diff --git a/MEMBER_TRAVEL_FUND.md b/MEMBER_TRAVEL_FUND.md deleted file mode 100644 index c7fff896..00000000 --- a/MEMBER_TRAVEL_FUND.md +++ /dev/null @@ -1,183 +0,0 @@ -# Node.js Membership Travel Fund - -## Purpose - -To establish and administer a fund for members of the Node.js Foundation to travel and spread knowledge about and support Node.js -ecosystem and the Foundation. - -### [Current Year Fund](https://github.com/nodejs/admin/blob/master/TravelFunds/2019.md) - -### [2018 funds](https://github.com/nodejs/admin/blob/master/TravelFunds/2018.md) - -## Requirements - -* Candidates must be an individual member of the Node.js Foundation. [The membership status can be checked on the foundation website](https://identity.linuxfoundation.org/user/login?destination=user/me). Due to privacy, the Individual Members list is not public. -This team will verify the requester is on the Individual Members list before funds are disbursed. - * Exception: For the Collaborator Summits, members of JS Foundation - projects may submit funding requests. -* Those requesting funds must indicate that they do not have funding available from another source, such as an employer or -the event itself that might cover costs for presenters. - -## Process - -Requests must be made prior to the start of travel. Requests submitted once travel is complete will not be approved. - -It is strongly recommended that you submit your request far enough in advance to get approval before making relevant expenditures. -Review of requests will take at least 72 hours and may take considerably longer. Note, with limited funds available, approval is not -guaranteed. If a request is rejected, reimbursement will not be issued.The Foundation cannot pre-pay for travel expenditures. -It is recommended to write a report after the trip. - -## Visa Tips - -For all events, 3rd party or hosted Foundation events, it is recommended to apply for a visa at least 6 months prior to an event. - -### For Industry Events - -If you need a visa for the country in which the Node.js event you are attending is being held, -[see the document on preparing for a visa application](https://github.com/nodejs/admin/blob/master/travel-visas.md). - -### What The Foundation Can Do To Help: - -The Foundation [provides guidance on preparing your visa application](https://github.com/nodejs/admin/blob/master/travel-visas.md), -including information on visa processing times and a checklist of items that a visa application could require. - -For Foundation-hosted events, Node.js Foundation provides a visa letter by The Linux Foundation (does not guarantee visa approval). -Click [here](https://events.linuxfoundation.org/events/node-js-interactive-2018/attend/visa-request/) to request a visa letter. - -### What the Foundation Cannot Do: - -Please note that unless the Foundation is specifically hosting the event, we cannot help with visa letters. -The Foundation is also not able to contact consulates. When the Foundation has done this in the past, our efforts have been unsuccessful -and/or we’ve lacked the expertise to be effective. - -For additional information on preparing your visa application or requesting a visa letter, please email -[visainfo@nodejs.org](mailto:visainfo@nodejs.org). - -## Requesting Travel Funds - -* Open a pull request that adds an entry to the appropriate year's file - * Include as many fields as possible: - * The name of the event you plan to attend. - * The location, dates of the event and where you will be traveling from. - * The presentation you intend to give, if applicable. - * The size of the stipend you wish to receive. - * In the pull request description, explain how you calculated your - stipend. For example, include estimates for airfare, hotel, other - transportation, and so on. The total amount should be your stipend - request. - * In the PR description, mention @nodejs/tsc and @nodejs/community-committee. - * Once the final amount spent is known, update the table again with that information. - * Certain details of your request (such as the column for date sent to finance) may be unknown initially; these can be filled in and updated during the process of reconciliation. - -## Approval - -A request is approved when all of the following criteria are met: - -* The pull request has been open for at least 72 hours. -* The request has approval from at least two members of @nodejs/tsc and two members of @nodejs/community-committee. -(People who are members of both committees may only be counted for one or the other. -Therefore, any request will always require at least four approvals.) -* No members of either @nodejs/tsc or @nodejs/community-committee have objected to the request. -* The pull request has been merged. Any member may merge once other prerequisites have been met. - -If a request is blocked by an objection from a member of @nodejs/tsc or @nodejs/community-committee, then the only way for the request -to be approved is for that committee to decide to approve the request using whatever decision-making process the committee uses when -consensus is not reached. (For example, for the TSC, there is a voting process to make decisions when consensus cannot be reached.) - -An appointed treasurer from either the @nodejs/tsc or @nodejs/community-committee (or both) will liaise with a member of -the Node.js Foundation on a regular basis to review the status of the travel fund. In the event that any pending -requests might not be approved because of available funds, a separate issue will be raised. Generally speaking, however, -members shouldn't need to worry about the status of the fund itself. - -As examples, the purpose of prior sponsored travels includes attending TC39 meetings, -attending [Node.js collaboration summits](https://github.com/nodejs/summit), and -mentoring [Code and Learn](https://github.com/nodejs/code-and-learn). - -### Considerations for approval of a request - -#### Impact -* Preference is given to events hosted or sponsored by the Node.js Foundation. For example, -Node.js collaboration summits and Diagnostics summits should be given precedence because they bring together members of the -Foundation to help the Foundation projects advance. -* Preference is given to speakers and panelists of a conference. Speaking and doing panels at a conference generates a more -significant impact than attending. However, individuals applying for the travel fund to speak or participate in panels should confirm -that the event organizers cannot cover the travel expenses before submitting a request. - -#### Outreach -* Preference is given to underserved communities. More specifically, within a subject the foundation is trying to promote awareness -about (e.g. general knowledge about the foundation) there are people, communities, and geographies where that knowledge is not very -widespread. This is where preference will be given. For instance, an event in San Francisco would be less attractive than an event of -the same size in Kansas City. - -#### Cost -* The larger the stipend the more critically the travel fund admins will consider the request and application. -The budget for this program is a finite resource. - -#### Equity -* Preference is given to individuals who cannot receive travel funding from their employers or individuals who have not -previously received a stipend. - -## Reimbursement - -So that we can reimburse you more quickly, we strongly encourage you to use -[Expensify](https://expensify.com) to organize and submit your receipts. Please -see our [guide to creating and configuring a free Expensify -account](./reimbursement_process.pdf). - -Here are the highlights of the process: - -* A free [Expensify](https://www.expensify.com/) account is sufficient. -* You can use the Android and iOS apps to capture receipts while you are - traveling. If you do not use the app, you will need to upload photos of your - receipts after you return. -* When you add an expense, please use local currency so that it matches the - amount on the receipt. -* Once you have uploaded your receipts, please add them to a report and submit - it with [operations@openjsf.org](mailto:operations@openjsf.org) on cc, and the - Memo field set to "YOURNAME - TRIPNAME". - -When we receive your report, we will send you a form via DocuSign to collect -your payment details. At that point, you're done. - -### Alternate process - -If you decide not to use Expensify, the reimbursement process is manual and may -take longer for us to process. You can email a zip file of your receipts and -the completed [Expense Report](./expense-report-template.xls?raw=true), renamed -as ExpenseReport-OpenJS-EVENTNAME-YOURNAME-YYYYMM.xls, to -[operations@openjsf.org](mailto:operations@openjsf.org). Please send the file -as a spreadsheet, not as a PDF. We will send it back to you for signature in -DocuSign. - -### Important: - -* Expense reports must be submitted within 30 days of event date. Any reports submitted after 30 days may not be reimbursed. -* Disbursements are generally processed within 30 days. -* We are unable to pre-pay for expenses. -* Due to privacy, the Individual Members list is not public. This team will verify the requester is on the Individual Members list before funds are disbursed. The community manager or a member of the Node.js Foundation team within the Linux Foundation will report -back amounts consumed from the travel allocation on a monthly basis to the Chairs. A member of the Node.js Foundation team within the Linux Foundation will report monthly on travel funds allocated to the Chairs. - -## Trip report - -After the trip, it's recommend to write a report, and add a link in the document -that contains their request. The report may include topics such as: - -1. Purpose of this travel. -2. Sessions and/or talks they attended and/or gave, and a summary of those. -3. Conversations that they think are appropriate to document in a public space - (with consent from other indivisuals involved in the coversation). -4. What they have achieved in the events, e.g. if they have written code - or done other work for the project in the event with the others, or if - they have collected useful feedback from the community. -5. Future work items that come out of the event. - -## 2018 Board of Directors Allocation -The request from Technical Steering Committee and the Community Committee for a 2018 joint travel fund was -approved in the amount of $60,000. The $60,000 was fully utilized in 2018. - -## 2019 Board of Directors Allocation - -The request from Technical Steering Committee and the Community Committee for a 2019 joint travel fund -was approved in the amount of $60,000. - -Please direct any questions or concerns about the travel fund to [travelapprovals@nodejs.org](mailto:travelapprovals@nodejs.org). diff --git a/README.md b/README.md index 568d8a9f..5348ea52 100644 --- a/README.md +++ b/README.md @@ -1,16 +1,26 @@ # Administration for TSC + Community Committee collaborative efforts This repository is formal efforts of the Node.js project that are overseen and require input from both the [TSC](https://github.com/nodejs/TSC) and [CommComm](https://github.com/nodejs/community-committee). -Initiatives that are overseen here: -- [Travel Fund](https://github.com/nodejs/admin/blob/master/MEMBER_TRAVEL_FUND.md) - Repositories that fall under the responsibility of the TSC and CommComm: - This repo - [Getting Started](https://github.com/nodejs/getting-started) -- [Collaboration Summit](https://github.com/nodejs/summit) - The private [Moderation](https://github.com/nodejs/moderation) repo (Collaborators-only