Current Board
Schedule & Activities
- First Monday of April, each year: Call for nominations.
- Notice sent by Executive Director to all Apereo mailing lists.
- Notice posted to Apereo website.
- Notice included in social media posts.
- First Monday through last Friday of April, ED notifies all nominated persons via email to ensure they are willing to stand for the board.
- Once confirmed, request nominee photos, bios, and platforms be sent to communications and cc ED.
- Last Friday of April, each year: Nominations close, 03:59 UTC (11:59am EDT)
- First Monday of May, each year: Announce nominees.
- Post nominees' bios, platforms, and photos to Apereo website & social media.
- Notify and confirm voting membership; organizational member representatives and individual members.
- Create ballots in Helios Voting.
- Upload voters (data available in CiviCRM).
- First Monday of June, each year: Voting opens, and ballots are sent via Helios (email) to organizational member representatives and individual members.
- Third Monday of June, each year: Voting closes (11:59 PM EDT)..
- Third Monday of June, each year: run-off elections open (if needed).
- Fourth Monday of June, each year: run-off elections close (if needed) (11:59 PM EDT).
- First Monday of July, each year, Executive Director notifies elected board members and other candidates of the results.
- FOSSY Conference in July, each year, integrate AGM into activities of FOSS for Education track.
- Annual General Meeting, each year: Apereo Board receives, reviews, and accepts election results. New board members are seated.
- Update and publish the Apereo Leadership website to include seated board members.
- Announce new board members on the Apereo website "News".
- Notify the Apereo community of new board members via Apereo mailing lists.
- Announce new board members via Apereo social media channels.
- First Day after Annual General Meeting, each year: begin the "Onboarding Process."
Voting Process
Eligibility
Eligible voters include two constituencies, Organizational Members, i.e., institutions, non-profits, companies, etc., supporting Apereo through a "Supporting Subscription" and Individual Members, i.e., people who have joined "Friends of Apereo" (see Article III, Section 1 of the Apereo Bylaws). Each Organizational Member is represented by a "Voting Contact" who votes on behalf of the Organizational Member. Individual Members vote for themselves. A roster of Voting Contacts for each Organizational Members and current Individual Members--current "Friends of Apereo"--is available in CiviCRM.
Apereo elections occur online via Helios Voting.
Resources
Communications
Announcement of Nominations Opening
Post to Apereo Announcements Mail Lists, Apero Website, Email to Membership
Nominations are now open for the Apereo Board of Directors. This year, [NUMBER OF SEATS] seats are open for Organizational-Member Representatives and [NUMBER OF SEATS] for the Individual-Member Representative seat.
[FIRST MONDAY OF APRIL, YEAR]: Nominations open.
- Directors shall be at least eighteen (18) years of age and need not be United States citizens or residents of the State of New Jersey.
- All Directors shall serve three (3) year terms.
- Directors are permitted to hold office for multiple terms and may hold up to two (2) consecutive terms.
- It is not necessary for a Director to be employed by an organization that is a member of the Foundation.
- A person may be nominated for a Director position by a Member or representative of a Member Organization in good standing.
- Send nominations to ed@apereo.org.
- Complete Apereo bylaws available at, https://www.apereo.org/content/bylaws
[LAST FRIDAY OF APRIL, YEAR] – Nominations close at the end of the day (03:59 UTC/11:59 PM EDT).
First Monday of May, Apereo Foundation's leadership will announce nominees. Voting membership; Organizational and Individual Members will be notified via email.
[FIRST MONDAY OF JUNE, YEAR] – Voting opens, and ballots are sent to Organizational and Individual Members.
Third Monday of June, Voting ends, and elections close (03:59 UTC/11:59 PM EDT).
Third Monday of June, Run-off elections open (if needed).
Fourth Monday of June, Run-off election voting ends and elections close (if needed) (03:59 UTC/11:59 PM EDT).
First Monday of July, Executive Director notifies elected board members and other candidates of the results.
Annual General Meeting, each year: Apereo Board receives, reviews, and accepts election results. New board members are seated.
Many thanks to all board members for their service!
Welcome Message to New Board Directors
Hello [FIRST NAME],
I wanted to formally congratulate you on your election to the Apereo Board of Directors by the Organizational Membership and provide some onboarding information to help prepare you for your term.
Your first meeting…
Your term on the Board runs from Apereo's July [ELECTION YEAR] Board meeting ([DATE OF BOD MEETING]) through Apereo's July [ELECTION YEAR +3] Board meeting ([DATE OF BOD MEETING]). You will be seated at Apereo's Annual General Meeting (AGM) on [DATE OF AGM], before the Board's regular meeting. The AGM will occur online on [DATE OF AGM], at 9:00 AM EDT, with the regular meeting scheduled directly after.
You may join the AGM via BigBlueButton:
- URL: https://apereo.blindsidenetworks.net/apereo/
- Room: "Apereo Room – 1"
- Password: "apereo"
Please let me know if you have any questions regarding the AGM or regular Board meeting on July 27.
Regular Board meetings…
Apereo Board meetings are held monthly on the fourth Wednesday of each month from 9:00 AM EDT to 10:00 AM EDT. You may join the regular Board meetings via BigBlueButton:
- URL: https://apereo.blindsidenetworks.net/apereo/
- Room: "Board Room"
- Password: "apereob1"
Digital resources…
- Email and Google Workspace
Your Apereo email will be [FIRST NAME].[LAST NAME]@apereo.org. You should receive an email from Gmail with login information. Your Gmail account will also provide access to Apereo documentation and resources via Apereo's Google Workspace (i.e., GSuites).
- Conflict of Interest
Please review Apereo's Conflict of Interest Policy and the Disclosure Statement. You will need to acknowledge receipt of the policy and report any potential conflicts before being seated.
- We have developed a brief onboarding tutorial to help you understand Apereo and your role as a Board Director. You may review the document online. To access the materials, use the password "@pereo!". Please note that this is a new resource, so your feedback is welcomed to help us tune the tutorial to introduce the organization and prepare future Board Directors.
If you have any questions, please feel free to let me know, and I will be happy to help.
Congratulations again, and thank you for contributing to not only Apereo's leadership and direction, but also to open source communities and higher education as well.
Post to Apero Announcements, Apereo Website, & Link to Socials.
Apereo Foundation is pleased to announce the results of the [YEAR] elections of the Apereo Board of Directors.
All [NUMBER] candidates nominated were successfully elected to the Board.
Congratulations to [LIST OF CANDIDATES] on their election to a second term on the Apereo Board. Photos and Bios can be found on the [BOARD PAGE or CANDIDATE PAGE] of the Apereo website.
Many thanks to these Board members for lending their expertise and leadership skills in support of the Apereo Foundation.
Board members will be officially seated at the Apereo Annual General Meeting on [DATE AND TIME]. Board members seated at the [July YEAR] AGM will serve a three-year term, [YEAR-YEAR]. Keep watch for registration information for the AGM on this mailing list, via email invite, and on the Apereo website.
The duties and responsibilities of board members, together with rules governing their election, are set out in Article 5 of the [UPDATE THIS LINK - Apereo by-laws]. If you have any questions regarding these duties and responsibilities, please contact the Executive Director - Patrick Masson, via email ed@apereo.org
Reference Documents
