This
clause shall be included and shall not be modified.
These are operating procedures
that outline the orderly transaction of business of
an entity standards development sponsor. The Sponsor
may amend these procedures. Amending in this context
means that material in these procedures may be modified
as long as that clause is not indicated as one that
cannot be changed. It is strongly recommended that
all subjects included in these procedures be addressed
by the Sponsor. Several documents take precedence
over these procedures in the following order: New
York State Not-for-Profit Law
IEEE Certificate of Incorporation IEEE
Constitution IEEE
Bylaws IEEE
Policies
IEEE Board of Directors Resolutions IEEE
Standards Association Operations Manual
IEEE-SA Board of Governors Resolutions IEEE-SA
Standards Board Bylaws IEEE-SA
Standards Board Operations Manual
Robert's Rules of Order (Revised) Back
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2. Openness
This
clause shall be included and shall not be modified.
For the development of standards,
openness
and due process must apply, which means that any entity
with a direct and material interest has a right to
participate by:
1) Expressing a position and
its basis,
2) Having that position considered,
and
3) Appealing if adversely affected.
Due process allows for equity and
fair play. In addition to openness, due process requires
balance, i.e., the standards development process should
have a balance of interests and shall not be dominated
by any single interest category.
This
clause shall be included and shall not be modified except to insert the Sponsor scope.
Those activities of an entity
Standards Sponsor that are related to standards development
shall be under the jurisdiction of the IEEE-SA
Standards Board and subject to its rules of standards
development, as outlined in clause
5 of the IEEE-SA Standarsd Board Operations
Manual.
1)
Authorize the formation of study groups to determine
if a Project
Authorization Request should be created.
2) If the Sponsor is the IEEE-SA Corporate Advisory
Group (CAG), communicate with IEEE Societies and Standards
Coordinating Committees that serve as standards
sponsors to ensure that appropriate liaison channels
are established
3) Review amendments to the operating procedures of
entity standards working groups and ensure that they
are not in conflict with IEEE and not-for-profit corporation
laws
4) Provide mentoring support at the standards initiation
phase and throughout the standards development process,
as needed
5) Maintain established policies and procedures that
allow working groups to begin technical work rapidly
6) Ensure that working groups engage dedicated
support services to expedite the standards development
process
7) Ensure working groups are made up of at least three
(3) entity participants
8) Form a balloting group for
approval of proposed standards. This group may be
the Sponsor, provided that it meets the criteria for
composition given in subclause
5.4.1 of the IEEE-SA Standards Board Operations
Manual.
The Sponsor shall have a Chair,
a Vice-Chair, and a Secretary. The office of Treasurer
is suggested if significant funds are involved in
the operation of the sponsor.
If a vacancy occurs in an officer
position, the Sponsor shall run an election to fill
the vacant position. The entity member whose representative's
status has changed can request re-election to that
officer position by submitting a new representative
candidate to run for election to the vacant officer
position.
The Vice-Chair shall carry out the Chair's duties
if the Chair is temporarily unable to do so or chooses
to recuse him- or herself (i.e., to give a technical
opinion).
5.3
Secretary
This
clause may be modified.
The Secretary shall:
1) Distribute the agendas at
least 14 calendar days before meeting
2) Record and have published minutes of each meeting
within 60 calendar days of end of meeting
3) Maintain the membership roster
4) Schedule meetings in coordination with Chair with
notices to interested parties with at least 30 calendar
days notice
5) Be responsible for the management and distribution
of Sponsor documentation
6) Maintain lists of unresolved issues, action items,
and assignments
This clause shall be included
and shall not be modified.
Voting membership in the Sponsor shall be in accordance
with the procedures of the IEEE body that established
the Sponsor.
6.1 Overview
This clause shall be included
and shall not be modified.
Voting membership in an entity
sponsoring group shall be by individuals, by entities,
or by both individuals and entities. If an entity
participates in a sponsor body, the entity shall have
one Designated Representative (DR) and may have more
than one alternate (DRA) participating in the entity
sponsoring group. The Corporate Member Representative
of the entity determines the DR/DRA for the entity
sponsoring group. The assignment of a DR/DRA can change
throughout the life of the sponsor. It is the entity's
responsibility to notify the Secretary of changes
to the DR/DRA assignment. Only the DR is eligible
to vote on behalf of the entity for all sponsor matters.
If the DR is unable to vote at a meeting, one DRA
will be recognized at the start of the meeting to
vote on the DR's behalf. Membership shall give the
DR the right to vote on all sponsor matters.
The Chair shall review the voting membership list
annually and submit it to the IEEE Standards Department
in electronic form. Voting members are expected to
fulfill the obligations of active participation. Membership
status is maintained through consistent participation
at meetings and through sponsor votes.
6.2
Sponsor membership requirements
This
clause may be modified.
