Terms of Reference

Mission Statement

Mission

The Applied Malaria Modeling Network (AMMnet) is a community of malaria modelers, data analysts, and partners who develop, apply and use quantitative tools to inform decision-making and operations in malaria-endemic countries. AMMnet fosters an open and respectful collaborative forum for learning and knowledge-sharing with the goal of improving the quality of analytical support offered to malaria programs and advancing general malaria research.

Vision

Growing and maintaining a global modeling community working to improve decision-making and reduce malaria burden.

Values

• We create a respectful, collaborative, and non-competitive community.
• We teach and learn from each other as equals.
• We strive to deeply understand country data, context, and needs.
• We promote the advancement of modelers in malaria-endemic countries.
• We produce trusted, high-quality, and relevant analysis for our country stakeholders.

AMMnet Board

Role of the Board

Strategy

AMMnet’s Board sets the strategic vision of AMMnet, ensures the ongoing viability of AMMnet, and ensures AMMnet maintains focus on its mission, vision, and values.

Committees and activities

The Board reviews the committee structure and activities to ensure they align with AMMnet’s mission and strategic goals, including changing committees as needed. The Board delegates Governance and Finance Committees by selecting Board members to serve on these Committees. The Board sets strategy for spending funds and sets overall budget by activity.

Leadership sustainability

The Board plans for leadership transition by identifying and developing potential committee chairs, task force leaders, and successor to the board chair.

Board Membership

Composition

AMMnet’s Board is composed of at least 7 and at most 12 members. AMMnet’s Board should represent its membership and include diversity in geography, gender, career stage, and technical background. The Executive Director is not eligible to serve on the Board.

Election to the Board

Each member will be elected for an initial term of 3 years. Board members who have met attendance criteria may stand for re-election for one additional 3-year term, for a maximum of 6 years of total service on the Board.

Board terms will be staggered such that no more than one-third of the Board turns over within any 12-month period.

Board members will be elected by the general AMMnet membership. Candidates must first pass selection by the Governance Committee, which will use a scoring rubric to evaluate potential candidates; highest-scoring candidates will be passed on for voting by general membership. Future Board members must have previous experience serving on a Committee or co-leading a task force, subgroup, regional group, or local chapter.

Board elections by the general membership will happen annually, or more frequently if the Board decides to hold a special election. Voting will occur during a general assembly if quorum (defined below) has been reached. Voting during the general assembly will be supplemented by outreach via email so that members unable to attend the general assembly will have the opportunity to vote. Email voting will close one week after the general assembly. All voting will require entry of the member’s email address to ensure each member votes only once. All voting will be anonymous.

Transitional Provisions

Amendments to these Terms of Reference take effect as specified in the approving resolution.

From time to time, changes to Board term structures or other governance provisions may require transitional adjustments to ensure continuity and stability. The Board is authorized to approve such adjustments by a majority vote, subject to the following conditions:

• Any transitional adjustment must be time-bound and documented in the Board minutes at the time of approval.
• Transitional adjustments may not permanently extend any individual's total service beyond the maximum terms established in these Terms of Reference without a separate amendment approved by the General Assembly.
• All transitional adjustments must be communicated to the general membership within 30 days of approval.
• Transitional adjustments do not constitute amendments to these Terms of Reference and do not set precedent for future modifications.

The Board may also authorize transitional adjustments in response to unforeseen circumstances, including but not limited to unexpected vacancies, governance restructuring, or organizational continuity needs, provided the above conditions are met.

Leaving the Board before the term limit has expired

Board members who wish to leave the Board early are requested to give 2 months’ notice. Board members may be removed from the Board (for example, for Code of Conduct violations) via a Board vote.

Attendance criteria

The expectation is that Board members attend all Board meetings. Minimum attendance is two-thirds of meetings over a 1-year period. Board members are expected to have a reasonable reason for missing a meeting and to provide adequate notice. If a meeting is missed, the Board member is expected to catch up by reading meeting minutes. If a Board member consistently is unable to attend Board meetings, they may be subject to removal from the Board at the 1-year mark or sooner if more than one-third of meetings have already been missed.

Board Operations

Meeting cadence

AMMnet’s Board meets every 2 months. The Board may meet more often if called by the Board Chair or less often if the Board agrees. Quorum is established when over 50% of Board members, or at least 5 Board members if the Board is small, are in attendance and the Board Chair is present.

Meeting attendance

Board meetings are run by the Board Chair. Board meetings are by default open to all Committee members, who may be invited expressly by a Board member and may join upon request to the Secretariat. The Board will make clear to Committee members that their attendance is welcome but optional. The Board may choose to make a meeting or part of a meeting closed; if so, the Board must specify this in advance. Board meetings are normally attended by members of the Secretariat, but the Board Chair may close the meeting to the Secretariat, including the Executive Director, as needed.

Board decisions

Board meetings are focused on decision-making rather than information transfer. Board members are thus expected to read pre-reads if provided and to read Committee updates, newsletters, etc. to stay informed between meetings. The Board votes on recommendations made by Committees or the Board Chair. The Board Chair’s vote breaks ties; otherwise the Board Chair abstains from voting. All votes are passed with majority vote (>50%) and all votes are anonymous.

