The Scientific Advisory Board: Charges
Charge
The DeMoDa Scientific Advisory Board is charged with oversight of the database, and determining an evolving policy for access, maintenance, and elaboration. Members of the Board are also responsible for nominating, voting for, and appointing other members as needed. All members have voting privileges.
Function
The work of the Scientific Advisory Board is generally done by consensus. When contentious issues arise, Robert’s Rules of Order provide the structure for resolution, and a voting process is used.
Board votes are required for the appointment of Board Members, DeMoDa Technicians and Administrator users, major structural changes to the database, and changes to the policies and procedures described herein.
While DeMoDa is fully supported by the ERC Tied2Teeth project, the Chair of the Board (and Principal Investigator of the Tied2Teeth Project) will have the power to make executive decisions. When DeMoDa is supported by a more diverse range of funding, the Chair will make decisions based on majority vote by the Board.
Structure
The DeMoDa Scientific Advisory Board consists of the Chair, the Scientific Integrity Advisor, the Accessibility and Ethics Advisor, current President of the Dental Anthropology Association, and between 6 to 10 Board Members. At least one Board Member will serve as an “administrator” for the database. While the DeMoDa website is hosted at CENIEH, at least one of the Regular Members needs to be part of the scientific staff at CENIEH. The representation of the membership should aim to be diverse in terms of geographic and disciplinary representation. In total, the Board will have between 10 and 14 members.
At least one full meeting of the Scientific Advisory Board takes place each calendar year, either in person or by video conference. A quorum is defined as two-thirds of the Board.
Chair
Appointment: The DeMoDa Scientific Advisory Board Chair will be appointed by a 75% approval vote of the DeMoDa Scientific Advisory Board. Nominations for this position are provided by current and past members of the Advisory Board.
Expectations and Responsibilities:
● Serves as the primary contact for DeMoDa
● Provides general oversight of the database and website, ensuring that the policies and procedures approved by the Advisory Board are followed
● Is responsible for communicating with the Advisory Board on at least a quarterly basis, and convening at least one live meeting a year, either in-person or via video call
● Is responsible for keeping track of Advisory Board service terms and ensures that positions are filled as terms come to a close
Term limit: Five years with possibility to be reappointed without limit, pending 75% approval of the Advisory Board. The Accessibility and Ethics Advisor will be responsible for managing a re-appointment vote.
Scientific Integrity Advisor
Appointment: The scientific integrity advisor will be appointed by a simple majority vote of the Advisory Board. Nominations will be provided by current and past members of the Advisory Board.
Expectations and Responsibilities:
● Respond to queries about the composition of the data in the database
● Raise concerns as needed
● Guide decisions on data quality
Term limit: Five years with possibility to be reappointed without limit, pending simple majority approval of the Advisory Board.
Accessibility and Ethics Advisor
Appointment: The scientific integrity advisor will be appointed by a simple majority vote of the Advisory Board. Nominations will be provided by current and past members of the Advisory Board.
Expectations and Responsibilities:
● Guide oversight of ethical issues (e.g., the ethics surrounding data sharing, data accessibility and distribution, and treatment of human remains and legacy data)
● Monitor how DeMoDa is being perceived by professional, descendant, and other relevant communities
Term limit: Five years with possibility to be reappointed without limit, pending simple majority approval of the Advisory Board.
President of the Dental Anthropology Association
Appointment: The President of the Dental Anthropology Association will be appointed as per the Bylaws and Constitution of the Dental Anthropology Association.
Expectations and Responsibilities:
● Serves as the primary liaison between the DAA membership and DeMoDa board
● Facilitates the promotion of DeMoDa
● Works with DeMoDa board to ensure development and sustainability
Term limit: Three years as per the bylaws of the DAA
Board Members
Appointment: There shall be at least 6 and no more than 10 Board members. The qualifications and experiences of nominees should be related to the mission of DeMoDa. Board Members will be appointed by a simple majority vote of the Advisory Board. While the website is hosted by CENIEH, at least one member should be a staff member of CENIEH. At least one Board member will serve as an “administrator” of the database. The Advisory Board will endeavor to ensure diversity in terms of global and scientific sub-disciplinary representation.
Expectations and Responsibilities:
● Attend regular meetings of the Advisory Board and provide feedback to communications sent by email
● Be aware of the mission, policies, and procedures of DeMoDa and provide guidance to make sure that these are being followed
● Serve as voting members of the advisory board
● Be engaged by bringing concerns and ideas to the full Board
Term limit: Board Members hold a 3-year appointment on the Advisory Board with the potential to serve two consecutive terms. Members can rejoin the Board after being away for a period of at least 6 years, with two Board members being replaced (or re-appointed) approximately every 2 years.