1.4 Policy Approval, Amendments, Administration and Compliance
Policy and Procedure 1.4 - ESIP Policy Approval, Amendments, Administration and Compliance
Section 1 -- Amending the Policies and Procedures
Part 1 – Proposing Amendments
1.1.1 Any Representative of the Assembly of Representatives may propose an amendment to the Policies and Procedures of ESIP.
1.1.2 Proposals shall be submitted in writing (e.g., email) to the Chair of the Governance Committee prior to any action on the proposed amendment.
Part 2 – Acting on Proposals
1.2.1 The Governance Committee shall review the proposal and render an opinion as to its relationship to the existing Policies and Procedures.
1.2.2 The Chair of the Governance Committee shall announce the proposed amendment and the opinion of the Governance Committee to the Board prior to any action on the amendment by the Board.
1.2.3 The proposed amendment shall be discussed either using electronic means or at a meeting (e.g., telecon) of the Board.
1.2.4 The vote shall be by a simple majority of the Board on any official telecon. The Chair of the Governance Committee will then commit the changes to the document.
1.2.5 All policy changes that will delegate decision-making authority from the Assembly must be put forward to the Assembly for comment for a 30 day period and then voted on by the Assembly, either online or in person at the Annual Meeting.
1.2.6 All policy changes that will delegate decision-making authority from the Program Committee must be put forward to the Program Committee for comment at a Program Committee meeting and then voted on at the next meeting.
Part 3 – Updating Policy and Procedure Documents
1.3.1 The Governance Committee Chair shall revise the affected Policy and Procedure document as amended.
1.3.2 In the change log for the affected Policy and Procedure, the Chair of the Governance Committee shall note 1) The person requesting the change, 2) The date and method (telecon/face to face meeting) of the Governance Committee discussion of this change and 3) The date and method of the Board approval of this change.
1.3.3 The Chair of the Governance Committee shall modify the revised policy to include the text “This policy was updated on <date>.”, where <date> is the date that the change was committed to the document.
This Policy was updated on July 17, 2023.