Meeting agendas and items for voting

Meeting agendas will be prepared by the Board Chair. Any Board member may request items to be added to the agenda, including items for Board vote.

Dissemination

Meeting minutes are taken by the Secretariat and shared in AMMnet’s newsletter, directly with Board members, and archived in AMMnet’s file system within 1 week of the meeting. Important decisions may also be disseminated at AMMnet seminars or directly through emails.

Evaluating the Board

The Board’s performance is reviewed annually by the Advisory Board and results are shared at AMMnet’s General Assembly. The performance evaluation process will be developed by the Governance Committee and approved by the Board.

The Board will survey itself every 6 months as an informal self-evaluation to identify early if any processes or objectives should change.

Board Chair

Role of the Board Chair

Board role and executive role

AMMnet’s Board Chair facilitates the Board’s leadership of AMMnet, setting guiding principles, policies, strategy, and mission, and the Board’s oversight of AMMnet. With the Executive Director, the Board Chair establishes guidelines for communication and manages relationships between the Board, Committees, and Secretariat so that everyone knows how to communicate. The Secretariat is efficient, and a collaborative and respectful atmosphere is maintained.

Selection of the Board Chair

Term

The Board Chair serves an initial term of 3 years, renewable once for 1 additional year, for a maximum of 4 years as Board Chair.

Board Chair terms are separate from and in addition to Board member terms. Service as Board Chair does not count toward the 6-year Board member maximum, and prior Board member service does not count toward the Board Chair term. The maximum total service for any individual — including both Board member service and Board Chair service combined — is 10 years.

Eligibility

To be eligible for the Board Chair role, a candidate must have previously served on AMMnet's Board and must have served on either the Governance Committee or the Finance Committee.

Members who have completed their full 6-year Board member term may still run for Board Chair, as long as they meet the criteria above.

If someone is elected Board Chair after their Board member term has ended, they are reinstated as a Board member for as long as they serve as Chair. When the Chair term ends, their Board membership ends as well.

There is no requirement on the Board Chair’s geographical location, gender, career stage, or technical background.

Selection

The Governance Committee will recommend a Chair-elect candidate to the Board no later than 6 months before the current Chair's term expires, and no earlier than 12 months before. The Board will designate the Chair-elect by vote.

Resignation

If the Board Chair would like to resign before their term is over, they are requested to give at least 2 months' notice. If no Chair-elect has been designated at the time of resignation, the Board may designate an Interim Chair by nomination and vote of the Board. Any Board member in good standing may serve as Interim Chair regardless of whether they meet the standard eligibility criteria for the Board Chair role; the Interim Chair serves in an emergency capacity only and fulfills all responsibilities of the Board Chair until a permanent Board Chair is selected in accordance with the standard selection process. The Interim Chair may serve at most 6 months.

Removal

The Board may remove the Board Chair with a 2/3 vote of no-confidence.

Activities of the Board Chair

Board meetings

The Board Chair chairs and facilitates Board meetings; with the Secretariat, creates a purposeful agenda and follows it; and ensures the Board has needed information.

Board leadership and sustainability

The Board Chair leads and develops a strong Board. The Chair sets goals and expectations for the Board and ensures that they are met, cultivates leadership in individual Board members, and makes Board development a priority. The Board Chair solicits contributions from Board members, ensures all do their share, and works with the Governance Committee to identify and recruit new Board members.

Committees

The Board Chair ensures that all Board members are involved in Committee activities and may recommend Committee chairs for election by the Committee. The Board Chair reviews Committee structure and activities to ensure that they align with AMMnet’s mission and strategic goals, and may recommend to the Board that new Committees be formed or current Committees dissolved. The Board Chair chairs the Governance Committee and is a member of the Finance Committee. The Board Chair may choose to attend Objectives Committee meetings as needed.

Chair-elect

The Chair-elect may take over Board Chair responsibilities if the Board Chair is absent or if the Board Chair resigns or is removed before their term limit is over.

Succession

The Board Chair ensures that a succession plan exists for the Board Chair role. The Governance Committee is responsible for initiating succession planning no later than one year before the sitting Chair's term expires.

Secretariat

The Board Chair works closely with the Executive Director to ensure alignment of the Secretariat with Board priorities. The Board Chair works with the Secretariat to clearly document Board meetings.

Outreach and visibility

The Board Chair promotes AMMnet externally and encourages Board members to do so.

Evaluating the Board Chair

The Board Chair’s performance is evaluated annually by the Board with criteria recommended by the Governance Committee and approved by the Board. The Board may vote to continue the Board Chair’s term at the 1-year mark.

AMMnet Committees

AMMnet has 6 standing Committees: Governance, Finance, and 4 Objectives Committees (Connecting, Learning, Career Development, and Best Practices).

