Policies and Procedures

Comprehensive information about IEEE-SA governance, as well as links to relevant governing documents and boards and committees that support the standards development lifecyle.

IEEE-SA STANDARDS BOARD OPERATIONS MANUAL

4. IEEE-SA Standards Board and committee procedures

4.1 IEEE-SA Standards Board

4.1.1 Transaction of business
Except as specified in the IEEE-SA Standards Board Bylaws and these procedures, business of the IEEE-SA Standards Board meeting will be conducted in accordance with the latest edition of Robert's Rules of Order.

4.1.1.1 Agenda
A preliminary agenda for each meeting shall be prepared by the Secretary and sent to the members of the IEEE-SA Standards Board, including liaison representatives, at least two weeks prior to a scheduled meeting. The preliminary agenda shall also be sent to the IEEE-SA Board of Governors (BOG).

A final agenda shall be presented at the time of the IEEE-SA Standards Board meeting. Recommendations to the IEEE-SA Standards Board from the committees of the IEEE-SA Standards Board shall be contained in an agenda item known as a "consent agenda." Prior to approval of the agenda, any member may request that an item on the consent agenda be removed and considered separately as part of the agenda. Adoption of the consent agenda as modified constitutes approval of all included items by unanimous consent. The balance of the agenda normally includes, in the order shown, the Chair's report, the Secretary's report, action items, information and discussion items, committee reports, and new business.

4.1.1.2 Minutes
The minutes of each meeting of the IEEE-SA Standards Board shall be distributed by the Secretary to voting members, liaison representatives, the IEEE-SA BOG, those present at the meeting, and anyone involved in an action of the IEEE-SA Standards Board within four weeks following the meeting. In reporting an official action of the IEEE-SA Standards Board, the minutes shall, on request of dissenters, contain a record of the dissenting votes. In addition, a listing of resolutions of each meeting of the IEEE-SA Standards Board shall be publicly distributed by the Secretary within four weeks following the meeting.

4.1.1.3 Project Authorization Requests (PARs)
PARs that have been submitted by Sponsors to the Secretary of the IEEE-SA Standards Board by the established deadline shall be submitted by the Secretary of the New Standards Committee (NesCom) for review. Notification of this distribution shall be given to all members of the IEEE-SA Standards Board. (For additional information on the procedures of NesCom, see 4.2.2.)

4.1.1.4 Submittal of proposed standards
Proposed standards, together with the required documentation, that have been submitted by Sponsors to the Secretary of the IEEE-SA Standards Board by the established deadline shall be submitted by the Secretary to the Standards Review Committee (RevCom) for review. Notification of this distribution will be given to all members of the IEEE-SA Standards Board. (For additional information on the procedures of RevCom, see 4.2.3.)

4.1.1.5 Confidentiality Statements and Copyright Notices on Communications
The IEEE-SA Standards Board and its committees operate in an open manner. To that end, no material submitted to the IEEE-SA Standards Board or its committees will be accepted or considered if it contains any statement that places any burden on the recipient(s) with respect to confidentiality or copyright. Any communication, including electronic mail, containing language with such restrictive wording will not be accepted or considered.

It should be noted that this policy does not apply to IEEE copyrighted materials, such as draft standards, or to materials to or from IEEE counsel appropriately classified as attorney-client privileged. In the event that copyrighted materials are to be incorporated in an IEEE standard, an acceptable copyright release or assignment must be obtained from the copyright owner prior to approval of the standard by the IEEE-SA Standards Board.

