Over the past months, a subcommittee of the association’s Executive Committee has been working on a proposal for AoIR's Political Statement Policy and Process, which we are sharing with you now. We invite members of AoIR to discuss and leave comments on this proposal in the dedicated forum on our website (this forum is accessible only to AoIR members). The proposal will be further discussed at the Annual General Meeting at AoIR2024 in Sheffield, ahead of an online vote later in November from the membership about whether or not to adopt the proposed Political Statement Policy and Process, which will be amended in light of discussions in the forum and at the AGM. We encourage all of our members to take part in this important discussion. Very best, The AoIR Executive Committee * AoIR's Political Statement Policy and Process* *The Goals for This Policy* The Association of Internet Researchers (AoIR) is a member-based, academic association dedicated to the promotion of critical and scholarly internet research independent from traditional disciplines and existing across academic borders. In line with the organization's mission, values, and objectives, the AoIR Executive Committee has developed a policy for publishing statements regarding global and/or local socio-political issues that concern internet research. If approved by the community, this policy would guide any political statement published by AoIR in the future. We crafted this policy with the goal of valuing community participation while fostering transparency and accountability. Our goal is to provide AoIR members with the opportunity to speak collectively on matters of importance at the intersection of our organization and the wider world. In developing a clear and transparent policy/process that all members can use, the Executive Committee hopes to encourage and foster our organization’s impact on society and on important matters of the day, as they relate to our areas of expertise and lived experiences. *Criteria* - The purpose of this process is for AoIR members to suggest topics and issues that you consider the organization should take a public stance on. - All statements should closely align with AoIR's mission, values, and objectives. - It is the responsibility of the AoIR Executive Committee to ensure that the language of the statement and the proposed actions accurately represent the diverse perspectives and values of the community, aligning with the organization's mission, values, and objectives. - Statements can be approved by the AoIR Executive Committee via a vote, or by the AoIR community via plebiscite if no majority is formed in the Executive Committee vote. - Successful statements will be signed by the organization rather than by the members of the AoIR Executive Committee or by the AoIR members who proposed the statement. *Procedure* (*This procedure is also available as a flowchart, see link <https://aoir.org/wp-content/uploads/2024/10/AoIRStatementProcessProposal-scaled.jpg>* .) 1. A Self-Organized Group (henceforth SOG) self-organizes and crafts a proposal. Importantly, the SOG must be composed of at least 5 current paid AoIR members. Groups interested in drafting a proposal may publicize their interest on the AoIR mailing list, but no discussion on it should happen there. 2. The SOG fills in a form on the AoIR website (the form appears at the end of this document). The form contains 5 questions, including a proposal for a resolution or draft statement. 3. The Executive Committee receives the filled form. It analyzes: Does the proposal contain all required information? Does it fit with AoIR's mission and values? If not, the Executive Committee communicates to the SOG what is needed and the form is re-submitted. 4. If in possession of all the necessary material, the Executive Committee defines when the statement can come to a vote by the Executive Committee. A meeting is scheduled up to 3 months after receiving complete documentation (shorter times are expected, if there is capacity). 5. The Executive Committee discusses the proposal. If the Executive Committee needs further information or wants to suggest changes to the proposal, these are communicated to the SOG. 6. The Proposal goes to the full Executive Committee for a vote. Three outcomes are possible: 1. If a majority *in favor* is formed, the statement is posted on the AoIR website, including a note on how the decision-making process was followed. 2. If a majority *against* is formed, the proposal is denied. The process followed is published on the AoIR website. 3. If no majority is formed, the proposal goes to a plebiscite of AoIR members. Note: Executive Committee members can abstain from voting, which does not count toward forming either majority. (This means, in other words, that members of the Executive Committee may abstain from voting as a way to "vote" for the plebiscite to happen.) 7. In case a plebiscite is needed, it must take place within 2 months of the Executive Committee vote via internet voting (in a similar system to our elections). Only current paid AoIR members of the organization are allowed to vote. 1. A thread is open for discussion on the AoIR website, exclusively for members. Members can discuss the statement, provided they follow AoIR's Code of Conduct. (This too is similar to the election procedure). 2. All members are informed of their right to vote via e-mail, and the voting will be open for one week (7 days). 3. If the proposal is approved by a majority of current paid members of the organization who vote (50%+1 of voters), the proposal is approved and the statement is posted on the AoIR website. If not, it is denied. *Adopting this Policy* - (*This procedure will be approved following the same process as the recent ratification of our new Code of Conduct.*) - This procedure will be circulated to the AoIR community in Sept/Oct 2024. - A forum is open on the AoIR memberhship website ( https://members.aoir.org/Discussion-Forums/13414313) to allow members of the organization to submit comments and/or suggestions to the Policy/Process. - During the AoIR2024 (Sheffield) AGM, space for feedback will be open to the community. - In November 2024, a virtual vote of the AoIR community will be open to ratify this Policy/Process. - If the vote is successful, the Policy/Process will take effect immediately. - After one year of the ratification of this procedure or 5 discussed statements (whichever happens first), AoIR's Subcommittee on Political Statements will convene to discuss if the Policy is working and to define if changes are needed.