Governance and Finance Committees

Role of the Governance Committee

The Governance Committee ensures the Board’s long-term development and oversees the Objectives Committees. The Governance Committee monitors and evaluates activities of Committees and recommends any changes in Committee structure to the Board, including whether Committees in place should be removed or new Committees added. The Governance Committee advocates Committee assignments; actively seeks out, cultivates, and recruits Board prospects; recommends individuals for election to the Board; and recommends a Board Chair-elect. The Governance Committee provides orientation and mentoring for new Board members.

Role of the Finance Committee

The Finance Committee oversees the budget and financial management of AMMnet. With the Secretariat, the Finance Committee develops and proposes budgets for consideration and adoption by the full Board. The Finance Committee recognizes and acts on financial issues; advises the Board on feasibility of proposed activities and strategies given fiscal status; and approves detailed budgets from Committees, Task Forces, and the Secretariat.

Composition

Governance and Finance Committees are composed exclusively of Board members. New Governance and Finance Committee members are nominated by either the respective Committee or the Board Chair and are proposed to the Board for final selection. Governance Committee must have at least 4 members. Finance Committee must have at least 2 members.

Committee Chair

Each Committee has a Chair who leads meetings and serves as a point of contact for the committee. The Committee Chair has a term limit of 2 years: elected for 1 year and renewed for 1 additional year. Chairs are nominated by any Committee member and elected by majority vote of the Committee.

Committee meetings

Committee meetings are led by the Committee Chair, who sets the agenda for the meeting. Quorum is achieved when the Chair is present and either over 50% of Committee members or at least 3 Committee members are in attendance, whichever is greater. Governance and Finance Committee meetings are open to all Board members. All Committees meet at minimum every 2 months.

Dissemination

Committee meeting minutes will be taken by the Secretariat or a Committee member if the Secretariat is not present. Meeting minutes will be shared with the Board within 1 week of the meeting.

Attendance criteria

The expectation is that Committee members attend all Committee meetings. The minimum attendance requirement is two-thirds of meetings over a 1-year period. Committee members are expected to have a reasonable reason for missing a meeting and to provide adequate notice. If a meeting is missed, the Committee member is expected to catch up by reading meeting minutes. If a Committee member consistently is unable to attend Committee meetings, they may be subject to removal from the Committee, pending 2/3 vote of the Board.

Term limits and removal

There are no term limits for Governance and Finance Committee membership outside of the term limits for Board membership. Removal from the Governance or Finance Committees requires a 2/3 vote by the Board.

Evaluation

Governance and Finance Committees are evaluated by the Advisory Board as part of the Board evaluation process.

Objectives Committees: Role and Composition

Role of the Objectives Committees

The Objectives Committees oversee the activities and projects that carry out the mission of AMMnet. Each Committee defines, guides, and prioritizes activities; the Committee forms and evaluates Task Forces to carry out activities. Each Committee has a defined statement of purpose.

Composition

Objectives Committees have at most 8 members unless the Committee has voted to increase its size. Each Objective Committee must have at least one Board member. AMMnet members apply to join an Objective Committee by sending a 1-paragraph statement of interest to the Committee Chair or Secretariat. The Committee Chair will nominate candidates from among those interested; nominated candidates are subject to vote by existing Objective Committee members. New Committee members may also be directly nominated by a current Objective Committee member; those directly nominated will also be subject to vote by the Committee. The Objective Committee may choose to modify the process of recruiting new members as long as they document their modified process and it is approved by the Governance Committee.

Committee Chair

Each Committee has a Chair who leads meetings and serves as a point of contact for the committee. The Committee Chair has a term limit of 2 years: elected for 1 year and renewed for 1 additional year. Chairs may be nominated by any Committee member, the Governance Committee, the Board, or the Board Chair, and are elected by majority vote of the Committee.

Term limits

For Objectives Committees, term limits are by default 2 years but may be lifted via vote by the Objective Committee, keeping in mind the Committee’s need to cultivate new members. Governance Committee may take membership turnover into account when evaluating the Objectives Committees.

Changes to Committee composition

Committee members may be removed from an Objective Committee after nomination by the Committee Chair, vote by the Objective Committee, and review and vote by the Governance Committee. Committee Chairs may be removed following vote by the Board. Reasons for removal may include non-attendance, code of conduct violations, or other reasons to be specified by the nominating Chair.

Objectives Committees: Operations and Evaluation

Committee statement of purpose

The Governance Committee will draft the objective(s) of each Objectives Committee. The Objectives Committees will refine their objective(s) into a statement of purpose, which will be approved by the Board. The statement of purpose will be used to guide each Committee’s mission and scope of activities.

Committee meetings

Committee meetings are led by the Committee Chair, who sets the agenda for the meeting. Quorum is achieved when the Chair is present and either over 50% of Committee members or at least 3 Committee members are in attendance, whichever is greater. Objectives Committee meetings are by default open for all AMMnet members to attend; however, the Committee may decide to make some meetings or parts of meetings closed with prior notice. AMMnet members may contact the Secretariat or Committee Chair to receive a meeting invitation. All Committees meet at minimum every 2 months.

