Merge pull request #283 from eddie-knight/proposal/health-check-reconciliation

docs: Update health check documentation

Author: maria-mcparland

operations/governance.md

@@ -51,7 +51,7 @@ The key responsibilities of the TOC are summarized below:
 | | [Lifecycle Criteria](./processes/activities.md#lifecycle-criteria) | May | Chair |
 | | [Technical Dispute Resolution](./processes/activities.md#technical-dispute-resolution) | As needed | Chair |
 | | [Cross-project Synergies](./processes/activities.md#cross-project-synergies) | Routine | Vice Chair or Volunteer |
-| | [Project Health Review](./processes/activities.md#project-health-review) | February, May, August, November | Vice Chair or Volunteer |
+| | [Project Health Review](./processes/activities.md#project-health-review) | Semi-annual (per project presentation) | Vice Chair or Volunteer |
 | | [Lifecycle Transitions](./processes/activities.md#lifecycle-transitions) | As needed | Vice Chair or Volunteer |
 | **Landscape Growth** |
 | | [Contribution Review](./processes/activities.md#contribution-review) | As needed | Chair & Volunteer |

operations/processes/activities.md

@@ -10,7 +10,7 @@ The following activities are part of the TOC's collective responsibilities, as d
 - **Responsible Party**: TOC Vice Chair or Volunteer TOC Member
 - **Outcome**: Review project landscape and recommend opportunities for collaboration
 - **Process**:
-  - Maintain a calendar of quarterly presentations from:
+  - Maintain a calendar of regular presentations from:
     - Incubating projects
     - Graduated projects
     - SIGs with technical outcomes
@@ -40,12 +40,12 @@ The following activities are part of the TOC's collective responsibilities, as d
 ## Project Health Review
 
 - **Responsible Party**: TOC Vice Chair
-- **Outcome**: Review project activity and recommend actions as necessary
+- **Outcome**: Review each project's health at its semi-annual presentation and recommend actions as necessary
 - **Process**:
-  - Prepare quarterly health reports using [FINOS LFX Insight Dashboard](https://insights.lfx.linuxfoundation.org/foundation/finos)
-  - Assign projects to TOC members for detailed review
-  - Consolidate findings and recommendations
-  - Track follow-up actions
+  - During each project's semi-annual presentation (see [project-reports](../../project-reports/README.md)), review the project's [LFX Insights](https://insights.lfx.linuxfoundation.org/foundation/finos) data to assess compliance with its maintenance requirements, including the applicable OSPS Baseline maturity level
+  - Record projects found out of compliance, and the support offered
+  - Track follow-up actions through GitHub Issues
+  - The TOC may additionally review a project's Insights data between presentations if concerns arise
 
 ## Landscape Evolution
 

project-reports/README.md

@@ -21,7 +21,7 @@ Project reports are to be submitted as a pull request to the `toc/project-report
 
 3. **Submission:** Maintainers submit a PR with the report at least **two week** before the meeting. TOC members review and comment on PR. Liaison works with the project to address questions.
 
-4. **Presentation:** The Project maintainers present a 10-15 minutes presentation during  the TOC meeting. The report PR will be merged after the presentation.
+4. **Presentation:** The Project maintainers present a 10-15 minutes presentation during the TOC meeting. As part of the agenda, the TOC reviews the project's [LFX Insights](https://insights.lfx.linuxfoundation.org/foundation/finos) data to assess compliance with its maintenance requirements, including the applicable OSPS Baseline maturity level (Maturity Level 2 for Incubating, Maturity Level 3 for Graduated). The report PR will be merged after the presentation.
 
 5. **Post-Presentation:** TOC will discuss any lifecycle transitions or support needs and create a follow-up GitHub issue if needed.
 
@@ -46,4 +46,15 @@ This review process applies to projects in the following lifecycle stages, or pr
 - **Incubating**
 - **Graduated**
 
-*Note: Projects in **Labs** or **Archived** states are not required to participate in the semi-annual review.*
+> [!NOTE]
+> Projects in **Labs** are not required to participate in the semi-annual review, and health status is evaluated by FINOS staff at their sole discretion.
+
+## Non-participation and unreachable projects
+
+A project that does not complete its semi-annual review — by not presenting, by not submitting a report, or by having no maintainer of record or none reachable — is recorded as out of compliance with the [presentation maintenance requirement](../operations/processes/projects/incubation.md) for that cycle. Per the lifecycle requirements, three consecutive out-of-compliance reviews qualify a project for archival.
+
+For a project with no maintainer of record or none reachable, FINOS staff post a notice on the project's issue board requesting confirmation that the project is maintained, with a response deadline (one month, with a reminder one week prior). If no maintainer responds by the deadline, the cycle is recorded as out of compliance and the project is not scheduled to present.
+
+> [!WARNING]
+> Any failed health check may disqualify a project from FINOS Marketing benefits, such as the public listing on the FINOS Landscape or qualification for participation at FINOS events. These elements are exclusively managed at the discretion of FINOS Staff.
+