|Is Replaced By:||Not Applicable|
|Status of document:||This is a DCMI Process Document.|
|Description of document:||This document outlines the structure and operation of the Dublin Core Metadata Initiative (DCMI). It describes the details of the organizational structure and the decision making process.|
I. Legal Status
VIII. Technical Board
The Dublin Core Metadata Initiative is a project of the Association for Information Science & Technology (ASIS&T), a U.S. 501(c)(3) nonprofit incorporated in the state of Maryland.
The registered address is:
Association for Information Science & Technology (ASIS&T)
8555 16th Street, Suite 850
Silver Spring, Maryland 20910
DCMI is subject to ASIS&T oversight and risk management of its finances and programs. DCMI's finances and membership program infrastructure are managed by ASIS&T. DCMI financial affairs are formally reported as part of ASIS&T's legally required financial disclosures as a U.S. nonprofit under federal and state law. Donations to ASIS&T to support DCMI programs may be treated as tax exempt depending upon the provisions of applicable law.
Policies, procedures and guidelines not embodied in these Bylaws are recorded in the DCMI Handbook.
The Dublin Core Metadata Initiative, or "DCMI", is an open organization supporting innovation in metadata design and best practices across the metadata ecosystem.
DCMI does this by:
The major characteristics of DCMI as an organization are:
The business and activities of DCMI are conducted under the leadership and oversight of three Boards—Governing, Technical, and Advisory. To the extent possible, each Board exercises relative autonomy over subgroups under its jurisdiction including Standing Committees and Task Groups.
General Principles of Consensus
DCMI is committed to open, community-based, consensus-driven decision-making in all circumstances where voting procedures are not required. DCMI consensus decision-making aims to be:-
The Governing Board periodically reviews criteria and fee structures for all membership categories. Rights and responsibilities are set out for each category below.
A Regional Member is a voting member of the DCMI Governing Board with the right to brand activities and outcomes as being endorsed by DCMI within a regional locale of influence. A Regional Member is a public entity, a not-for-profit organization, a governmental agency, a quasi-governmental agency or a supra-governmental agency. Regional Members provide an important link between the Dublin Core Metadata Initiative as a worldwide activity and the local and regional activities of practitioners. They promote the adoption of Dublin Core specifications and best practices, thereby increasing the global network value for all. They help assure the availability of authoritative documentation and maintain translations of base DCMI standards and documentation as appropriate for the locale.
Each Regional Member is eligible to appoint one representative as a full, voting member of the Governing Board.
A complete list of criteria, rights, and responsibilities of Members are designated on the DCMI website.
An Institutional Member is a voting member which is a public entity, a not-for-profit organization, a governmental agency, a quasi-governmental agency or a supra-governmental agency. Institutional Members need not be incorporated entities if otherwise recognized by DCMI. An Institutional Member may be an entity within the "Locale of influence" of a DCMI Regional Member. Institutional Members play a key role in DCMI governance through the active participation of their respective Representatives in the deliberations and decisions of the Governing Board. An Institutional Member need not actually use DCMI specifications in their organization.
Each Institutional Member is eligible to appoint one representative as a full, voting member of the Governing Board.
A complete list of rights, criteria and responsibilities of Members are designated in the DCMI Handbook.
A Supporting Member is any private sector entity including companies and foundations interested in promoting the well-being of DCMI. A Supporting Member need not actually use DCMI specifications in either products or services.
Supporting members have observer status in Governing Board deliberations.
A complete list of rights, criteria and responsibilities of Members are designated on the [DCMI website(/support/#supportingMember).
The Individual Member category is designed for people interested in supporting the work of DCMI while enjoying substantial benefits, in a non-voting capacity. DCMI is comprised of individuals with common interests in metadata design and best practice who invest in the health of the metadata ecology and want to share knowledge and experiences. The DCMI community deeply values the contributions of its global membership of metadata researchers, practitioners and students interested in the innovative work that drives metadata discourse and practice. Joining as an Individual Member provides DCMI 'citizens' with an additional, optional means to further guarantee that the DCMI community will continue to thrive and to contribute.
