Skip to content

🧭 Decision-Making Guidelines — Gecian Hub

Purpose

This document explains how decisions are made within the Gecian Hub Executive Committee (ExCom). It ensures clarity, responsibility, and accountability across all roles.

1. General Principles

  1. Responsibility follows Role

  2. Each role is responsible for decisions in their area of expertise.

  3. Lead has final responsibility for all decisions.

  4. Consensus First, Authority Later

  5. Whenever possible, decisions should be discussed and agreed upon collectively.

  6. If consensus cannot be reached, the Lead makes the final decision.

  7. Documentation is Key

  8. All important decisions should be recorded in a shared document or issue tracker.

  9. Decisions include rationale, participants, and expected outcomes.

  10. Transparency

  11. Decisions impacting students, contributors, or project direction should be communicated clearly to relevant stakeholders.

2. Role-Based Decision Authority

Role Decision Scope Escalation
Lead Overall project direction, priority setting, final approvals None
Vice Lead Decisions in Lead’s absence; operational coordination Lead
Mentor Advisory only; cannot enforce decisions Lead or Vice Lead
Design Lead Design, UI/UX, branding, visual consistency Tech Lead (if technical conflict) or Lead
Tech Lead Code quality, architecture, technical approaches, deployments Lead
Outreach Lead Community outreach, contributor onboarding, recruitment Lead

⚠️ Roles should not overstep into areas outside their scope unless explicitly delegated.

3. Decision-Making Process

Step 1: Identify the Decision

  • Define what needs to be decided, urgency, and potential impact.

Step 2: Gather Input

  • Relevant ExCom members provide input based on their roles.
  • Discuss alternatives, pros/cons, and constraints.

Step 3: Propose a Solution

  • Lead or responsible role proposes a recommended course of action.

Step 4: Reach Consensus

  • Attempt to agree collectively on the solution.
  • Document any concerns or dissenting opinions.

Step 5: Final Decision

  • If consensus is reached → decision is implemented.
  • If not → Lead makes the final call, explaining reasoning to the team.

4. Escalation Policy

  • Operational Conflicts: Escalate to Lead or Vice Lead.
  • Technical Conflicts: Escalate to Tech Lead, then Lead if unresolved.
  • Design Conflicts: Escalate to Design Lead, then Lead if unresolved.
  • Community/Outreach Conflicts: Escalate to Outreach Lead, then Lead.

In emergencies, the Lead can make unilateral decisions, but must inform the team afterward.

5. Voting & Tie-Breaking

  • Decisions that require multiple approvals may be voted on by ExCom members.
  • Lead has tie-breaking authority.

6. Documentation & Communication

  1. Record all decisions in shared ExCom docs or GitHub issues.
  2. Note the decision, date, participants, and rationale.
  3. Communicate decisions affecting contributors, users, or external parties.
  4. Revisit decisions if outcomes differ from expectations or new information arises.

7. Review

  • ExCom should review key decisions quarterly to ensure alignment with:

  • Project goals

  • Student needs
  • Legal and privacy compliance