Attendance criteria

The expectation is that Committee members attend all Committee meetings. The minimum attendance requirement is half of meetings over a 1-year period. Committee members are expected to have a reasonable reason for missing a meeting and to provide adequate notice. If a meeting is missed, the Committee member is expected to catch up by reading meeting minutes. If a Committee member consistently is unable to attend Committee meetings, they may be subject to removal from the Committee.

Dissemination

Committee meeting minutes will be taken by the Secretariat or a Committee member if the Secretariat is not present. Meeting minutes will be shared with the Board within 1 week of the meeting and with the general AMMnet membership via the AMMnet newsletter.

Establishment, Modification, and Dissolution of Objectives Committees

The Board may establish, merge, restructure, or dissolve Objectives Committees as deemed necessary to advance AMMnet’s strategic priorities and operational needs. Proposals for the creation, consolidation, or discontinuation of an Objectives Committee may be submitted to the Governance Committee for review and recommendation to the Board. Final authority for approval rests with the Board.

Upon Board approval of a new or restructured Objectives Committee, the Committee shall develop or revise its statement of purpose and scope of work in accordance with the process outlined in these Terms of Reference.

Evaluation

The activities and effectiveness of the Objectives Committees will be monitored by the Governance Committee and Board. The Governance Committee will devise an evaluation rubric for each Objective Committee based on its statement of purpose; this rubric will be available to the Objective Committee for self-evaluation. The Governance Committee will initiate each Objective Committee’s annual evaluation by the rubric. Evaluation results will be discussed at the Board, which will generate recommendations to the Objective Committee and vote on whether the Objective Committee should continue next year.

Task Forces

Role of Task Forces

Task Forces carry out the activities and projects of AMMnet. Each Task Force has a pre-defined objective, scope, and term of no more than 1 year with clear deliverable(s) set at Task Force formation. Terms of greater than 1 year must be approved by the Task Force’s oversight Committee.

Formation of Task Forces

Task Forces can be formed in one of two ways:

Top-down formation

All Committees, the Board, and the Board Chair may set up Task Forces to execute specific activities and projects.

Bottom-up formation

Any AMMnet member may start a Task Force by proposing it to one of the Committees or by contacting the Secretariat to facilitate connecting with a Committee. If the Committee approves the Task Force, the Task Force is formed.

Oversight Committee

Each Task Force has an oversight Committee that is designated at Task Force formation. For top-down Task Forces, the oversight Committee is the Committee that formed the Task Force or a Committee selected by the Board or Board Chair if the Task Force is formed by the Board or Board Chair. For bottom-up Task Forces, the oversight Committee is the Committee that approved the Task Force. A Task Force may have only one oversight Committee; if multiple Committees are interested in a Task Force, one Committee must be selected as oversight Committee. This can be decided by the relevant Committees based on how the main activities of the Task Force are linked to one or another Committee, or by vote of the Board if agreement cannot be reached at the Committee level.

Composition

Task Forces may include AMMnet members and non-members. Each Task Force must include one member who is a member of its oversight Committee; this person will facilitate information flow to the oversight Committee and may or may not actively contribute to deliverables.

Task Force size and recruitment

The Board recommends Task Forces be capped at 10 members, but individual Task Forces may expand to more than 10 members upon approval by its oversight Committee. Task Forces are encouraged to consider diversity in geographical location, gender, career stage, and technical background when recruiting members. Task Forces may contact the Secretariat if they would like to recruit from AMMnet’s general membership via newsletter or other announcement. Selection method of Task Force members is left up to the Task Force; Task Forces may look to the selection method described in this Terms of Reference for Objectives Committee members if they would like guidance. The chosen selection process must be clearly documented and shared with the oversight Committee. Task Forces may also consider using a questionnaire to assess commitment and suitability of potential members to the Task Force.

Task Force dissolution

Task Forces are automatically disbanded when they have met their deliverable(s) and/or reached their term. Task Forces may be extended with approval from the oversight Committee. The oversight Committee may choose to disband the Task Force early if it has determined that the Task Force is inactive or no longer meets the mission and/or values of AMMnet.

Task Force Operations

Statement of purpose

Within 1 month of formation, a Task Force must draft a statement of purpose, which shall contain the objective(s), scope, term, endpoint, and deliverables of the Task Force. This statement will be reviewed by the Task Force’s oversight Committee and subject to vote of approval. If not approved, the statement of purpose must be revised and resubmitted within 1 month of the vote. If the statement of purpose fails to be approved 3 times, the Task Force will be disbanded.

Task Force Chair

Every Task Force must have a Chair who serves as the contact person for the Task Force and manages Task Force operations. The selection method for the Task Force Chair is left to the discretion of the Task Force.

Task Force meetings

Task Force meetings are managed by the Task Force Chair. Quorum definition is left to the discretion of the Task Force. Meeting minutes must be taken by a Task Force member and shared with the oversight Committee within 1 week of the meeting. Meeting minutes may be shared in the AMMnet newsletter upon request.

Budget needs

Task Forces may request resource support from AMMnet. Budget requests must first be approved by the oversight Committee and Finance Committee.

