Processes for Adding, Transferring, and Removing OVAL Board Members

This document formalizes the high-level processes that are used for identifying, evaluating, and adding new members to the OVAL Board as well as transferring board membership and revocation of board membership.

Table of Contents

• Adding New Members
  • Prospect Identification
  • Evaluation
  • Feedback
  • Membership Approval
• Transferring Membership
  • Changing Roles in an Organization
  • Leaving an Organization
  • Merging Organizations
• Revocation of Membership

Adding New Members

In adding new members to the OVAL Board, it is important to remember that a single organization is limited to at most two (2) seats on the OVAL Board and that the proportional balance among the board's membership (tool vendors, operating system vendors, etc.) should be maintained.

Prospect Identification

A prospective OVAL Board member ("prospect") is identified, typically through one of the following scenarios:

• A current OVAL Board member recommends the prospect.
• The prospect, or the prospect's parent organization, asks to be an OVAL Board member.
• The OVAL Moderator identifies a prospect.

Evaluation

The prospect is evaluated by the OVAL Moderator through one or more discussions. At least one discussion, an "interview," is held face-to-face or by phone.

• The prospect is presented with the detailed list of OVAL Board member roles and tasks as defined in the OVAL Board Member Roles, Tasks, and Qualifications.
• The OVAL Moderator and the prospect identify and discuss the prospect's role and expected tasks.
• The prospect demonstrates participation within the community on the public OVAL mailing lists.
• If the prospect belongs to an organization that produces a product or service, it is strongly recommended that the organization participate in the OVAL Adoption Program.
• The prospect provides the OVAL Moderator with biographical information (such as a resume) that demonstrates an ability to perform the tasks.
• The prospect, and the prospect's parent organization, approves the level of effort required for the prospect's participation.

Based on these discussions, the OVAL Moderator determines if the prospect is qualified to be an OVAL Board member, and the process moves to the OVAL Board Feedback step.

Feedback

The OVAL Moderator solicits feedback from the OVAL Board in order to determine if the prospect should be granted membership on the OVAL Board.

• The OVAL Moderator announces a qualified prospect to the OVAL Board through the OVAL Board mailing list. A summary of the discussion(s) with the prospect, from the Evaluation step, will be shared with the OVAL Board to help in the decision making process.
• OVAL Board members are provided with at least two (2) weeks to provide feedback to the OVAL Board regarding the prospect, and request additional information if desired. This can be done by sending a message to oval-board-list@lists.mitre.org or scheduling a conference call.
• After the review period, the OVAL Moderator will send out a request to the OVAL Board to vote on whether the prospect should be approved for membership.

Membership Approval

If the prospect is approved by the OVAL Board after the Feedback step, then the OVAL Moderator adds the prospect as a full member to the Board.

• The new member is announced to the OVAL Board mailing list. The announcement includes the member's biographical information, role, and expected tasks.
• The new member is announced on the OVAL Web site and in an OVAL Announce Newsletter.
• The new member begins participating actively, in accordance with their expected tasks, within two (2) months of their addition to the Board.

Transferring Membership

Changing Roles in an Organization

If a current OVAL Board member switches roles within an organization and serving on the OVAL Board no longer makes sense, they must notify the OVAL Moderator. Upon notification, the OVAL Board member will be given an opportunity to nominate a new member to represent the organization. This prospective member will be vetted in accordance with the Adding New Members Process.

The current OVAL Board member will be considered for recognition as a former OVAL Board member under the guidelines stated in the Recognition of Former Members section of OVAL Board Member Roles, Tasks, and Qualifications.

Leaving an Organization

If a current OVAL Board member is going to leave an organization, they must notify the OVAL Moderator. Upon notification, the current OVAL Board member will be given two options.

1. They can continue to serve on the OVAL Board under their new organization.
2. They can relinquish their membership and will be considered for recognition as a former OVAL Board member under the guidelines stated in the Recognition of Former Members section of OVAL Board Member Roles, Tasks, and Qualifications.

In either case, the organization that is losing representation on the OVAL Board will be given an opportunity to nominate a new prospective member that will be vetted in accordance with the Adding New Members Process.

Merging Organizations

If two or more organizations represented on the OVAL Board go through a merger, their representation on the OVAL Board must be refactored such that they are not overrepresented. It is left to the merging organizations to decide how to bring their organization in alignment with the two-seat limit. Merging organizations will be given at least two (2) months to determine how they will be represented.

Revocation of Board Membership

If the OVAL Moderator has evidence that an OVAL Board member is not fulfilling their agreed to responsibilities, they may be removed from the OVAL Board. The following process defines the steps that the OVAL Moderator must follow in order to revoke the membership of a current OVAL Board member.

1. The OVAL Moderator must provide the OVAL Board member with a warning of revocation at least two (2) months before revocation is scheduled to occur explaining the reasons for revocation.
2. The OVAL Moderator may delay the date of revocation.
3. Prior to revocation, the OVAL Board member will be given an opportunity to get in good standing according to the agreed upon responsibilities. If membership on the OVAL Board no longer makes sense, it will be terminated.
4. If the OVAL Board member fails to get in good standing, their membership will be revoked and they will not be recognized as a former member.

Page Last Updated: October 25, 2013