diff --git a/grants_policy.md b/grants_policy.md new file mode 100644 index 0000000..9522fe7 --- /dev/null +++ b/grants_policy.md @@ -0,0 +1,157 @@ +# Policy on requesting and/or acquiring grants/funding related to the CWL Project + +## Policy + +It is a requirement of the CWL fiscal sponsor, Software Freedom Conservancy (SFC), +that all applications by any entity for +1) **funding** of the CWL project's work or +2) **funding** in the name of the CWL project +must be submitted by SFC **unless** an agreement otherwise has been approved by +both the CWL Project Leadership Team and SFC. + +Submitting grants and/or getting funding to do the work of the CWL +Project (or otherwise in the name of or on-behalf 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. + +Proposals for implementations (or enhancements of implementations) of the CWL +Standards do not need approval, unless it is of the CWL reference implementation +(`cwltool`). + +Proposing work related to any of the CWL GitHub organizations is a sign that +approval **is needed**. +- +- +- + +If there is doubt about what constitutes "the work of the CWL project", please +ask the CWL Leadership Team directly. + +## 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, volunteers, and contractors. Therefore this policy exists to document +that requirement and how we will manage it. + +## Implementation + +This section documents how an entity (the Properser) submitting grants +that involve Common Workflow Language standards (CWL) and the CWL +Project should seek approval for their proposal from the CWL Leadership team and +SFC. + +1. If a proposal + a) indicates the use of CWL + b) but will *not* be contributing substantially to the CWL Project (e.g. code, documentation, tutorials), + c) and is not submitted in the name of the CWL project. + then **Proposal approval is not 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 CWL Project, + and/or is in the name of the CWL Project, then there are two paths + * The recommended path is co-develop a proposal with the CWL Leadership Team + (and others); and for submission by SFC itself. Please contact SFC & the CWL + leadership as soon as possible by emailing [commonworkflowlanguage\@sfconservancy.org](mailto:commonworkflowlanguage@sfconservancy.org) + 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 CWL Leadership Team *is* needed **and** + justification for not submitting via SFC 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 CWL 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 . + A default LOS will be used unless otherwise requested by the Propser. + * 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. + ) + between SFC and the Proposers will need to be developed and signed; + plan your time accordingly. + * If the Proposal is funded, it is required to publicly announce the + funded grant on the CWL forum (including the main aims) 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 + +## Non-normative examples: + +### Example A + +Grant proposal mentions the CWL standards +("The workflows delivered will be written in the CWL standard format.") +but otherwise does not mention the CWL project. + +In this case, no coordination nor notification is required. + +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). + +### Example B + +CWL community members identify funding opportunity to do some of the work of the CWL project. + +Then they should contact the CWL Leadership Team to confirm that the opportunity matches the +CWL Community Roadmap, and together they contact Conservancy to send in the proposal +from Conservancy. Payments of grant monies would be controlled by Conservancy +to eligible entities, which can include individuals, companies, and academic institutions. +required. + +### Example C + +CWL community members identify funding opportunity to do some of the work of the +CWL project, but Conservancy is not an eligible recipiant. Maybe USA-based entities +are not allowed; the entire scope of the funding opportunity is much bigger than the CWL project +itself; or other requirement is not met. + +Like in Example B, the CWL Leadership Team should still be contacted. The CWL Leadership Team +(or its delegate) will confirm the fit of the proposal to the CWL Community Roadmap +and will confirm with Conservancy about the eligibility issue. Will Conservancy's +approval, external entities could apply to do the work of the CWL Project with a +written Memorandum of Understanding of how the work will be coordinated. + +If sub-contracting to Conservancy is possible, then that should be pursued first.