Evaluating Task Forces

Task Force performance will be reviewed regularly by its oversight Committee. The review cadence will be set at Task Force formation and will be no more frequent than quarterly and no less frequently than annually. The oversight Committee, with the Task Force Chair, will adapt the standard Task Force evaluation rubric to meet the needs of each Task Force.

Standard rubric

Required:

• Do the activities of the Task Force meet the mission and values of AMMnet?
• Is the Task Force on track to meet its deliverables as defined in its statement of purpose?
• Should the Task Force continue or be disbanded? (vote by oversight Committee)

Required for Task Forces that have received funding:

• Has the Task Force managed its funds appropriately and responsibly to meet its objectives?

Optional:

• Has the Task Force maintained an appropriate level of activity, or is there a plan to increase engagement and activity?
• Are there needs of the Task Force that could be better met by its oversight Committee, the Secretariat, or general AMMnet membership?

Other evaluation questions to be added as needed.

Subgroups

Definition

Subgroups are topical, geographic, and/or interest-based grassroots sub-organizations formed by AMMnet members. Examples include the chemoprevention subgroup, the Francophone group; the Nigeria chapter of AMMnet.

Role of subgroups

Subgroups provide informal opportunities for AMMnet members to connect and encourage discussion and collaboration between members. Minimum subgroup membership is 2 AMMnet members.

Formation and composition

Subgroups may be formed by any AMMnet member. Their composition is left entirely up to the subgroup itself. We ask that subgroups provide the Secretariat with the name and email of a point person for contact as well as a brief statement, objective, or description of the subgroup. The Secretariat will maintain a list of active subgroups, to be refreshed every 6 months.

Administrative needs

Subgroups are welcome to reach out to the Secretariat with any announcements for the newsletter, dissemination or recruitment needs, or other administrative requests.

Budget needs

A subgroup that requires financial resources to conduct an activity should form a bottom-up Task Force for that activity and follow the procedures outlined for Task Forces.

Evaluation

Subgroups are not evaluated but may request feedback from a Committee if desired.

Advisory Board

Role

The Advisory Board provides expertise to help AMMnet’s Board function more effectively. The Advisory Board is available for consultation by Board members, reviews the annual evaluation of AMMnet’s Board, and makes recommendations to the Board.

Composition

The Advisory Board is composed of at least 3 and at most 8 members with a 3-year renewable term limit. When nominating and renewing Advisory Board members, AMMnet’s Board should ensure that fresh voices cycle onto the Advisory Board such that the Advisory Board does not stagnate. The Governance Committee will monitor and work to ensure diversity in geographic location, gender, career stage, and technical background among Advisory Board members. The Advisory Board must include modeling stakeholders or consumers of applied malaria modeling. Former AMMnet Board members and current AMMnet members may be Advisory Board members, but AMMnet membership is not required. Up to one-third of Advisory Board members may be active AMMnet members, where active is defined as membership on a Committee or Task Force. Current Board members cannot be Advisory Board members. Advisory Board members are not required to be in the malaria field or modelers.

Selection

Advisory Board members are proposed by the Governance Committee and selected by the AMMnet Board.

Operations

The Advisory Board meets annually, in-person if possible. The evaluation meeting (presentation by AMMnet Board including activity summary and strategy discussion) is open to all AMMnet members to observe; it will be followed by a closed session with the AMMnet Board. Quorum is over 50% of the Advisory Board present in-person or virtually. Meeting minutes will be taken by the Secretariat and shared in the AMMnet newsletter. AMMnet’s major funder(s) will be invited to the open session of the Advisory Board meeting.

Secretariat

Role

The Secretariat provides administrative and logistical support for AMMnet activities, including activities of the Board, Advisory Board, Committees, Task Forces, and Subgroups.

Composition

The Secretariat is led by the Executive Director, who oversees the other administrative staff. Opening new staff positions in the Secretariat requires the approval of the Board. The Executive Director manages the hiring process and makes the final decision on whom to hire.

Operations

The Executive Director is responsible for managing Secretariat staff and overseeing Secretariat activities. The Secretariat activities and responsibilities include, but are not limited to, administrative duties such as:

• Taking minutes at Board and Committee meetings
• Assembling meeting agendas under the direction of the Chairs
• Managing calendar invitations and virtual meetings
• Managing official communications and announcements to members
• Maintaining the website
• Assembling the newsletter
• Managing translation of AMMnet materials and events
• Assisting Board, committees, and task forces with event administration and operations
• Assisting Board, committees and task forces with publicizing events and activities
• Assisting with acting as a bridge between the different language groups within committees and task forces
• Managing new membership processing and database
• Managing grant awardee administration
• Handling vendor contracts and payments
• Tracking actual and projected spending according to the budget set by Finance Committee and Board
• Keeping the Board Chair up to date with committee, task force, and subgroup activities
• Identifying and facilitating between-committee communications when needed

Evaluation

Performance evaluation of Secretariat staff is managed by the Executive Director. The Secretariat as a whole is evaluated annually by the Board under the leadership of the Chair-Elect.

