Establish protocol for replacing mentors/coordinators who leave during the semester

[kburk1997]

Description of Issue:

Currently, we have no protocol in place for when mentors/coordinators leave during the semester. Proposed Solution:

Create a policy outlining what to do and whether to replace the mentor/coordinator leaving or to move a mentor from one small group to another. This policy may be dependent on:

• Time left in the semester (if there are only 2 weeks left in the semester, action may not be necessary at all and in fact may not be advised. If it is 2 weeks into the semester, we have a lot of flexibility with options)
• Whether the person leaving is a mentor or coordinator (we may be able to move mentors from one small group to another, but we don't exactly have spare coordinators)
• Whether the person was removed or resigned due to violations of our Code of Conduct (if this is the case, they should probably not be able to have a say in who replaces them)
• How many mentors would remain in the small group after the person's departure

[aeksco]

This issue was duplicated in #59 - I'll close that issue to keep this discussion isolated here

[kburk1997]

Defining an "excess" of mentors is discussed here: https://github.com/rcos/rcos-handbook/issues/58

Once issue #58 is resolved, we should add that information under "TODO: define what constitutes an excess of mentors"

[kburk1997]

I just noticed some circular logic in our draft policy:

Under "Mid-semester":

If no current mentors agree to switch small groups within one week, a new appointment may be made following the procedure above.

Under "First Month" (above "mid-semester"):

If there is no waitlist and we do not get any applicants from the emergency application within 1 full week, we may follow the mid-semester procedure of moving mentors between small groups.

We should add something along the lines of "If after one week of following the procedure above, there is no waitlist and we have no new applicants, we will not appoint any new mentors unless the mentor shortage results in 1 mentor in a small group", similar to something we put in the "final month" section.

We may need to change "1 mentor" to "2 or fewer mentors" in both cases, depending on how big the small group in question is.

[kburk1997]

We should also discuss new mentor training for emergency appointments. Unless a large number of mentors leave at once, a one-on-one debrief/training session with a coordinator could potentially replace the mentor training requirement for any mentors appointed after the last mentor training session of the semester has taken place.

The same policy could be applied to anyone who has a documented reason to have missed all mentor training sessions.