Hiatus and Withdrawal Guidelines
Purpose of a taking a hiatus
There are a few reasons why a member may wish to request a hiatus period:
- They are planning to be out of town for an extended period of time (work or
vacation)
- They are struggling financially, and need a break to get their affairs in order but
would like to stay connected to the kwartzlab community
- They have a major life event taking priority, thus leaving no time for using
kwartzlab (wedding, new family member, family illness, etc.)
FAQ
When should I send in my request for hiatus?
We ask that you plan ahead and send in your request at least 1 month prior to your intended start date. Why? Hiatus requests can only be processed at monthly Board Meetings.* The meeting dates are posted on the Kwartzlab calendar (visit the website for access, or ask to be added to the Google Calendar). Retro-active requests may not be successful.
How do I send my request for hiatus?
You can either complete this form: https://forms.gle/pcn77bksepDTYpyU9, or send an email to the Board [email protected] with a subject of “Hiatus Request”, and the duration of your hiatus. Don’t forget - hiatus requests must include an end date (which can be extended, see details below), must be for whole calendar months, and must be a minimum of 2 months in length.
How long can I take a hiatus for?
There is currently no limit set on the length of a single hiatus period, and each request is considered by the Board on a case by case basis. A hiatus must have a start and end date, it cannot be indefinite.
Can I take a hiatus for one month?
No. The minimum hiatus period is 2 months. Last updated October 16 2022
How many hiatus periods can I take in a year?
The Board will allow a member to take up to two hiatus periods per year. Or one hiatus with one extension. I am currently on hiatus, and my period is ending soon, but I need more time before I am ready to come back to the lab. What do I do? The Board will consider an extension request to a currently active hiatus. We ask that you make your request at minimum, 1 month in advance so there is time to process your request at the monthly Board Meeting. I’ve extended my hiatus once already and am not yet in a position where I can pay my dues. What do I do? At this point, we would suggest that you withdraw your membership and re-apply through the normal membership application process when you’re ready to rejoin. Please see the section below regarding Membership Withdrawals. I’m currently on hiatus, but would like to return a month early. Can I do this? Yes, of course! Please notify the Board, and resume the regular dues payment schedule. The only exception to this would be taking a 2 month hiatus, and terminating it with 1 month left to go. The 2 month minimum period is not negotiable. Can I still use the tools during my hiatus if I visit on a Tuesday Open Night? During your hiatus, you give up the privileges of membership that allow you key card access to the building and use of tools and space. If you are visiting the space during your hiatus, you are considered a guest, and may only use the facilities under our guest rules. For example, if you wish to use the laser, only an active member can run the job for you, and they must remain with you while the machine is running.
For your information, here are the Kwartzlab Bylaws for Membership Hiatus:
- A member may apply to the Board to have their membership placed on hiatus for
a period of no less than two months. Such applications must specify the start and end dates of the hiatus. The Board may approve a member's hiatus by resolution at a meeting of the Board.
- During the time a member is on hiatus, they are not required to pay dues, nor
shall they have any of the privileges afforded a member, except for the privilege of voting at members meetings called after the hiatus was requested. Last updated October 16 2022
- A member may voluntarily terminate their hiatus at any time by notifying the
Board of Directors they wish to do so and paying their monthly dues for the current month. No discounts shall be given for partial months. Eligibility for Hiatus
- Members must be in good standing (not behind on their dues)
To Request a Member Hiatus
Email the board at [email protected]
Upon Approval
- You will be notified of your status and your key will be disabled for the time of
your hiatus. You will remain subscribed to all mailing lists + Slack. You will still retain voting rights during this period.
- You are expected to remove all personal projects from the storage area and your
locker before your hiatus period begins.
Membership Withdrawal
If your membership is no longer serving you, you may send in a resignation.
To formally withdraw, we ask that you send a notice to [email protected] with the subject “Withdrawing Membership”. You will be asked to stop payments on your dues, remove all your belongings from the lab, and return your key.
If your situation changes and you’d like to rejoin the lab at a later date, you will be required to go through the application process again.
If you are behind on your payments when you decide to withdraw, we ask that you bring your account into good standing before leaving the lab. If you leave in bad standing, you will be required to bring your payments back up to date before rejoining the lab.
Membership Termination
If your account falls into arrears:
- The treasurer ([email protected]) will send an email to issue a
warning at one month past the due date.
- Payments are due by the 7th of the month
- Ex. If November dues (which are due November 7th) are not paid
by December 7, you are considered one month behind in payment and a warning is sent.
- If your account becomes 2 months overdue, you will be considered
suspended. At this time your key card will be disabled until payment is brought back into good standing. Another e-mail notice will be sent.
- If your account becomes 3 months overdue, your membership will be
terminated. A final e-mail notice will be sent.
- In the unfortunate circumstance that your membership is terminated for
non-payment, you will need to pay the owing amount in full before the Board will consider your re-application.