> Markdown version of https://www.asyncapi.com/docs/community/020-governance-and-policies/program-lead-policy
> Index: https://www.asyncapi.com/llms.txt

# Program Lead Policy

The document defines the process for appointing, evaluating, and renewing individuals whom we hire through Open Collective contracts or pay for a specific job to be done in one of our official programs at AsyncAPI. You can learn more [about them in the list of people and assets in the AsyncAPI doc](https://www.asyncapi.com/docs/community/020-governance-and-policies/initiative-inventory#amazing-humans).

The goal of this policy is to ensure alignment, transparency, accountability, and measurable impact from funded roles within the project. 

> Volunteer roles and maintainership are not governed by this policy.

## Appointment
Paid initiative or program lead roles may be created when the Governance Board identifies a need for dedicated leadership to achieve specific strategic objectives.

Each role must have:

- A clearly defined scope
- Expected deliverables
- Defined duration
- Approved budget

Tenures are typically for **twelve calendar months** from appointment date.

## Selection Process
When a role is opened, the Governance Board must conduct a selection process that includes:

1. Publishing a public issue or discussion for a call for candidates.
2. Collecting applications or nominations.
3. Evaluating candidates using predefined criteria.
4. Selecting the candidate through the Governance Board's decision.

### Eligibility
- Priority is given to members of the AsyncAPI Technical Steering Committee (TSC) and Maintainers.
- Individuals with unresolved Code of Conduct violations or conduct issues are not eligible.

### Evaluation Criteria
Candidates may be evaluated using a scoring framework such as:

| Criteria | Points |
| :--- | :--- |
| Member of the Technical Steering Committee | 30% |
| Relevant experience performing similar work | 20% |
| Past contributions to AsyncAPI (code, documentation, community leadership)| 30% |
| Prior leadership or community involvement (Experience leading teams, initiatives, or communities) | 10% |
| Communication & collaboration ability (Ability to work with contributors and maintainers) | 10% |

The final score is **out of 100**. Selection decisions should be guided by this weighted score alongside Governance Board discussion.

## Responsibilities
Initiative and Program Leads are responsible for:

- Leading the initiative or program according to its defined scope
- Coordinating contributors and community members
- Delivering agreed objectives and milestones
- Maintaining transparency in progress and outcomes

Leads must ensure that work is conducted openly and aligned with the project’s governance and community standards.

## Reporting Requirements
To maintain transparency and community awareness, initiative leads must provide regular updates.

### Progress Updates
Leads are expected to publish regular written updates, such as:

- Monthly or quarterly blog posts.
- Community updates summarizing progress on Community WG meetings.
- Key achievements and challenges.

These updates should communicate:

- Work completed
- Current status
- Upcoming priorities
- Community opportunities to contribute

## Annual Report
At the end of the Tenure, the lead must submit an **annual report** summarizing:

- Achievements and deliverables
- Impact and outcomes
- Lessons learned
- Recommendations for the future

## Review Process
The Governance Board conducts a performance and objectives review **in the first week of every six months**. Reviews assess:

- Progress of agreed objectives
- Quality and consistency of reporting
- Impact on the project or community
- Collaboration with maintainers and contributors
- Alignment with project values, community goals, and conduct standards

The Governance Board is entitled to perform any additional reviews at any time.

## Evaluation and Renewal
Appointments are **not automatically renewed**. Renewal and appointment review begin **three months before the end of the tenure**. Final performance reviews and compensation adjustments are conducted **two to one month before the end of the tenure**.

Following this, the Governance Board may decide to:

- Renew the appointment for another term.
- Renew with revised scope or expectations.
- Conclude the engagement

All decisions must be documented and communicated transparently.

## Conflict of Interest
Members involved in the selection or renewal process must disclose any conflicts of interest and recuse themselves when appropriate.

## Amendments
This policy may be amended by the Governance Board as the project's needs evolve.