Doc 6: Decision Rights Matrix · The AI Fellowship

How to Use This Matrix#

This matrix is the practical day-to-day governance tool for The AI Fellowship. When a Chapter Director, Council member, or staff member is unsure who has the authority to make a specific type of decision - use this matrix.

Three columns define the decision right:

Center Owns (Non-Negotiable): The Foundation makes this decision and chapters implement it. Chapters may express opinions but may not override the decision.
Chapter Owns (Local Autonomy): The chapter makes this decision independently. The Foundation is not involved and does not need to be informed unless the decision implicates another column.
Shared / Requires Approval: Both parties are involved. The typical flow is: chapter proposes Foundation reviews Foundation approves (or approves with conditions). The approval threshold varies by domain - consult the column notes.

Important: When in doubt about which column a decision falls into, default to “Shared / Requires Approval” and seek Foundation guidance. Acting unilaterally on a “Shared” item without approval is a Brand & IP Policy violation.

Decision Rights Matrix#

Domain	Center Owns (Non-Negotiable)	Chapter Owns (Local Autonomy)	Shared / Requires Approval
Mission & Values	Mission statement, vision, core values, Member Pledge, and all foundational identity documents. Any public statement that modifies or reinterprets the Fellowship’s stated mission.	Expressing the mission in local language and cultural context. Choosing which aspects of the mission to emphasise in local programming.	Adding mission-adjacent language (e.g., “our chapter focuses on AI for climate”) to chapter materials - must not contradict or expand the global mission without approval.
Brand & Visual Identity	Logo, wordmark, official colour palette, typography, design system. All global brand assets. Rules for brand usage.	None - no independent brand modifications permitted.	Creating new chapter-specific sub-branded materials (e.g., a chapter event poster) using Foundation templates. Deviations from templates require written approval.
Code of Conduct	The Code of Conduct itself. Protected categories. Reporting procedure. Enforcement ladder. Appeals process.	Supplementary local community norms (e.g., a language-use policy for a non-English chapter), provided they do not conflict with or weaken the global Code.	Adding local provisions to the Code of Conduct - must be reviewed and approved by the Foundation before taking effect.
AI World Cup	Competition name, format, rules, scoring framework, judging criteria, branding, global final. All AI World Cup IP.	None - AI World Cup events must follow the Foundation’s framework exactly.	Hosting a local/regional AI World Cup qualifying event - requires a specific written agreement with the Foundation for each instance.
Membership	Global membership criteria, onboarding process, Member Pledge, Founding Member designation.	Welcoming and onboarding members at the chapter level. Local member communications. Running local member events.	Changing membership criteria for chapter-level events (e.g., requiring a minimum experience level to attend a specific advanced workshop) - must not contradict global open-membership policy without approval.
Budget & Financial Matters	Global Foundation budget. Spending from Foundation reserves. Any financial commitment made in the name of the Foundation.	Chapter-level event budgets raised through local sponsorship. Nominal event fees (with reporting obligation). Petty cash for chapter operations.	Chapter budgets exceeding a defined threshold (set annually). Any expenditure that implies the Foundation’s financial responsibility. Receiving grants or institutional funding in the Fellowship’s name.
Events & Programming	Global events and AI World Cup. Annual global Fellowship gathering (if established). Events that use the global Fellowship brand without a chapter qualifier.	All chapter-level events: format, frequency, topics, speakers, venues, date, time, catering, ticketing (within policy).	Events that cross chapter boundaries (multi-chapter events). Events where the Foundation is asked to co-host, fund, or formally endorse.
Technology & Tools	Global website (theaifellowship.com). Global Discord server. Global Discourse forum. Global WhatsApp community. Decision to adopt or retire a global platform.	Chapter-specific tools chosen for internal use (e.g., a chapter WhatsApp group, a local Notion workspace, a Meetup.com page) that do not carry global brand.	Creating official chapter sub-spaces on global platforms (e.g., a chapter channel on the global Discord). Adopting tools that will hold member data.
Partnerships & MOUs	All MOUs, formal partnership agreements, and joint venture arrangements made in the name of “The AI Fellowship” (non-chapter-qualified). Global partnerships with organisations operating across multiple geographies.	Informal collaboration with local organisations (e.g., co-hosting an event with a university, inviting a local company to send a speaker).	Formal written agreements with local organisations, even if small. Arrangements that involve the Fellowship name, logo, or reputation. Partnerships with organisations operating in multiple countries.
Legal & Compliance	Foundation’s legal entity structure, registration, and compliance. Global terms of service. Global privacy policy. Foundation’s liability. Responses to legal threats or claims against the Foundation or the brand.	Compliance with local law as it pertains to the chapter’s activities (e.g., local data protection law, event permit requirements, local tax obligations on ticket revenue).	Any situation where the chapter becomes aware of a legal issue that could implicate the Foundation. Any contract that creates obligations for the chapter beyond a single event.
Crisis & Incident Response	Communications to the global community about incidents. Decisions about platform shutdowns or temporary suspensions. Decisions about enforcement actions against Chapter Directors.	First-response to safety incidents at chapter events (following the incident response protocol). Immediate removal of a member from a chapter event where there is a safety risk.	Any incident that results in media coverage, legal exposure, or harm to a member. Any enforcement action taken against a member (Chapter Directors initiate; Foundation confirms for steps 3 and 4). Reports of Code of Conduct violations.
Member Data & Privacy	Global privacy policy. Decisions about what member data is collected and how it is used globally. Any AI or analytics applied to member data at a global level.	Collecting basic event RSVP data for chapter events, in compliance with global privacy policy. Communicating with chapter members about chapter events.	Collecting member data beyond basic event logistics. Any use of member data for analysis, research, or AI training. Sharing member data with third parties. Collecting data from minors.
Media & Press	Global media relations. Press releases or statements issued in the name of “The AI Fellowship.” Media interviews where someone speaks as a representative of the global Fellowship. Responses to significant media enquiries about the Fellowship.	Local chapter announcements on chapter social media accounts. Chapter event coverage in local media where the chapter is clearly identified as a local chapter.	Media enquiries that ask about the Fellowship’s global mission, governance, finances, or strategy - escalate to Foundation. Any interview or article that is likely to reach a significant national or international audience.
Research & Publications	Publishing research under the AI Fellowship brand globally. Global knowledge base and official documentation.	Chapter members publishing personal research or articles about their own work, even if they mention their Fellowship membership.	Publishing a paper, report, or white paper that carries the AI Fellowship name or is presented as reflecting the Fellowship’s positions or data. Any research that uses member data.
Chapter Leadership	Decision to approve or reject a Chapter Director application. Decision to remove a Chapter Director. Decision to dissolve a chapter.	Day-to-day chapter operations and community management. Recruiting local volunteers and co-organisers.	Appointing a deputy or co-Director. Significant changes to chapter scope (e.g., changing the chapter’s city focus).