Executive Director

Role

The Executive Director implements the decisions of the Board and is the primary link between the Board and the Secretariat. The Executive Director oversees the Secretariat and day-to-day operations of AMMnet.

Responsibilities

The Executive Director works closely with the Board and Board Chair to ensure the Secretariat’s alignment with and execution of Board priorities. The Executive Director helps the Board formulate policy and attends meetings of the Board, Governance Committee, and Finance Committee as a non-voting member. The Executive Director is responsible for writing an annual plan for AMMnet to be approved by the Board. The Executive Director stewards AMMnet’s finances with parameters set by the Board. The Executive Director is responsible for proposing a budget, based on the approved annual plan, for review, finalization, and approval by the Finance Committee and Board, and for generating an annual financial report to be shared with the Finance Committee and Board. With the Board Chair, the Executive Director establishes guidelines for communication between the Board, Committees, and Secretariat so that everyone knows how to communicate, the Secretariat is efficient, and a collaborative and respectful atmosphere is maintained.

Appointment

The Executive Director is hired and may be fired by the Board.

Compensation

The compensation of the Executive Director is set by the Board.

Evaluation

The Executive Director is evaluated annually by the Board under the leadership of the Chair-Elect.

Rights and Responsibilities of AMMnet Membership

Membership Eligibility

There are no membership eligibility requirements to join AMMnet. All are welcome.

Participation in AMMnet Activities

All AMMnet members are welcome to join AMMnet activities such as seminar series, meetings, panel discussions, and Committee meetings. AMMnet members may apply to AMMnet Requests for Proposals and for AMMnet travel awards. AMMnet members may form Task Forces, form Subgroups, and apply to join Objectives Committees. AMMnet members may propose activities to any Committee or Board member. AMMnet members are eligible to participate and vote in AMMnet General Assemblies.

General Assembly

Major decisions, such as ratification of the Terms of Reference, will be presented by the Board to the AMMnet membership at General Assemblies. The Board will make a recommendation and all AMMnet members present at the General Assembly may vote on the recommendation, with majority approval passing the vote. Quorum is defined as at least 50 AMMnet members present at the General Assembly.

Code of Conduct

Be kind to, and mindful of, others. Do not insult or put down other AMMnet members. Behave respectfully. Remember that harassment and bigoted (sexist, racist, homophobic, etc.) or exclusionary jokes are not appropriate for AMMnet. We do not tolerate harassment of AMMnet members in any form. Thank you for helping to make this a welcoming, friendly community for all. (Adapted from RosettaCon CoC)

Removal from AMMnet

Members may be removed from AMMnet if they have been found to violate the Code of Conduct. Code of Conduct violations should be reported to the Governance Committee, which will review the report and vote on member removal. A member removed in this manner may appeal the removal once and may re-apply to join AMMnet 2 years after removal. Their rejoining of AMMnet must be approved by the Governance Committee.

Members may elect to leave AMMnet at any time by informing the Secretariat.

Local AMMnet Chapters

Objective

Global AMMnet (the international organization AMMnet, its collective members, and governing bodies) leads many international activities to connect people and facilitate the exchange of knowledge. Connection, knowledge exchange, and learning can happen very effectively on a local level e.g., subregion, country, or city. Local members can interact in person, connect directly with other members of the local malaria or public health communities, and tailor activities to the local context to meet the needs of local members and partners.

A local AMMnet chapter is an established grouping of AMMnet members who are resident in the same area: for example, a subregion, country, province, or city. The local AMMnet chapter is a local representative of the AMMnet brand, and its conduct and activities must be aligned with AMMnet’s mission and values. The overall objective of a local AMMnet chapter is to bring together modelers, analysts, scientists, public health professionals, partner institutions and civil society, to work together and adopt common approaches to improve the use of modeling and analytics for controlling and eliminating malaria whilst reflecting the mission of global AMMnet. In a case where multiple chapters exist in the same area, each chapter should provide value to local members and complement the role of an existing chapter.

Establishment

A local chapter is formally established once it is approved by the global AMMnet Board. Global AMMnet will provide and communicate guidelines for required documents the applicant chapter must submit for approval, including such materials as proof of local registration as a scientific society or professional association; bylaws; mission statement; membership list; contact information for chairperson; and explanation of how the chapter contributes to the needs of the area it serves and complements the work of an existing chapter if another chapter already exists in the area. At least ten local members are required to establish and maintain the local chapter. Recruitment of members from multiple institutions is strongly encouraged. The global AMMnet Board reserves the right to determine whether multiple chapters in the same area serve substantially different roles to merit separate chapters, or whether chapters should be combined.

Establishment of the chapter occurs upon a majority approval vote of the AMMnet Board after recommendation by the Governance Committee. Upon establishment, global AMMnet will prepare a terms of agreement that is signed by both global AMMnet and the local chapter for formal endorsement of the local chapter. Global AMMnet may revise the documentation requirements for establishing a local chapter via majority vote of the Board after recommendation of the Governance Committee.

