grants policy

grants_policy.md

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+# 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**.
+- <https://github.com/common-workflow-language>
+- <https://github.com/common-workflow-lab>
+- <https://github.com/common-workflow-library>
+
+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:[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 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 <[email protected]>.
+             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.
+             <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 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.