A complete list of criteria, rights, and responsibilities of Individual Members are designated on the DCMI website
DCMI maintains liaison relationships with other organizations with common or related interests for the purpose of facilitating or promoting such interests through collaborative activities. Liaison relationships involve exchange of expertise and communication channels suitable to the shared activities established to pursue common objectives.
Official liaison relationships and representatives are appointed by the chairs of the Standards and Liaison Committee with approval by the Technical Board and the Executive Committee. The process for defining liaison relationships, appointment of liaisons, and the terms of liaison service is set out in the DCMI Handbook.
Active, voluntary participation in the activities of DCMI is open to anyone.
The Executive Committee, comprised of the Officers of DCMI's Governing Board, Advisory Board, and Technical Board, has two general purposes: (1) to represent the interests, concerns and agenda of their respective boards in collaborative Committee deliberations and decision-making; and (2) to provide a means for routine DCMI management decisions to be made without the full convening of the members' respective boards while maintaining the authority of the boards.
The Appointments Sub-committee shall propose to the Executive Committee, candidates for appointment to certain non-elected positions in the organization, and assist in the running of certain elections as specified in the DCMI Handbook. The Past Chair of the Governing Board shall automatically serve as Chair of the Appointments Sub-committee. Final decisions on the appointments will be made by the Executive Committee, and these will be announced publicly on at least an annual basis. Positions subject to oversight by the Appointments Committee are listed along with their roles and responsibilities in the DCMI Handbook. The roster and nature of the appointed positions may change from time to time as DCMI units and positions are modified and the work of various groups is completed.
Based on need, the Executive Committee may create ad hoc sub-committees from time to time. Procedures for creation of ad hoc sub-committees are outlined in the DCMI Handbook.
The Directorate consists of compensated personnel, or contractors, who support the Executive Committee and DCMI's three Boards through the provision of specific services in areas such as financial management, required reporting, and the development and execution of DCMI activities. The exact roles of Directorate members may change from time to time depending on the administrative and programmatic needs and resources of DCMI. Members of the Directorate serve at the pleasure of the Governing Board which has domain over all DCMI personnel matters.
The Governing Board is comprised of a voting representative appointed by each Regional Member and Institutional Member plus Independent Members appointed by the Governing Board.
The Governing Board manages the affairs of DCMI and performs the duties usually performed by the board of directors of a corporation. These duties include providing direction for the general management of the Initiative, oversight of the DCMI Directorate, stewardship of DCMI's finances, approval of these Bylaws and amendments to these Bylaws, and a broad remit to shape the strategic direction of DCMI and formulate DCMI policies in consultation with the Advisory and Technical boards.
The Board establishes the DCMI membership categories and periodically reviews and revises associated fees, rights and duties. The Governing Board also contributes to the promotion of the Initiative through liaison relationships with the public and private sectors.
Any Governing Board action requires passage by a majority vote. A non-response shall be considered an affirmative vote.
Votes may be conducted face-to-face, by voice (for audio meetings), or by electronic means. For face-to-face and voice votes, votes may be tallied and recorded immediately following the vote. For electronic voting, an adequate voting window (48 hours at a minimum) shall be provided unless a bona fide emergency exists as determined by the Chair in consultation with the other Governing Board officers, in which case the minimum voting window may be reduced.
Summaries of decisions of the Governing Board shall be recorded in the DCMI Handbooka>. Such summaries are public but will necessarily exclude certain confidential matters (e.g., personnel issues) that by applicable law, contract, or normal and customary practice for similar organizations would be reasonably held to be "confidential."
The Governing Board shall meet at least once each calendar quarter, unless by a vote of the Board, the Board chooses to suspend a regular meeting. One of the Board’s regular meetings shall be at the DCMI Annual Meeting. Meetings shall be called by the Chair, or by another officer of the Board upon the request of the Chair.
Distribution of the agenda and supporting materials for Governing Board meetings shall be made by the Chair in advance of the meeting in a timely manner to permit adequate review. For matters of routine business (e.g., appointments, minor business, reports of Executive Board actions), at least 4 days advance provision shall be made. For matters of import (e.g., changes to the bylaws, significant policy or financial decisions), at least 7 days advance provision shall be made. Governing Board Members having business item(s) to present to the Board are encouraged to submit same to the Chair at least 12 days in advance of a Board Meeting so that the Chair may arrange the agenda to allow appropriate time for all matters of business. Meetings of the Governing Board are by default closed meetings and limited to voting members and non-voting observers as specified by these Bylaws, plus members of the Directorate as required to attend by the Chair. Other persons may attend at the invitation of the Chair, such invitations being subject to the consent of the Governing Board.
