the ISB Executive Committee, and the areas within ISB that the candidate would like to see developed.
  • Biosketch: 1 paragraph on the candidate’s career experience.
  • Conflicts of interest and other commitments: declare if there is any conflicts of interest, and declare any other significant commitments (e.g. leaderships of centres or consortia, editorial boards, scientific advisory boards, boards of directors, etc.). As well, including collaborations / consortia, other societies, etc., in which the candidate is involved.

Note – if you have trouble accessing the google form, please email any letters of intent directly to intsocbio@gmail.com. 

TIMELINE

July 29, 2019

The EC will post a general call for candidates via the website and mailing list.

This email will include: number of posts up for election, term of office, desire for a geographical and career status spread of candidates, and instruction as to how to contact the nominating committee. Also include the cut-off date for contacting the NC with intent to run (1 month prior to election).

August 30, 2019

  • All potential candidates must have been in contact with the NC and registered intent to run.
  • Candidates must be members of the ISB. The NC must check with the EC that this is the case.

September 13, 2019

The final candidate list must be established and all letters of intent and COI’s must have been received.

PLEASE NOTE: The Nominating Committee should not reach out to the final list of candidates until the ISB Executive Committee has approved the list.

September 27, 2019

  • Candidates must be announced on website (with letters of intent)
  • Since the website is managed by the ISB Executive Committee, the Nominating Committee will wait to have received all the letters of intent from other candidates before passing along the complete set of letters to be posted on the ISB website.

September 30 – October 07, 2019

  • Election runs for 1 week (Monday to Monday)
  • Results announced within 1 week of closure of election (by October 14, 2019, usually sooner) by email and on the website.
  • Election Runner (https://electionrunner.com/) will be used as the electronic voting system. Eleanor Williams will serve as Election Officer to overview election process.

Contact info: intsocbio@gmail.com 

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