LDraw.org Policies And Procedures

1. Introduction

By having well defined processes for commonly anticipated occurrences there will be less left to individual variance and the processes will be fairer. Not all processes have been documented, as not all possible processes are anticipated to be common. Undocumented processes should be documented the first time they are executed for future reference. If their existence is known, they have been included in this document and marked with "(TBD)", but omission of a procedure should not be construed as denial of its eventual need.

2. Policies

This section discusses policy statements. Some will have corresponding procedures.

LDraw.org would like to link to all LDraw-related software in its Download section on the web site. Please find the download section on LDraw.org and submit links to your LDraw-related software.
By submitting this link you declare to the best of your knowledge that your software is free of viruses and illegal content. You also state that to the best of your knowledge your software does not use any routines or mechanisms that are illegal in your country. Software submitted should also be free of any spyware, trojans, or other data harvesting or monitoring devices.

LDraw.org would like to link to major LEGO community sites and LDraw-related personal sites. However LDraw.org is a web site dedicated to virtual building with LEGO bricks, not LEGO
in general. We focus on the LDraw Parts Library we provide, and on the LDraw System of Tools using the library. The LDraw Steering Committee therefore thinks that the site should exclusively point to sites which host these tools and the LDraw community endorsing virtual building with LDraw. Users can submit their own links, which need to be approved by administrators.

At a secondary level, LDraw.org should also list links to some examples of people's work which help people understand why they might want to use the LDraw System of Tools. We, the LDraw Steering Committee, do not think that sites hosting just building instructions generated with LDraw qualify for a link on the web site.

2.03: Policy for giving "sufficient notice" of announcements and public records to the Individual Membership

LDraw.org will post announcements and public records conspicuously to the web site, and will also provide a public forum for members to subscribe and receive updates.

2.04: Procedure for quitting Part Authorship

  1. The Part Author (PA) wishing to quit should submit their intention to the Part Tracker Administration (PTAdmin) in writing via email. The PTAdmins email address can be found at the contact page.
  2. Following this, access rights to the Part Tracker (PT) will be removed in a timely fashion.
  3. The PTAdmin will keep a record of the signed Contributor Agreement (CA) of the person quitting.
  4. As the quitting PA's parts (the parts) were submitted under the terms of the CA, and thus the "copyleft" Creative Commons license, all parts submitted up to that point will be left where they are, whether that be as part of the published library, or in some state on the PT.
  5. No changes will be made to the parts that would undermine the existing terms of the CA and associated license.
  6. All the parts remaining on the PT will be immediately considered open for editing by anyone, under the usual provisions of the CA and associated license. Any existing reviews will be left as is.
  7. If the PA wishes to reattain part authorship, they must apply as a new author, including signing a new CA.

2.05: Charging for a program

Should any person wish to charge money for a third party program using the LDraw Parts Library, the LDraw SteerCo strongly recommends that it is made clear that the charge is for the program itself and not for any derivative of the LDraw Parts Library. The intent of the CC license for the library should be made clear and it should include due credit to reward the efforts of all those who have contributed to the library. We would appreciate that the LDraw logo, as well as a link to the website are included and possibly featured prominently (for an example of how this can be done please see the "Link to LDraw" page on the LDraw website). It should also be made clear that the author is not representing himself as LDraw.org.

Furthermore, where possible, the SteerCo would also appreciate a donation be made to Peeron.com as hosts of LDraw.org (a Paypal Donation Button can be found in the top right-hand corner of LDraw's homepage). This is, however, not by any means a requirement.

LDraw.org uses the LDraw trademark with permission from the Jessiman Estate, therefore we cannot grant permission to third parties to use it. It is also our definition that the LDraw trademark represents the LDraw System of Tools and the LDraw Parts Library, so it is our policy that LDraw should not appear in a program's title and/or URL to protect the uniqueness of the LDraw trademark.

We recommend that programs/websites wishing to identify with LDraw choose titles that add "LD" in front of the name as a way to associate the program as part of the LDraw software family.

3. General Procedures

3.01: Procedure for Representation of the Organization in Policy Matters

Reference Bylaws Section 7.01

Since the organization primarily operates online, we recognize that most policy matters will be related to the web site, or communication via email or discussion groups.

The Steering Committee shall handle policy matters that pertain to the entire organization. Per Bylaws Section 7.01, the following individuals are granted permission to represent the organization in specific areas:

  • Website Operations, Content: Orion Pobursky, Tim Gould, Willy Tschager
  • Parts Library: Chris Dee
  • System Administration: Dan Boger, Orion Pobursky
  • Color Master: Scott Wardlaw

From time to time, LDraw.org sponsors activity at special events. Officially sanctioned special events shall be approved by the Steering Committee, and the Steering Committee shall delegate responsibility for representing the organization at special events.