The officers of the Governing Board shall be the Chair, the Chair-Elect, and the immediate Past-Chair, all of whom must be members of the Governing Board at the time of their nominations.
Chair The Chair of the Governing Board presides at all General Business Meetings of DCMI and all meetings of the Governing Board and the Executive Committee (serving as Chair of the Executive Committee). With the exception of certain standards-related liaison positions reserved for oversight by the Technical Board, the Chair appoints official DCMI liaison representatives, such appointments being subject to the advice and consent of the Governing Board. In addition to the these roles, the Chair of the Governing Board also serves as the de facto President of DCMI and in this role is empowered to sign contracts as authorized by the Board and otherwise perform such normal and customary duties as would be performed by a President of a non-profit corporation, subject to the approval and oversight of the Governing Board.
The Chair-Elect shall perform all duties of the Chair of the Governing Board whenever the Chair is unable to fulfill those duties either temporarily or for the remaining period of the Chair's office. The Chair-Elect serves as Chair of the Membership & Finance Committee.
The Past-Chair provides advice and guidance to the Chair and Chair-Elect as needed and may assume other responsibilities at the discretion of the Governing Board. The Past-Chair serves as Chair of the Nominations & Bylaws Committee, and Chair of the Appointments Sub-committee for the Executive Committee.
Board Members shall attend Board meetings and participate in the activities of the Board to the best of their abilities.
Members possessing familiarity with specific domains (e.g., educational metadata) and communities are encouraged to make that expertise available to the Board and DCMI for the good of the wider DCMI community.
All Board Members are required to serve on at least one Board standing committee, such appointments to be made by the Chair with consideration of the preference of each Board Member.
Nominations & Bylaws Committee The Nominations & Bylaws Committee is charged to manage nomination of candidates for office, schedule and conduct annual elections, and propose changes to the DCMI By-laws as needed.
Membership & Finance Committee The Membership & Finance Committee is charged with managing matters related to DCMI's revenues, expenditures and the DCMI Membership program including the development of programs to enhance DCMI's membership capacity.
Other Standing Committees If other on-going matters requiring a Standing Committee are identified by the Board, any Board member may propose the formation of a new Standing Committee, by providing the name and charge of the committee for review by the Nominations and Bylaws Committee, followed by submission to the full Governing Board for approval. If approved, the Committee shall be established, and the Bylaws and DCMI Handbook updated in a timely manner.
Ad Hoc Committees and Task Groups Ad hoc committees and Task Groups may be created from time to time by the Governing Board or its Standing Committees based on need. To form a Task Group, a formal charter shall be created and approved by the sponsoring unit (Board or Standing Committee). Ad hoc committees may be formed with the knowledge and consent of the sponsoring unit (Board or Standing Committee). The officers and members of these Ad hoc committees and Task Groups will be appointed by the Chair of the sponsoring unit (Board or Standing Committee). The Governing Board may alter or dissolve Task Groups and Ad hoc committees of the Board or any of its subordinate units.
Board Size The total size of the Governing Board is capped at 30 members (including Independent Members).
When the Board reaches 25 members, these Bylaws shall be reviewed and revised to either increase the permitted maximum board size or to devise a means of allocating voting Governing Board positions among Regional, Institutional, and Independent members.
The Governing Board may appoint up to 5 Independent Members to serve as voting members on the Board.
Governing Board members are selected through the following process:
New Regional, Institutional, and Supporting Members meeting the criteria outlined for membership on the DCMI website, shall be submitted by the Directorate for approval by the Governing Board officers. Approved candidates shall become Members upon receipt of payment and be immediately eligible for all rights and responsibilities associated with the type of Membership they have applied for.
