Membership Renewal and Update Policy

Hed-Core Academic Commons

1. Purpose

The Renewal and Update Policy ensures that membership in the Commons remains active, accurate, and aligned with members’ evolving roles. It provides clarity on renewal timelines, update procedures, and responsibilities, helping sustain a vibrant and engaged community.

2. Renewal Policy

A. Renewal Cycle

• Membership is valid for 12 months from the date of approval.
• Renewal is required annually to confirm continued commitment to Commons values and policies.

B. Renewal Process

1. Members receive a renewal reminder 30 days before expiration.
2. Members confirm their continued commitment via the Renewal Form.
3. Members re‑affirm agreement with the Membership Code of Conduct and governance policies.
4. Renewal is processed, and membership remains active for another cycle.

C. Non‑Renewal

• Members who do not renew within 30 days of expiration will have their accounts suspended.
• Suspended members may re‑apply at any time, subject to review.

3. Update Policy

A. Updating Membership Category

• Members may update their category if their role or affiliation changes (e.g., independent scholar joining a university, civil servant moving to an NGO).
• Updates are submitted via the Membership Update Form.
• The Governance Committee reviews updates to ensure alignment with Commons values.

B. Updating Member Profile

• Members are encouraged to keep their profile current (affiliation, expertise, interests).
• Updates can be made directly through the Member Dashboard.
• Accurate profiles improve networking and collaboration opportunities.

C. Updating Contribution Preferences

• Members may adjust how they wish to engage (publishing, mentoring, working groups).
• Updates ensure members are matched with relevant opportunities.

4. Responsibilities

• Members must renew annually to maintain active status.
• Members must update their category and profile promptly when roles or affiliations change.
• Members must continue to uphold Commons values and comply with governance policies.

5. Support

• Renewal reminders are sent via email and dashboard notifications.
• The Help Desk provides assistance with renewal or updates.
• Tutorials guide members through the renewal and update process.

6. Commitment

Renewal and updates are not just administrative—they are a reaffirmation of commitment to the Commons’ mission. By renewing, members confirm their dedication to openness, inclusivity, and collaboration. By updating, members ensure the Commons reflects the evolving diversity of its community.