Voting membership in the sponsor shall be granted
automatically to those participants attending the
first sponsor meeting and upon their request. Thereafter,
membership shall be granted after the participant
attends two consecutive meetings of an existing sponsor
and also requests membership status.
The member is expected to attend meetings as required
by these procedures. The Secretary records attendance
for members who attend at least 50% of a meeting's
duration. Attendance at a meeting via teleconferencing
and/or electronic means, e.g., Internet conferencing,
shall count towards the attendance requirements.
Each member is expected to vote on at least 75% of
the ballots.
If a member misses two consecutive meetings, its membership
status shall be revoked. The Chair shall notify, in
writing, a member who fails to attend two consecutive
meetings and that has therefore lost its membership.
A member that has lost its voting privileges shall
have its voting privileges reinstated by attendance
at two consecutive meetings of the sponsor and upon
request for member status. All voting privileges and
rights shall be restored after attending the second
consecutive meeting. If, for reasons of personal hardship,
a member cannot attend two consecutive meetings (but
that entity continues to vote in ballots taken between
meetings), the sponsor will be consulted on the status
of that member.
6.3
Sponsor membership voting roster
This clause shall be included
and shall not be modified.
The Secretary shall maintain
a current and accurate roster of voting members for
the Sponsor and shall distribute it to the members
upon request. All changes to the roster shall be forwarded
to the Chair immediately. The roster shall include
the following:
This clause shall be included
and shall not be modified except to include additional voting actions.
Approval of an action requires
an approval vote from a majority of those votes cast
from those entitled to vote at the time of a vote (either
at a meeting or by electronic ballot), provided a quorum
is present. Those able to vote shall be official members
of the sponsor. Notification of the potential for action
shall be included on any distributed agendas for meetings.These
actions include
1) Adoption of new or revised
Sponsor procedures, interest categories, or revisions
thereof
2) Formation of a subgroup, including
its procedures, scope and duties
This clause shall be included
and shall not be modified.
A sponsor quorum must be identified
before the initiation of sponsor business. A quorum
shall be defined as a simple majority of the sponsor
membership (e.g., the Designated Representative or
Alternate Designated Representative of each entity).
If a quorum is not present, a sponsor vote cannot
be taken. If a quorum is not present, actions may be
taken subject to confirmation by a subsequent letter
or electronic ballot.
This clause shall be included
and shall not be modified.
The Sponsor authorizes assembly
of the IEEE
Standards Sponsor balloting group for the purpose
of voting on standards; each member of the balloting
group classifies itself relative to the scope of the
standards activity. The entity and organizational
members of the IEEE-SA will be engaged in the entity
balloting process through offers to participate in
the balloting pools for draft entity projects. Consequently,
each entity and organizational member will be given
the opportunity to join the balloting group of every
entity ballot. The balloting group must have at least
5 members. The sponsor must ensure balance through
the interest categories determined for each ballot
group. The IEEE-SA
Balloting Center shall be used to ballot all entity
standards projects.
Members of the balloting group shall
meet the requirements of subclause
5.4.1.1 of the IEEE-SA Standards Board Operations
Manual and may include
1) IEEE-SA entity members
2) Any materially effected and interested entities
who pay the appropriate fee
Three interest categories
are recommended for use in entity ballots: user, producer,
and general interest. If necessary, in the interests
of balance and representation, other categories may
be established by the Sponsor (e.g., supplier, distributor,
academia, government, professional organization, service
provider).
No classification may consist of
50% or more of the balloting group membership. Care
shall be taken to assure all interest categories are
represented to the extent possible. Refer to 5.4.1.1
in the IEEE-SA Standards Board Operations Manual.
This clause shall be included
and shall not be modified.
The policies of subclause
5.5 of the IEEE-SA Standards Board Bylaws
and subclause
5.9 of the IEEE-SA Standards Board Operations
Manual shall be followed.
This clause shall be included
and shall not be modified.
The Sponsor recognizes the
right of appeal. Technical and procedural appeals
are acceptable for the Sponsor. Every effort should
be made to ensure that impartial handling of complaints
regarding any action or inaction on the part of the
Committee is performed in an identifiable manner.
If the Sponsor must conduct an appeal, it shall model
its appeals process on the appeals processes of the
IEEE-SA Standards Board.
This clause shall be included
and shall not be modified.
Public position statements
to external bodies shall comply with subclause
5.1.4 of the IEEE-SA Standards Board Operations
Manual. Statements to external bodies shall not
be released without prior approval by the Sponsor,
which requires a majority vote. All public position
statements concerning the IEEE-SA corporate standards
program must be approved by the CAG and the IEEE-SA
BOG.
The Sponsor may prepare press
releases and other forms of publicity to promote its
activities. Please see subclause
5.1.4 of the IEEE-SA Standards Board Operations
Manual for further instructions. Publicity concerning
intellectual property protection regimes, including
trademarks and conformance programs, may also be developed.
