Annual Review & Amendment Procedure

This procedure outlines how Collabs reviews and amends its documents, policies, and operations annually to ensure relevance, compliance, and continuous improvement.

1The Review Process

  • The annual review is conducted every January, led by the Director alongside the Executive Team.
  • It involves input from all Collaboration Directors, Mentors, and feedback submitted by Collabers via official surveys.
  • The review covers all official documents (Code of Conduct, Privacy Policy, etc.) and assesses engagement metrics and operational success.

2Amendment Criteria

  • Amendments are considered based on user feedback (e.g., 60%+ suggest a change), safety/privacy enhancements, or to improve inclusivity.
  • No amendments can be passed without a majority leadership vote and approval from the Founder.
  • Urgent amendments (e.g., critical security updates) can be made mid-year without waiting for the annual review.

3Amendment Steps

  • Proposals are submitted in writing to the Director and discussed in a leadership meeting.
  • A 75% approval vote from the leadership team is required to draft the new version.
  • The draft is shared for a 7-day review period before final approval by the Executive Team.
  • Once approved, all platforms are updated, and Collabers are notified with a 30-day transition period for major changes.

4Reporting & Accountability

  • An Annual Review Report is published internally, outlining metrics and listing all amendments made (with confidential sections redacted).
  • The leadership team is fully accountable for the implementation of the new rules.
  • Old versions of documents are archived securely for 5 years.