Disbandment

The local chapter may decide to disband itself at any time. Any unspent funds originating from global AMMnet must be returned immediately along with a final activities, financial report, and a reason for the disbandment. The disbanded chapter may no longer use the name AMMnet for any of its activities.

Global AMMnet reserves the right to disband a local chapter via a 2/3 vote of the Board after following procedures for sanctions described below.

Operations

All operational structures, decisions, and activities not explicitly required by global AMMnet are left to the discretion of the local chapter. The local chapter is best situated to understand its context and needs.

Organizational structure

The management of the local chapter should consist of a minimum of three core officers: Chairperson, Treasurer, and Secretary. The same person may not occupy more than one of these three posts.

The local chapter may add additional officers to its management team, such as deputy chair, communications/public relations manager, scientific manager, training manager, event organizer, etc. as it sees fit in order to achieve the chapter’s objectives in its operating environment. It is recommended but not required that the same person not occupy more than one officer position. The three core officers may not occupy another officer position.

The selection process of the core officers and description of their duties should be defined in the chapter’s bylaws. An officer’s term is limited to no more than three years, with a maximum of two terms possible per officer, although the local chapter may set a shorter term limit if desired. All officers must be registered members of global AMMnet in good standing. All other eligibility requirements for officers are left to the discretion of the local chapter.

The Chairperson should be the contact person for global AMMnet, and the local chapter must update global AMMnet as soon as possible if there is a change in any of the three core officers, including updating contact details if needed.

As it grows and matures, the local chapter may choose to expand by establishing relevant committees and officers when necessary but maintain the leadership structure described above. If the chapter chooses to substantially revise its governance structure away from the minimum of three core officers (for example, into a governing board structure), the local chapter must submit its revised bylaws to global AMMnet for approval. Approval from global AMMnet is not necessary for minor changes, although revised bylaws with minor changes must still be submitted to global AMMnet along with the chapter’s annual report. The local chapter may inquire to the Governance Committee on whether a change is substantial enough to warrant review and approval. Governance Committee has the final decision on whether a change is minor or major.

Technical expertise recommendation

While there is no leadership or technical prerequisite for establishing an AMMnet local chapter, chapters are encouraged to include technical expertise within their governance structure and to demonstrate efforts toward developing a chapter that can ultimately support analysis and modeling needs of malaria programs. During the annual review process, and as reflected in their annual report, local chapters should demonstrate progress toward this best practice/ideal.

Budget and financing

Local chapters will receive basic annual operating funds from global AMMnet to cover basic functions such as administration and branding. After the first year, continued receipt of operating funds is contingent on satisfactory audit of financial and activities reports covering the previous year. A local chapter may apply for an increase in operating funds after the first year if reporting for all prior years was satisfactory. Approval for the increase in funds will be authorized by  the global AMMnet Finance and Governance Committees.

Local chapters may choose to collect an annual membership fee from its members. If the chapter elects to have a membership fee, all dues for local chapter membership will be paid directly to the local chapter rather than through global AMMnet. The amount of the membership fee is left to the discretion of the local chapter, as the local chapter will best understand the local context, willingness, and acceptability and should be included in the financial reports to Global AMMnet. If dues are collected, the local chapter may choose to subsidize the fee for certain types of members, for example student members.

Local chapters are encouraged to apply for additional funds to support their activities from other funding opportunities, including opportunities available from global AMMnet and from other local or international sources. Chapters are encouraged to develop strategies for long-term sustainability via independent grants, local fundraising initiatives, or other mechanisms.

Activities

The local chapter should meet regularly. A monthly meeting is recommended, but the chapter should meet at minimum quarterly (every 3 months). Meeting minutes should be taken for official chapter records. Chapter members are also strongly encouraged to participate in virtual and in-person global AMMnet activities. Other activities of the local chapter are left to the discretion of the local chapter and may include 1) scientific development of members, such as development and implementation of trainings on manuscript preparation, proposal writing, or quantitative topics; journal clubs; mentorship and field placement programs; 2) growing the community and facilitating opportunities for collaboration, such as networking; inter-chapter collaborations and shared projects; hosting, co-organizing, or supporting members to attend conferences; community outreach and outreach to young students; 3) provision of technical support to malaria programs or other partners on data analysis or modeling; or 4) other activities as the local chapter deems appropriate to improve and promote the use of modeling and analytics for controlling and eliminating malaria whilst reflecting the mission of global AMMnet.

Annual reporting

The local chapter must report to global AMMnet on an annual basis the following four items: 1) current membership list; 2) financial report for the previous year, including a detailed report of spending for AMMnet funds and membership fees and a general report for all other funding sources; 3) activities report for the previous year and self-assessment of meeting the previous year’s objectives; and 4) objectives and action plan for the coming year. Global AMMnet will provide guidelines for reporting on all four items. The Secretariat of Global AMMnet will communicate with the local chapter on deadlines.

