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NEW STANDARDS COMMITTEE (NESCOM) CONVENTIONS
Effective 3 April 2006
(Revised 08 June 2012)
These conventions serve as a guideline to some of the internal procedures that NesCom observes as part of its review and recommendations concerning IEEE-SA PARs.
More in-depth information regarding the IEEE-SA standards development process can be found in the IEEE-SA Standards Board Operations Manual.
- PAR Submissions
For reasons of accountability and in accordance with Sections 5.1.1 and 5.1.2 of the IEEE-SA Standards Board Operations Manual, NesCom will only accept PARs approved for submittal by the Sponsor Chair or Sponsor Liaison. The NesCom Administrator shall verify that the Sponsor Chair and Working Group Chair are IEEE-SA and IEEE members of any grade or IEEE affiliates.
PAR submittals are done through the myProject system.
- Approved Sponsors
NesCom shall only accept PARs from Sponsors who have Policies and Procedures accepted by, or deemed “visibly under development” by the IEEE-SA Standards Board. If the Sponsor does not have accepted procedures or procedures “visibly under development”, the PAR shall be returned to the Sponsor, for potential subsequent NesCom submission, following AudCom's acceptance of Sponsor procedures, or categorization as “visibly under development”.
- Sponsor Information
If the scope of the project falls under the scope/definition of multiple sponsor groups, the PAR shall indicate joint sponsorship.
- Clarity in PAR Content and Title
NesCom shall only approve PARs where the title, scope and purpose are sufficiently unambiguous, as to be understandable by a NesCom member. All acronyms shall be spelled out at first use.
- Document Scope and Document Purpose
The Scope and Purpose fields stated on the PAR shall be written in present tense, in complete sentences, and with proper grammar as they are intended to appear in the published standard. Note: It is not mandatory that a published standard contain a Purpose clause. If the published standard will not contain a Purpose clause, this shall be noted on the PAR. The scope and purpose should be distinct and separate statements. For references to other standards within the Scope and Purpose fields, the number, title, date (if appropriate), and source of the referenced standards shall be listed in the Additional Explanatory Notes field.
- Quantification of the Ranges of Numeric Values
For PARs for new projects, standards developers who use general terms to represent ranges (e.g. high, medium, low) within the title, scope, or purpose, shall numerically define such ranges where they first appear (title, scope, or purpose, as applicable).
- PARs with Missing Data or Lacking Explanations
NesCom shall not approve PARs with missing data or when required explanations are not included.
- Timely Response to Comments
a. Responsibility of Sponsor/Working Group Chair - It is important that comments be resolved during the “Open Review” period, and prior to the actual NesCom meeting. If a NesCom member posts a comment, an initial response is requested from the the Sponsor/Working Group Chair within one week, and in no event later than the closing date for the “Open Review” period. If the Sponsor/Working Group Chair fails to respond to NesCom member comments during the “Open Review” period, the PAR may be deferred to the next meeting, or disapproved.
b. Responsibility of NesCom member - Each NesCom member should post vote and comments during the “Individual Review” period (typically, one week interval). Each NesCom member shall review comments and dialog during the “Open Review” period (typically, about three weeks) as needed, and at least prior to the closing date for the “Open Review” period.
- Project Deferral
If a PAR/Extension Request is deferred for two meetings without NesCom receiving an adequate response from the Sponsor and/or the Working Group Chair to address NesCom's comments, the PAR/Extension Request shall be disapproved and the Sponsor must submit a new PAR.
- Explanation for PAR Withdrawal
When requesting the withdrawal of a PAR, a brief explanation for the withdrawal shall be given.
- PAR Withdrawal/PAR Resubmittal
NesCom will consider submittals for PAR withdrawal of a project, and submittal of a replacement PAR for the same project area on an individual basis. NesCom may require that the Sponsor provide explanation of the circumstances that prevented completion of the original PAR within the PAR validity, and may require a project plan that gives NesCom confidence that a new PAR would actually be completed within the normal (4-year) PAR validity. NesCom may require participation in the NesCom meeting by the Sponsor Chair (or Standards Coordinator). NesCom may also impose a mandatory waiting period between withdrawal of the original PAR and consideration of a replacement PAR on the same project area.
- Extension Requests
a. An extension request shall not be granted for a project if a draft document has not been generated after four years.
b. If a project reaches 8-years after the date of original PAR approval and has not yet opened a ballot, the existing PAR will not be granted an extension and the PAR shall be withdrawn.
c. Extension Requests may be requested for a period of one to four years. Extension requests shall include sufficient information to provide reasonable confidence that the project will be completed with the additional time requested in the extension. The usual extension approval is for one to two years. When longer extensions are requested (i.e., three to four years), sufficient extenuating circumstances must be provided to justify the length of the extension.
- Modified PARs
a. All modified PARs shall include an indication of all changes that are part of the request under "Additional Explanatory Notes" of the PAR form.
b. Any request to enlarge the scope of the project after the balloting invitation is issued requires the existing PAR to be withdrawn and the submission of a New PAR.
c. Modified PARs shall not result in a PAR extension. If a change in the completion date extends the PAR past the existing expiration date, a PAR Extension Request must be submitted. This can be done concurrently.
- PARs for the Revision of a Standard
All PARs for the revision of a standard shall include an indication under "Additional Explanatory Notes" of the PAR form to identify PAR elements (e.g., scope, purpose, need, etc.) that have been modified.
- PARs Submitted for the Sole Purpose of Reserving a Number
PARs shall only be submitted when there is a firm commitment to perform the work. If a specific number is required for a PAR upon which work is not yet ready to begin, the number can be requested for reservation from the NesCom Administrator by the Working Group Chair.
- Grandfathered PARs
Any existing PAR activity is grandfathered for extension requests, which restricts NesCom review to revised dates and discussion of the justification for extension. In the case of requests to modify an existing PAR, the latest NesCom rules for PARs will apply.
- NesCom Mentors
For submittals that do not receive NesCom approval, a member of NesCom may be assigned to the Sponsor as a mentor. The mentor, acting as a representative of the Committee, will assist the Sponsor in understanding NesCom's reasons for not approving the submittal and will assist the Sponsor in implementing the action(s) that NesCom has suggested.
- PARs for the Amendment of a Standard
a. Amendments and corrigenda are balloted documents that give explicit instructions on how to change the text in an existing base standard or an existing amendment.
b. After the approval of a PAR to amend an existing standard, it may be necessary to change the year of base standard which the PAR is amending (i.e., if a revision has been approved to update the base standard). This change is considered administrative and will be modified in myProject by staff.