In the case of an Independent Member, the Nominations and Bylaws Committee shall review the fit of the proposed member to the criteria for Independent Members specified in these Bylaws (or seek qualified candidates that fit those criteria who are willing to stand for nomination) and make a recommendation for one or more candidates to the Board for vote. The Board will review the Committee's recommendation, and vote on the proposed candidate(s) within 30 days.
(Qualifications for Independent Members
Independent members should be selected on the basis of one or more of the following criteria:
Each Regional and Institutional Member in good standing is entitled to appoint a single Governing Board member. Board Members appointed as representatives of the Regional and Institutional Members serve at the pleasure of the respective appointing organization.
Initial membership on the Board for Regional and Institutional Members shall begin upon receipt of notice by the Directorate of the name of and contact information for the organization's appointed representative.
Independent Members are appointed for a three-year renewable term.
To the extent practical, terminal dates of the terms of Independent Members shall be staggered.
The Board may reduce the length of an initial or renewal term of service in order to maintain a staggered end of service year array among Independent Members.
In the event a Board Member's action or inaction shall give rise for concern, it shall be the duty of the officers of the Board to consult with each other and the Directorate to determine the nature of the offending matter and take such reasonable steps as they determine are likely to return the Board Member to good standing. If in the judgement of the Chair, circumstances are unlikely to cause the Member to return to good standing, the Chair shall inform the Board, and, as appropriate, propose action(s) by the Board including, as needed, recommending suspension or removal of the Member.
The Board may suspend or remove a Board Member for cause including the following: falling into arrears on payments to DCMI (Regional and Institutional Members), failure to attend Board Meetings and/or participate adequately in the work of the Board (Independent Members) or other serious cause such as actions that place DCMI and/or ASIS&T at financial, legal or other serious harm, or grave risk of serious harm.
In the event a Board Member is suspended from the Board, the Board Member shall become ineligible to attend Board meetings and to cast votes until such suspension has been removed by the Board.
In the event a Board Member is removed from the Board, the Board position shall be adjudged vacated from the date of the action of the Board (or such date the Board shall name). If the Board Member is a Regional and Institutional Member, and the Member has paid up its membership to DCMI, the Board shall determine if a portion of the Member’s unexpired membership year shall be subject to reimbursement.
Governing Board Officers
Nominations for the Chair-Elect of the Board will be solicited from the current Board Members by the Nominations and Bylaws Committee in the first quarter of the calendar year. Any Board Member may nominate themselves, any other Board Member, or a candidate who fits the criteria for Independent Board Member as defined in these Bylaws. The nominations will be reviewed by the Nominations and Bylaws Committee, and if the nominee is not a current Member of the Board, the Committee will verify that the candidate meets the criteria specified and is willing to be considered for nomination.
Within 14 days of the close of candidate nominations, the Nominations and Bylaws Committee shall submit the name(s) of qualified candidates to the Board for review and discussion. Within 14 days of the date submitted, the Nominations and Bylaws Committee Chair will call for a Board vote on the candidate(s). Results will be tabulated and communicated to the Board and the candidate(s) by the end of the second quarter of the calendar year (June 30).
The Chair-Elect will serve a term of one year, commencing with the Governing Board Meeting at the DCMI Annual Meeting. At the end of that year, the Chair- Elect will automatically become Chair, and at the end of the subsequent year, Past-Chair, serving a total of three years in Board Officer capacity.
If a Chair-Elect terminates service prior to the completion of their term, the nomination and election process outlined above will be followed to elect a replacement, with the individual selected serving the unexpired portion of the term of the Chair-Elect position, and continuing on as Chair and Past-Chair as described above. If a Chair terminates service prior to the end of their term, the Chair-Elect will automatically take over the Chair position for the remainder of the term, continuing on as Chair for the subsequent term. A new Chair-Elect would be selected as above for the remainder of the term (and continue as Chair-Elect for the next year). If a Past-Chair terminates service, the position will remain unfilled, and the Chair will assume the duties of the Past-Chair for the remainder of the unexpired term (continuing in that role as Past-Chair).
The Chair-Elect will serve as the Chair of the Membership and Finance Committee, the Past-Chair will serve as the Chair of the Nomination and Bylaws Committee and the Appointments Sub-committee of the Executive Committee. In addition, the Governing Board Chair serves as the Chair of the Executive Committee during their term.