Strategic planning

Local chapters are encouraged to develop strategic plans to cover areas such as long-term chapter goals and priorities, steps needed to achieve those goals and milestones toward achieving those goals, path toward sustainability, leadership development in junior members (for example, student representative on chapter leadership team or deputy leaders who are junior members), gender balance and encouragement of women in modeling and analytics (if women are <50% of members or <50% of chapter leadership). The local chapter may request feedback from global AMMnet on their strategic plan if desired.

Branding

The local chapter should have branding that aligns with global AMMnet. Global AMMnet will work with the local chapter to adapt the AMMnet logo for the chapter. Local chapter branding must be approved by global AMMnet’s Governance Committee or its designated representative.

Social media

The local chapter is welcome but not required to establish its own social media channels. The local chapter is welcome to tag global AMMnet in social media posts for visibility and to allow further promotion through global AMMnet channels.

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Role of Global AMMnet

Recognition of the local chapter

Upon Board approval of the local chapter application, global AMMnet will formally recognize the chapter and it will be officially established. If requested by the local chapter, global AMMnet will provide a terms of agreement between global AMMnet and the local chapter.

Oversight of the local chapter

The Governance Committee is responsible for oversight of the local chapters, including review of annual reports; and a decision on whether the chapter should continue to receive its standard operating budget for the next year or have funding suspended for a year. Stopping funding, disbanding a chapter, or establishing a new chapter requires a vote by the Board after recommendation by the Governance Committee. Disbanding a chapter requires 2/3 vote by the Board whereas stopping funding or establishing a new chapter requires majority vote.

The Governance Committee may establish a task force consisting of 1-2 Board members and up to 3 general AMMnet members to assist with reviewing local chapter materials and making an initial recommendation to the Governance Committee. Task force members should serve at most 2 years on the task force and must treat all task force activities as confidential. All other regular Task Force requirements under AMMnet’s Terms of Reference will also apply to the local chapter oversight task force.

Global AMMnet will meet with chapter leadership either virtually or in person at least annually. Local chapters are welcome to open this meeting up to wider chapter membership if desired.

Suggestions for improving the interaction between global AMMnet and local chapters, requests for assistance, or code of conduct complaints regarding the local chapter core officers may be submitted by local chapter members to any Board, Governance Committee, or local chapter oversight task force member.

Sanctions

Individual decisions made by a local chapter not consistent with AMMnet’s mission may be subject to censure via vote of the Governance Committee. Local chapters in violation of AMMnet policies or determined by the Governance Committee to not be operating consistently with AMMnet’s vision could be subject to the following sanctions: 1) reprimand; 2) warning; 3) temporary exclusion and loss of operating funds; 4) disbandment.

Operational and technical assistance

Global AMMnet will provide guidance and/or templates for all documents requested from local chapters. Global AMMnet will provide basic annual operating funds for the local chapter, pending satisfactory reports from the previous year. If needed, global AMMnet will assist with logistics for virtual chapter activities. Global AMMnet will be available for questions on local chapter decisions or activities and to provide feedback on strategic plans, including funding proposals to funders outside AMMnet, as is feasible.

Dispute resolution

The Governance Committee is the final arbiter of disputes between local chapters. The local chapter oversight task force may provide an initial review and recommendation to the Governance Committee. Disputes within local chapters are first to be addressed at the local chapter level without the involvement of global AMMnet. If a resolution has already been attempted within the local chapter but the dispute continues, or if the dispute involves a code of conduct complaint against local chapter leadership that the local chapter is unable to resolve on its own, Governance Committee and the local chapter oversight task force are available to resolve those issues.

Facilitation of connections between chapters

Global AMMnet will provide fora for networking and resource-sharing among local chapters, including an annual meeting for chapter leaders to exchange experiences.

Dissemination

Global AMMnet will report its actions and decisions relating to local chapters to the general AMMnet membership at minimum annually. Global AMMnet will provide fora for disseminating outputs and announcing activities of local chapters.

Terms of Reference Process

Major Revisions

Major changes to the Terms of Reference, including the writing of the first Terms of Reference, require approval by both the Board and the General Assembly. Major changes may be proposed by any AMMnet member to the Governance Committee.

The Governance Committee will draft the initial text or revision, followed by Board review. Once the Board has approved the updated Terms of Reference, the Board will present the changes to the AMMnet membership at a General Assembly for ratification. A majority vote is required to approve the Terms of Reference or revision. The Board will share the text or revision with the AMMnet membership no fewer than 14 days prior to the General Assembly. The Secretariat will announce the results of the General Assembly vote in the newsletter and other dissemination venues.

The Board will review the entire Terms of Reference no less frequently than every 2 years and identify portions to revise. The Board may choose to update the Terms of Reference sooner than the 2-year mark if needed. Any Board member may propose an update to the Terms of Reference.

Minor Amendments

Minor amendments to the Terms of Reference may be proposed by any AMMnet member to the Governance Committee, which will decide whether the proposal is a minor amendment or a major revision. If approved by the Governance Committee, the minor amendment will be drafted by the Governance Committee for approval by the Board. No ratification by the General Assembly is required for minor amendments. The Secretariat will announce the change in the newsletter and other dissemination venues.