Coq Meetings Organization

This document describes the rules of participation and roles involved in Coq meetings (calls, working groups and other meetings organized by Coq team members). These were approved on 28th March 2023.

Obviously, our code of conduct also applies during these meetings.

Motivation

• Improve our organization and guidelines for team-work and meetings in particular.
• Set fixed rules and roles for meetings.

Roles

We identify 4 different roles of participants in a meeting:

Speakers

• Announce your topic well in advance (e.g., at least 1 day before for a Coq Call).
• Propose a timing for your talk that the chairman will use to set up a schedule and will strictly enforce.
• Prepare your intervention in advance, this is time well spent! It is time gained for your audience.
• Do not go off-topic (off topics can be programmed for a later meeting).

Attendees

• Raise your hand to ask questions and let the chairman give you the floor.
• Do not lead the discussion off-topic.

Chairman

• Decide a definitive schedule for the meeting in advance (e.g., before noon on a Coq Call day) staying within bounds and being fair to all speakers.
• The chairman must not have a slot during that meeting.
• Keep time during the meeting.
• Stop the discussion if it goes out of topic. You can propose to schedule a new discussion at another time.
• Is the only one who can interrupt a speaker.

The chairman role is taken in turn by meeting attendees.

Secretary

• Distinct role from the chairman.
• Writes down notes and conclusions, to be published on the wiki page / PRs or issues.

The secretary role is taken in turn by meeting attendees.

Coq Call Specific Organization

• The chairman, if not already designated, can be chosen at the beginning of the call along with a different person to act as secretary.
• Topics should be set by Tuesday 9am to let the chair announce the call by noon on Zulip. People that will participate may use an emoji reaction to the announcement to indicate their presence.
• If no topic is set by 9am, the call is cancelled.
• One can simply call for a roundtable session to get an update on everyone’s current work / roadmaps.