4. General Procedures and Assumptions

This section gives assumptions that should hold true for all procedures

4.01: Membership Process Assumptions

Assumptions:

  1. Membership is open to anyone who desires to be a member and affirms the LDraw.org Bylaws.
  2. Membership is granted by completing the Membership application process on the LDraw.org web site or any other fashion deemed appropriate by the LDraw SteerCo after consultation with the LDraw community. A user account on the LDraw.org web site or other active groups as deemed appropriate by the LDraw SteerCo after consultation with the LDraw community is required to apply for Membership.
  3. Each natural person is allowed one account on the LDraw.org web site, which can be used for voting purposes. Some administrators may operate multiple accounts, but only for the purpose of testing the site at various levels of access, not for voting.

5. Acceptance Procedures for Individual Membership

In accordance with LDraw.org Bylaw Section 3.02, there need to be processes for acceptance

5.01: Method for Approval of Active Membership for an Individual

Reference Bylaws Section 3.03

Assumptions:

  1. Standard Membership Assumptions as given in Section 4.01 of this document.

Steps:

  1. A standing invitation will be extended on the LDraw.org web page to all LEGO enthusiasts interested in computer graphics, modeling, or programming.
  2. An individual shall complete and submit an online Individual Membership application on the www.ldraw.org web page or any other fashion deemed appropriate by the LDraw SteerCo after consultation with the LDraw community, which includes reading the LDraw.org bylaws. The act of applying signifies that the applicant adhere to the LDraw.org bylaws.

5.02: Method for Approval of Fellow Membership designation for an Active Member

Reference Bylaws Section 3.04

Assumptions:

  1. Standard Membership Assumptions as given in Section 4.01 of this document
  2. A Fellow Membership certificate template, suitable for framing, exists on the LDraw.org web site. Or a plaque can be made as deemed necessary by the Membership Committee.

Steps:

  1. An Individual Member or Officer shall complete and submit an online nomination form for Fellow Membership designation on the www.LDraw.orgweb page. A single nominator will enter the three Representative and/or Officer's names, with their explicit permission. The act of nomination signifies that the applicant meets all requirements found in the LDraw.org bylaws.
  2. Once the application is submitted the nominee's information is sent to the Steering Committee public forum.
  3. An acknowledgement should be sent to the nominators stating that the application has been received and is under review.
  4. The chairman of the Steering Committee then submits the nominee for approval by majority vote to the Membership.
  5. Once the voting period has ended the conclusion will be sent to the nominators.
  6. If an affirmative vote was reached then the nominee will be sent an acceptance letter, and a Fellow Membership certificate.
  7. An announcement will be made on the front page of the LDraw.org web. Text for such announcement will be created by the nominators and implemented by the LDraw.org web master.
  8. Appeal process (TBD).

5.03: Method for Approval of Honorary Membership designation for a non-LDraw.org Member

Reference Bylaws Section 3.05

Assumptions:

  1. Standard Membership Assumptions as given in Section 4.01 of this document
  2. An Honorary Membership nomination form that mandates three Representative or Officer's names is available on the LDraw.org web site at www.LDraw.org.
  3. AnHonorary Membership certificate template, suitable for framing, exists on the www.LDraw.org web site. Or a plaque can be made as deemed necessary by the Membership Committee.

Steps:

  1. An Individual Member or Officer shall complete and submit an online nomination form for Fellow Membership designation on the www.LDraw.orgweb page. A single nominator will enter the three Representative and/or Officer's names, with their explicit permission. The act of nomination signifies that the applicant meets all requirements found in the LDraw.org bylaws.
  2. Once the application is submitted the nominee's information is sent to the Steering Committee public forum.
  3. An acknowledgement should be sent to the nominators stating that the application has been received and is under review.
  4. The chairman of the Steering Committee then submits the nominee for approval by majority vote to the Membership.
  5. Once the voting period has ended the conclusion will be sent to the nominators.
  6. If an affirmative vote was reached then the nominee will be sent an acceptance letter, and a Fellow Membership certificate.
  7. An announcement will be made on the front page of the LDraw.org web. Text for such announcement will be created by the nominators and implemented by the LDraw.org web master.
  8. Appeal process (TBD).

5.04: Method for Terminating or Suspending an Individual Member

Reference Bylaws Section 3.06

TBD. This process is contingent upon the development of organization member management tools on LDraw.org.

5.05: Method for Reinstating a Suspended Individual Member

Reference Bylaws Section 3.06

Members who are suspended for nonpayment of dues, or members who choose to suspend their membership and not pay dues for a period of time, may be reinstated by paying their dues for the current period.

5.06: Procedure for Voluntary Withdrawal from the Organization

TBD. This process is contingent upon the development of organization member management tools on LDraw.org.

6. Reimbursement of Members

In accordance with LDraw.org Bylaw Section 6.06 compensation, if needed, needs to be administered

Members whose expenses are approved for reimbursement by the Steering Committee shall be reimbursed from the treasury via check or PayPal transfer.

6.01: Method for Authorizing Reoccurring expenses for Members

Reference Bylaws Section 6.06

Proposed recurring expenses should first be submitted to the Steering Committee for approval. The Steering Committee will discuss and rule on the proposed expenses and reimburse the member from the treasury via check or PayPal transfer.


TG 06 Feb 2013: Changed sections 4.01, and 5.01 of document in accordance with this SteerCo thread. This change removes the technical details of membership from this document. TG 15 Nov 2012: Added link to LDraw logo box and text in Sec 2.05