Membership Review Procedure
Intention & Scope
The Membership Review Procedure is used to determine whether someone’s membership status is continued, terminated, or changed between the classes of Core Member and Associate Member. The Membership Review process is a primary way a role can effect any of the aforementioned outcomes for members. There may be other ways detailed in organisational governance.
Typically the Membership Review involves a panel of at least three Membership Assessors appointed by People Operations after taking input from relevant stakeholders. The panel would usually include the member's main Circle Lead(s), other ATT members with experience of working or interacting closely with the member being reviewed, as well as members who can be trusted to participate relatively impartially. Typically, a panel will not include role-fillers of the Direction Circle Lead and Organisational Arbitrator roles.
Any Core or Associate Member may request People Operations to trigger a Membership Review of another member at any time. It is up to the People Operations Circle to decide on the most appropriate process for each request (e.g. depending on the situation it may be more appropriate to use another process).
A Membership Review is typically carried out after 3 months of an Associate Member joining, and then again after 6 months, to decide whether or not the member has passed their 6 month probation period. The default probation period is 6 months, though this can be changed by People Operations in consultation with the Member's main Circle Lead on a case by case basis.
Membership Review Process
People Operations must inform any member under review that they are the subject of a Membership Review before the Membership Review panel meets.
A Membership Review will have one of the following results:
Result 1: Membership is maintained as before
Result 2: Membership is changed from: Core Membership to Associate Membership; or Associate Membership to Core Membership
Result 3: Membership is terminated
Result 4: Other outcome
Anyone facilitating a Membership Review must follow the process below. Any Membership Assessor may invite any other Core or Associate Member to participate in all steps prior to the consent process, provided no other Membership Assessor objects to their participation and the invited Member agrees to keep any answers or perspectives of others confidential. The member in question will be informed that a Membership Review is taking place and when it is expected to be, and has been concluded.
Check-in: Everyone present shares, one at a time, whatever they need to transition into the process.
Framing: Anyone involved may share information or context about the Membership Review, e.g. why it was scheduled.
Review Red Flags: Membership Assessors review the Red Flags list.
Preliminary Answer to Assessment Question:
Participants are first instructed to notice the feelings and thoughts that arise at the following question: "If the reviewed Member said they were leaving the organisation, would you fight to keep them?"
The facilitator then asks participant to give a 'thumbs up' or 'thumbs down' answer based on the meaning of each signal below. Participants then simultaneously indicate so as not to influence each other, which option they choose.
Thumbs up = Retain/move up to Core Member status
Thumbs down = Any other outcome.
Explanation Round: Each participant shares the reasoning behind their stance and any relevant perspectives they have about the member in question.
Discussion: Open space for clarifying questions, reactions, and discussion. The facilitator and panel should ensure different perspectives and options are surfaced and discussed during this step. For example there could be a situation where after 6 months the panel would unanimously agree it wouldn't now take on the person, but given the organisational needs and investment, on balance it would decide to keep them. This space is also available if needed to help participants clarify what feedback to give the member under review and who will give the feedback.
Consent process: The facilitator then conducts a straw poll (indicative vote) on the various relevant options outlined in Results 1-3 above. The facilitator makes a proposal on the most popular option. If this fails the facilitator proposes another option which seems most likely to gain consent. If that fails the facilitator continues to seek consent on various options. If consent is not gained within a 60 minute meeting the decision is passed to Direction.
Closing Round: Reflect on the process or anything to transition out of the meeting.
Follow-Up: If the outcome from step 6 indicates continued Membership, it becomes the official Membership Review result. Otherwise...
The outcome is tentative and may not be effected until the following process is complete:
The outcome of the review is shared in writing with People Operations. If the outcome is a revocation of membership, or any outcome that results in a reduction of a member's pay, People Operations must verify that the outcome satisfies the criteria for fair dismissal.
The result of the review is shared with the reviewed Member by People Operations. If a majority of the Membership Assessors believe the actions of the member in question constitute gross misconduct, the outcome is immediately official and final. Otherwise...
The reviewed Member has three working days after learning of the result to decide if they'd like to appeal the outcome, and to notify People Operations if so.
If the Member opts to appeal, they then have until two weeks after the review result was communicated to have whatever dialogues they wish (including with the Membership Assessors) and request another review; this request must be made to People Operations within that two-week window, however, the actual review may happen whenever scheduled by People Operations.
If the reviewed Member requests another review within that process, then another Membership Review is required before anyone may remove the Member, but the result of the 2nd review is immediately official. Once a decision has been reached, the panel facilitator must inform People Operations.
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