Establishing Member Participation and Voting Rights

Check your group's Confluence wiki space for a page titled "Participation and Voting Rights."

• If the page exists, review it as needed.

• If the page doesn’t exist, create one using the available template. Follow the steps available at Videos | Creating a New Participation and Voting Rights PagePreview.

• If your group doesn’t have Confluence access, email help@riscv.org to request setup.

Notify Group Members to Declare Participation Status

1. Send an email to the group mailing list, linking to the wiki page created in the previous step.

   • Use the provided template: Email Template: Establishing Group ParticipationPreview.

2. Ask members to complete the Participation and Voting Rights table with the following details:

   • Name

   • Affiliation

   • Desired Role (Participant, Participant and Voter or Observer)

3. Allow 2 weeks for members to complete this step.

• Each entity (company/organization) is allowed one Primary voter.

  • For entities with multiple participants, members must select a single Primary voter. Alternate voters may be selected and will be cc’d on email with voting token. It’s the entities responsibility to ensure the correct vote is cast.

  • If no decision is reached, contact help@riscv.org for assistance.

• Individual members can choose to be Participants (with voting rights) or Observers (without voting rights).

Once all voting conflicts are resolved and participation statuses are finalized:

1. Email help@riscv.org with:

   • Your group name

   • A link to the finalized "Participation and Voting Rights" wiki page

2. RISC-V Staff will review and verify voters, adding a new "Verified by RVI" column to the table.

   • This column will include icons to indicate verification status:

     • RISC-V Membership has been verified in Groups.io | Email Discussion Groups & Listserv Alternative

     • RISC-V Membership cannot be confirmed. Please contact RISC-V Staff (help@riscv.org)

Voting rights are assigned to individuals but ultimately managed by their entity (company, institution, or organization). Individual members are solely responsible for managing their voting rights. To streamline meeting execution, follow these steps:

1. Rearrange the table for clarity:

   • Move the Affiliation column next to "Verified by RVI."

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   • To do this, edit the page, click the column header, then drag the box with six dots to reposition it.

2. Group entries by Affiliation:

   • Place the designated Voter first under each entity.

   • Move rows by dragging the six-dot box on the left of the row:

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3. Sort entries for readability:

   • List Voting Members first (preferably in alphabetical order).

   • Place Observing Members at the bottom of the table.

4. Maintain and update the table:

   • After each formal meeting or member activity (e.g., meeting by correspondence), update the wiki.

   • Order meeting columns from most recent to least recent so the last three meetings remain prominent.

   • When a member misses 2 consecutive meetings, work with the RISC-V Staff to inform them of their change in status to Probation.

For detailed instructions, refer to the wiki page on maintaining records.