grants policy

Author: mr-c

grants_policy.md

@@ -0,0 +1,94 @@
+Policy:
+
+All applications for funding of the CWL project (grant applications, and
+similar) must be submitted by Software Freedom Conservancy (SFC) unless
+an agreement otherwise has been approved by both the CWL Project
+Leadership Team and SFC itself.
+
+Submitting grants and/or getting funding to do the work of the CWL
+project without approval from SFC and the CWL Leadership Team can result
+in cancellation of sustaining/support member status (without refund),
+censure, and/or other consequences as deemed appropriate by SFC and the
+CWL Leadership Team.
+
+Motivation:
+
+CWL is a member project of Software Freedom Conservancy, Inc. As per the
+[membership agreement signed by all members of the initial CWL project
+leadership
+team](https://github.com/common-workflow-language/governance/blob/ddb07b99ae62006f70cd43987843626ffe08c2f0/CWL-sponsorship-agreement--signed-by-all.pdf),
+CWL is a [direct
+project](https://en.wikipedia.org/wiki/Fiscal_sponsorship#Table_comparing_the_models)
+of SFC: CWL is owned by SFC, and the project's work is implemented by
+SFC employees and volunteers.
+
+Implementation:
+
+This section documents how an entity (the Properser) submitting grants
+that involve Common Workflow Language standards (CWL) and the CWL
+Project (which for now on will be referred to as the Project) should
+seek approval for their Proposal from the CWL Leadership team and SFC.
+
+There are four options for getting Project approval:
+
+1.  If a proposal indicates the use of CWL but will *not* be contributing substantially to the Project (e.g. code,
+      documentation, tutorials), then *no Proposal approval is needed*.
+      * If the proposed grant is funded, please consider adding (if allowed) your proposal [to the list of
+         projects](https://github.com/common-workflow-language/cwl-website/blob/main/content/_data/user-gallery.yml)
+         using CWL and publicly [announce the funded grant on the CWL forum](https://cwl.discourse.group/c/announcements/6).
+2.  For a Proposal that indicates substantial contributions to the Project, there are two paths
+       *  The default path is to submit a Proposal via the Software Freedom Conservancy (SFC) itself. Please contact SFC & the CWL
+           leadership as soon as possible by emailing [commonworkflowlanguage\@sfconservancy.org](mailto:[email protected])
+           with an initial description of the grant proposal.
+       *  If the SFC is ineligible to apply for this opportunity, or there is another good reason why an external entity should submit
+           instead of SFC, then approval by the Project *is* needed **and** justification for not submitting via Software Freedom
+           Conservancy is required.
+           * The Proposer will document and explain why the Proposal can not be sent by SFC; for example due to geographic or
+               entity type restrictions.
+           * The Proposer will supply the aims of the grants, total grant budget and duration.
+           * The Proposer will supply a form (modeled after [this](https://upload.wikimedia.org/wikipedia/commons/6/6d/GLAM_partnership_evaluation_handout.pdf)
+              form by the Wikimedia Foundation) to explain the benefits and risks of the proposed contributions to the Project.
+           * The aims and form will be due 2 weeks before any Letter of Support (LOS) is needed and should be sent to the leadership team
+              <[email protected]>.
+              A default LOS will be used unless otherwise requested by the Propser.
+                * If no members of the Project leadership team nor the SFC object to the grant proposal, the proposal will be
+                   approved and the LOS will automatically be provided.
+                * The members of the CWL Leadership team will keep information about grants that are not funded under a reasonable expectation of privacy
+           * Note that a Memorandum of Understanding (MOU) (e.g.
+              <https://nonprofitdocuments.law.stanford.edu/wp-content/uploads/Collaboration-MOU-checklist-SLS-sample-07-05-17.pdf>)
+              between SFC and the Proposers will need to be developed and signed; plan accordingly.
+       * If the Proposal is funded, it is required to publicly announce the funded grant on the CWL forum and link to the
+          proposal (if it is possible to make publicly available)
+
+For all these proposal options, Common Workflow Language should be cited
+using the [proper up-to-date citations](https://www.commonwl.org/specification/#references).
+
+\--
+
+Expectations for CWL Project Lead or delegate
+
+1.  Maintain private log of notifications
+
+2.  Check with the Mission & Vision for the CWL project
+
+3.  Check for alignment with the community roadmap
+
+4.  Confirm a proper statement of how the applicants and the project are or are-not related
+
+5.  If the details can't be shared with the entire team, then extract relevant details and report to PLT
+
+6.  Provide quarterly summary to the CWL PLT
+
+7.  Follow-up to publicize when appropriate
+
+Recording:
+
+1.  Code name to cross-reference with private notes (if needed)
+
+2.  Day of submission
+
+3.  Expected start & end date
+
+4.  Work to be done; aspects of the CWL Community Roadmap that overlap/alignment
+
+5.  Expected date of application funding decision