Purpose

The Permanents Audit Committee is established to help enhance and maintain the quality and integrity of the RUSA Permanents Program by assisting riders in improving their compliance with the RUSA Rules for Permanent Riders.  The Committee helps to perform the ride verification function previously performed by Permanent Route Owners so that riders are aware that there is a possibility of their ride being checked for rule compliance.  The Committee does not disqualify riders who fail to provide proof of satisfying all Permanent ride requirements but instead attempts to mentor them into compliance.

Charter Overview

The Permanents Audit Committee:

• Audits a random sampling, totaling at least 60 per year (approximately one per month per committee member), of Permanent rides for rider fulfillment of basic requirements as set forth in the RUSA Rules for Permanent Riders.
• Requests proof of passage from the rider being audited.
• Checks proof of passage for the following:
  
  • The date of the rider’s proof of passage matches the ride registration date.
  • The rider transited all controls in the proper sequence.
  • The rider covered at least 98% of the official route distance.
  • The rider’s reported ride time agrees with the total elapsed time indicated by their proof of passage.
• Enters pertinent data and results of each audit into the official committee spreadsheet which keeps totals indicating the areas where more riders are deficient.
• Mentors riders who do not meet the requirements by advising them on how they can improve and requesting that they send their proof of passage for their next Permanent ride.

• Reports to the RUSA Board via the Committee’s Communications Coordinator, as needed, in the event of significant changes in rider deficiency and overall improvement trends as indicated by the spreadsheet data.

• Respects rider privacy by keeping individual audit results and personally identifying spreadsheet data confidential.      Violation of this policy by any committee member may result in disciplinary action, including possible removal from the committee, to be decided upon by a vote among the other committee members on a case-by-case basis.
• Promotes accountability, transparency, and continuous improvement of the Permanents audit process.
• Individual committee members are to report any noticed trending change in rider rule compliance to the other committee members.

Committee Personnel and Officers

The Committee should consist of approximately six members, three of which will have responsibilities as the following officers in addition to performing audits: 

1. Chairperson 
   
   • Provides leadership and oversight for all committee activities.
   • Facilitates meetings as needed, and coordinates communication among committee members.
   • Ensures audits are completed on schedule and in accordance with established standards.
   • Addresses questions from committee members. 
   • Sends regular group emails to acknowledge the team’s great work, report overall committee work-goal status, and encourage continued consistent performance.
   • In October, ensures that the team is prepared for the coming year by confirming which members desire to commit to another year.
   • Recruits and orients new members as needed.
   • Performs at least 12 audits per year.
2. Procedures Coordinator 
   
   • Maintains and updates the official Permanents Audit Procedures Manual, ensuring it remains clear, current, and comprehensive.  The Procedures Manual documents step-by-step processes to guide committee members in the thorough and efficient performance of audits and rider mentoring.
   • Recommends procedural updates to improve efficiency and consistency.
   • Communicates Audit Procedures Manual updates to all committee members and posts them to the RUSA Wiki.
   • Assists the Chairperson in ensuring that all members follow established audit methodologies.
   • Performs at least 12 audits per year.
3. Communications Coordinator
   
   • Facilitates communication between the Permanents Audit Committee and RUSA, and Committee communication with the RUSA Web Team.
   • Serves as the only point of contact with the RUSA Board and web team, regarding Permanents Audit Committee business. 
   • Reports to the RUSA Board, as needed, in the event of significant changes in audit result trends, or in the event of significant changes in audit procedures.  These reports can be initiated by any committee member but must be submitted via the Communications Coordinator.   A report would likely be discussed in a committee meeting prior to submission to the Board. 
   • Attempts to contact non-responsive auditees and ensure timely follow-up on outstanding audits.
   • Coordinates with the RUSA web team to maintain up-to-date committee membership information.
   • Responds to inquiries from the Board and conveys committee updates, recommendations, and requests for guidance.

Election of Officers

• Elections for Committee Officers shall be held annually near the end of the calendar year to fill officer positions for the upcoming one-year term.  The Chairperson shall have a term limit of two consecutive years but be allowed to run again after a break of at least one year.

• The positions of Procedures Coordinator and Communications Coordinator will have no term limits.

Meetings and Communication

• The Committee shall meet or communicate as needed, typically once per year, to coordinate activities, resolve issues, and monitor audit progress.

• The Chairperson may call meetings when necessary to address specific topics or timelines.

Charter Review

This charter shall be reviewed periodically by the Committee to ensure it remains aligned with organizational needs and best practices.