access) +## Travel Fund + +Each member of the Node.js organization can ask for funding to travel and spread knowledge about and support the Javascript ecosystem and the Foundation. + +The management of Travel Fund for collaborators is managed by the [OpenJS +Foundation Cross-Project-Council](https://github.com/openjs-foundation/cross-project-council/blob/master/MEMBER_TRAVEL_FUND.md). + +## Collaborator Summit + +Every year, Node.js collaborators meet up in one or more Collaborator +Summit. If you are interested in joining or helping with the +organization, the management of Collaborators Summit is managed by the [OpenJS +Foundation Summit team](https://github.com/openjs-foundation/summit). + ## Governance and Current Members The Admin repo is overseen by the [TSC](https://github.com/nodejs/TSC) and [CommComm](https://github.com/nodejs/community-committee) as collaborative groups. Any action requiring consensus and voting will abide by the following process. diff --git a/TravelFunds/2016-2017.md b/TravelFundsArchived/2016-2017.md similarity index 100% rename from TravelFunds/2016-2017.md rename to TravelFundsArchived/2016-2017.md diff --git a/TravelFunds/2018.md b/TravelFundsArchived/2018.md similarity index 100% rename from TravelFunds/2018.md rename to TravelFundsArchived/2018.md diff --git a/TravelFunds/2019.md b/TravelFundsArchived/2019.md similarity index 100% rename from TravelFunds/2019.md rename to TravelFundsArchived/2019.md diff --git a/TravelFunds/2020.md b/TravelFundsArchived/2020.md similarity index 100% rename from TravelFunds/2020.md rename to TravelFundsArchived/2020.md diff --git a/expense-report-template.xls b/expense-report-template.xls deleted file mode 100644 index 327f6b59..00000000 Binary files a/expense-report-template.xls and /dev/null differ diff --git a/reimbursement_process.pdf b/reimbursement_process.pdf deleted file mode 100644 index d02e2514..00000000 Binary files a/reimbursement_process.pdf and /dev/null differ diff --git a/travel-visas.md b/travel-visas.md deleted file mode 100644 index 5eb12091..00000000 --- a/travel-visas.md +++ /dev/null @@ -1,76 +0,0 @@ -# Prepare for visa application (optional) 🛂 - -A quick way to check if you may need a visa is to enter `wiki visa requirements -for [your country here] citizens` into a search engine. The first result is typically a -wikipedia page with a table of all countries' visa policy that would apply to you. - -If you need a visa, don't worry! You can still apply for travel funds. You'll need -to account for extra time to prepare your visa application, apply for the visa, -and receive it before the date of travel. - -## How much time will you need? 📅 - -We've provided here a checklist of items that a visa application could require. -Thinking about how long it will take you to prepare these will give you an idea of how -long it could take to prepare your visa application. - -This is not a complete list! This is only a list of items that are typically requested -when visas are being processed. - -Typical visa applications may ask for any or all of the following: - -* An original passport. If you don't have one, you'll need to apply for one first. -Check with your passport issuing authority for the processing time. -* Passport-sized photos. -* An original proof of residency for the country where you live, -assuming you are not a citizen. For example, if you live in Canada this could be -a Permanent Residence Card or a Temporary Residence Visa. -* Copies of any of the above documents. -* A copy of your air ticket. -* A copy of your accommodation reservations. -* Proof of travel insurance. -* A fee for processing your application. -* An invitation letter. If it's an event hosted by the Foundation, you can use -[this form][visa-request-form] to request a letter. The Foundation -can help with visa issues, so please use the request form as far ahead as possible. -For Collaborator Summits, which are not hosted by the Foundation, it cannot provide -an invitation letter. - -For the actual requirements, check the website of the consulate of the country to -which you will be traveling. - -## Visa processing times ⏱ - -Check the visa application processing time and plan accordingly. - -## Which visa do you need? 🛂 - -In some cases, a visitor or tourism or tourist visa is what you need. In other cases -you may need a business visa, especially if you are speaking at a conference on the same -trip. Check the visa policy on the consulate website for what you will need. - -It's important to remember that border control always makes the final decision on your -entry. A visa does not guarantee your getting into a country. It's worth noting that -a country's border control authority still has the final say even if you didn't need a -visa. - -## Extra documents you may need 📝 - -You may need to prove that you have a stable income and strong ties to your country -of residence. Proof can take many forms, such as bank statements, letters from -an employer, and documents certified by a notary public. See the relevant visa requirements -for their preferences. - -## Consider consulate locations! ✈️ - -The consulate may not be in the city where you live; you'll need to check how you -can apply. In some cases, you can apply online or by post. In others, your application -may need a face-to-face interview at the consulate. Please factor this into your -plans. - -## Need some assistance? - -We are adding all VISA related information in this document but If you need more assistance or you have any question for your application, feel free to email us at [visainfo@nodejs.org](mailto:visainfo@nodejs.org). We are not VISA experts but will try -to assist as much as we can. - -[visa-request-form]: https://events.linuxfoundation.org/visa-request/ "visa request form"