The Technical Board is the organizational body that ensures the publication and maintenance of DCMI technical and semantic specifications in accordance with DCMI policy. These include specifications to which DCMI has made a long-term maintenance commitment, adaptations of DCMI specifications published by formal standards organizations, specifications published as products of DCMI communities, and development and sustainability of the Initiative's Technical Infrastructure.
The Technical Board serves as the primary advisory body for DCMI for matters pertinent to the Board's charge. Board membership, and the nomination, election and terms of Board officers are specified in the DCMI Handbook [LINK REFERENCE].
The Technical Board coordinates the work of its Standing Committees. The Board oversees the technical work and questions arising within the Committees and is authorized to make decisions on matters arising from those deliberations. It also has the responsibility of putting in place policies to guarantee the good functioning of the Committees, and operate in a transparent way to make its actions clear to DCMI members.
The Technical Board convenes annually at the DCMI Annual Meeting, and holds regular meetings throughout the year to conduct its business as provided for in the DCMI Handbook [/archive/mediawiki_wiki/DCMI_Handbook/Administrative_Calendar]. Meetings are listed on the DCMI calendar.
The Technical Board shall consist of 4 to 8 members. Additional members may be appointed by the Technical Board through invitation or on request from individuals, with appointments subject to the approval of the Executive Committee.
Chairs and Co-Chairs of Standing Committees under the Technical Board serve as members of the Technical Board. Officers will be appointed by the Committee from within their membership, with open terms subject to review by the Executive Committee as needed.
The Usage Committee serves as DCMI's decision-making body on technical specifications to which DCMI, as an organization, makes a long-term maintenance commitment (i.e., periodic review on the basis of published principles). The commitment applies first and foremost to DCMI Metadata Terms in its machine- and human-readable manifestations, to international standards based on the Terms (such as ISO 15836), to mappings to related vocabularies, to DCMI's vocabulary maintenance policies, and it includes agreements with other vocabulary owners, such as the Agreement between DCMI and the FOAF Project.
The Committee may extend this scope in accordance with procedures set out in the DCMI Bylaws and in the DCMI Handbook [LINK REFERENCE] and subject to oversight by the Governing Board.
Membership and Officers
The members of the Usage Committee are appointed by the chairs of the Committee with approval by the Executive Committee. New members should demonstrate technical knowledge of metadata and Semantic Web principles. Chairs are appointed by the Committee members with approval by the Technical Board. Usage Committee chairs serve open terms at the discretion of the Executive Committee. The Usage Committee should remain a small committee involving 8 to 12 people maximum.
The Standards Committee manages DCMI's activities as an "ISO liaison organization" and shepherds DCMI through the periodic review and renewal of the existing ISO and ANSI/NISO standards. The Committee maintains and publishes the calendar of necessary activities within the Initiative for timely review of existing standards and the creation of new standards.
The Committee works closely with the other Committees of the Technical Board in the processes of review and revision of standards embodying DCMI specifications such as ISO Standard 15836 and ANSI/NISO Standard Z39.85. The Committee initiates and manages the community stakeholder engagement necessary to the effective representation of community interests in the deliberations of relevant standards bodies.
Membership and Officers
The members of the Standards and Liaison Committee are appointed by the chairs of the Committee with approval by the Technical Board and the Executive Committee. New members should demonstrate profound knowledge of standardization processes or be directly involved in such a process. Chairs are appointed by the Committee members with approval by the Technical Board. Standards and Liaisons Committee chairs serve open terms at the discretion of the Executive Committee.
The Community Specifications Committee develops and applies policies and procedures for the orderly recognition and publication of DCMI Community Specifications developed through broad community consensus and demonstrating best practices in design and execution. The Committee actively supports the stakeholder community and works with DCMI Communities and Task Groups, as well as appropriate DCMI members and stakeholder organizations, in development of new specifications and vocabularies and their possible publication as DCMI Community Specifications with accompanying best practice documentation. In addition, the Committee is responsible for managing the criteria and process for listing a third-party resource on the dublincore.org website as a DCMI Community Resource.
