Conventions for Informing communities about Changes to organization and repository permissions

[Paola Di Maio]

I am sharing the mail below with Ronin Scholars

because it is such an example of good practice

It comes from another community where changes in permission and access to resources is handled in an exemplary fashion

In addition to data preservation good practices, which mandate records of communication and information are curated and maintained, when making changes to  access  repositories  and documents it is nice to inform stakeholders how these changes may affect them

See below 

For reference only, with the specifics of this community blanked out with xxx hoping we may be able to use acceptable  conventions here as well when removing access is necessary

---------- Forwarded message ---------
From:
Date: Tue, Jun 10, 2025 at 10:10 PM
Subject:  12-13 June 2025: Changes to xxxxxxx repository permissions
To: list

Dear Community,

This is to inform you about upcoming changes to GitHub organization and repository permissions managed by  xxxxxx on 12 and 13 June 2025.

Access and permissions to our GitHub organizations and repositories will be changing in order to better align to roles within The  community. This means that your access to specific organizations and repositories will be granted based on your community role. As a result, some of you may see changes or removals to your current GitHub roles and access, which is essential for maintaining the security and reliability of xxxx infrastructure.

Please note that all public repos will remain accessible for viewing by everyone, even without a GitHub account. Additionally, anyone with a GitHub account will be able to submit issues and pull requests to these public repositories without requiring specific permissions.

During the implementation on 12 and 13 June, you might experience a temporary interruption in access to repositories withom xxxxorganizations as the Technology Team performs the updates. You may also receive automated notifications from GitHub if your access is changed or removed.

The reassignment of permissions will affect the following organizations:
xxxx

If after 13 June you find that you have lost access to a repository that you believe you should still have, please contact us 

 In your email, please include your GitHub handle, the name of the repository you require access to, and a brief explanation of why you need access. This information will help the Technology Team assess your request and determine if access should be reinstated.

Thank you for your understanding.

xxx(Director of Technology)