Membership and Officers
The Community Specification committee will invite the chairs of the task groups and specific communities to join the Committee. Additional individuals could be invited with approval by the Technical Board. The Community Specification committee is expected to be larger than the other committees within the Technical Board. Chairs are appointed by the Committee members with approval by the Technical Board. Community Specifications Committee chairs serve open terms at the discretion of the Executive Committee.
The Technical Infrastructure Committee (TIC) ensures the ongoing development, implementation, sustainable operations and oversight of DCMI's technical infrastructure as well as development of any guiding policies to achieve identified goals. From time-to-time, the Committee constitutes such subordinate committees and task groups on a standing or ad hoc basis as it sees fit to address the various matters of the DCMI technical infrastructure. Where appropriate, the Committee engages the DCMI community and the user base of DCMI infrastructure in planning and execution.
Membership and Officers
Members of the committee will be selected among people who have expressed interest in the work, subject to approval by the Technical Board. New members should demonstrate profound technical knowledge of Web-based systems and infrastructure. Roles and responsibilities of members are outlined in the DCMI Handbook. Chairs are appointed by the Committee members with approval by the Technical Board and the Executive Committee. The Technical Infrastructure Committee chairs serve open terms at the discretion of the Executive Committee.
If other on-going matters requiring a Standing Committee are identified by the Board, any Board member may propose the formation of a new Standing Committee, by providing the name and charge of the committee for review by the Nominations and Bylaws Committee, followed by submission to the full Governing Board for approval. If approved, the Committee will be added to the Bylaws in the next revision cycle, at least on an annual basis.
Based on need, the Technical Board may create ad hoc committees from time to time. Procedures for creation of ad hoc committees are outlined in the DCMI Handbook.
The Advisory Board is the organizational body that advances DCMI's work through engagement with DCMI community members and liaising with other initiatives that have shared, metadata-related interests. For the Initiative, the Advisory Board serves as a broad-based sounding board for DCMI on issues deemed of significant importance to the Initiative, its members, and stakeholders.
The Advisory Board convenes annually at the DCMI Annual Meeting, and offers an online forum for discussion of DCMI business, including review of proposed documents, requests for advice on DCMI-related matters, or any other issue of interest to the members of the organization.
Advisory Board membership is open to anyone who has made positive contributions to the Initiative, or fills a perceived gap in knowledge important for the advancement of DCMI's work. The Advisory Board appoints two representatives to lead the Board and to serve as the Board's members on the DCMI Executive Committee. The duties of the positions and the method for the appointment of the representatives of the Board are presented in the DCMI Handbook.
Appointments to the Advisory Board are made by the Executive Committee, acting on recommendations made by the Appointments Sub-committee.
Advisory Board membership is granted without a specific terminal date, but the Advisory Board membership will be polled every two years to determine interest in continuing to serve on the Board.
## Composition and Charge
From time to time, a particular interest may arise inside or outside the Advisory Board or Technical Board membership that warrants the formation of an informal Community within the DCMI membership. Communities provide a forum for discussion and consultation by persons with a common interest.
Communities are not required to have meetings, but if a Community wishes to meet in conjunction with the International Conference on Dublin Core and Metadata Applications, members of the Community may propose a session through the normal conference session proposal process.
Upon recommendation of the Advisory Board to the Executive Committee, and approval by the Executive Committee, a Community may be established. The Directorate will provide appropriate technical resources to facilitate that work, according to the policy for the formation/termination of Communities, available in the DCMI Handbook.
Communities may be dissolved by action of the Executive Committee in accordance with policy as provided in the DCMI Handbook. Three years of inactivity will result in termination of listserv access.
Because Communities are self-organizing and self-governing, Communities may not make use of the DCMI/Dublin Core logo, DCMI/Dublin Core name or claim DCMI sanction or affiliation for any meetings or work products that may arise from a community unless the Community has sought and received prior, specific written permission from DCMI.
These Bylaws may be repealed or amended or new Bylaws adopted by decision of the DCMI Governing Board, with a two-thirds majority, with a non-response counted as an affirmative vote. In case of replacement or amendment of the Bylaws, DCMI will publish the new Bylaws within four weeks after the decision of the DCMI Governing Board, at which time they will come into full effect.