4.1.2 Liaison representatives
The Secretary of the IEEE-SA Standards Board shall circulate the following information to the liaison representatives for review and action:

a) Each IEEE Project Authorization Request (PAR) submitted for approval. The liaison representative is expected to review each request to see if his or her organization has a substantial interest in the project.

b) Agenda for each IEEE-SA Standards Board meeting. This should be reviewed to determine if there is any item on the agenda of substantial interest to the organization. The liaison member should be present, if necessary, to support the interests of the organization.

c) Minutes of meetings of the IEEE-SA Standards Board. This shall include action taken on PARs and draft standards.

d) Notice of assignment of a standards project. When the IEEE-SA Standards Board, on its own initiative, agrees on the need for a standard, a request to develop the standard shall be sent to the liaison representative of the Society and/or the Standards Coordinating Committee (SCC) having primary interest in the subject. The liaison representative is expected to assign the project to the appropriate technical unit as Sponsor for the development of the standards project.

e) Status Reports. The liaison representative shall review any sections of the project reports that may be assigned to his or her organization and notify the Secretary of the IEEE-SA Standards Board of any corrections and revisions. The liaison representative should ensure that action is taken to revise all standards assigned to the Society within ten years of the date of approval. The liaison representative should monitor work being done on all standards projects and report any changes in the status of the standards to the Secretary of the IEEE-SA Standards Board.

4.2 Standing committees of the IEEE-SA Standards Board [2]

4.2.1 Procedures Committee (ProCom)
This committee shall review proposed modifications to the IEEE-SA Standards Board Operations Manual and the IEEE-SA Standards Board Bylaws and submit its recommendations for a vote of the IEEE-SA Standards Board. It shall hold meetings as the need requires.

This committee shall review proposed modifications to the IEEE Standards Style Manual PDF format and submit its comments to IEEE-SA Staff.

4.2.2 New Standards Committee (NesCom)
This committee shall examine Project Authorization Requests (PARs) and make recommendations to the IEEE-SA Standards Board regarding their approval. Such forms shall be reviewed in detail to make certain that all necessary information has been properly provided.

4.2.3 Standards Review Committee (RevCom)
This committee acts in an advisory capacity to the IEEE-SA Standards Board by making recommendations on the approval or disapproval of standards submitted for IEEE-SA Standards Board approval or adoption.

Approval or adoption of a standard requires a consensus of RevCom that the requirements of the procedures of RevCom and those of the IEEE-SA Standards Board have been satisfied. Specifically, this means that the final results of the ballot and statements submitted by balloters who participated in the development of the standard indicate that consensus has been achieved and unresolved negative ballots have been properly considered, together with reasons why the comments could not be resolved.

4.2.3.1 RevCom agenda
A preliminary agenda for each RevCom meeting shall be prepared by the Secretary of the IEEE-SA Standards Board or a designated person and distributed to RevCom members at least 30 days[3] prior to a scheduled meeting of RevCom. Included with the agenda shall be a list of all proposed standards to be presented to the IEEE-SA Standards Board for approval. At the same time the agenda, without supporting documentation, shall be sent to all members of the IEEE-SA Standards Board, liaison representatives, and other organizations and persons. The agenda is to be sent to all persons and organizations that have expressed an interest in the standards activities of the IEEE.

4.2.3.2 Review of draft standards
The RevCom Administrator shall distribute a copy of each proposed standard to the members of RevCom, together with the submittal form and any other pertinent information, for review. An IEEE-SA Standards Board member or the liaison representative may request a copy of the proposed standard from the RevCom Administrator. RevCom members are responsible for reviewing the documents and submitting comments to the RevCom Administrator. All comments and objections with reasons shall be distributed by the RevCom Administrator to RevCom members and the liaison representative of the Sponsor.

All requests for approval of a standard shall be reviewed by RevCom to ensure that the submittal is complete and that appropriate IEEE procedures are followed completely and correctly (see the IEEE-SA Standards Board Working Guide for Submittal of Proposed Standards).

Examples of some of the points that must be carefully analyzed are given in the following paragraphs:

  • Title of Document. The title on the draft document and submittal form shall be within the scope as stated on the most recently approved PAR, or action(s) shall be taken to ensure this.
  • Coordination. Mandatory coordination comments shall be addressed. If the Sponsor believes that satisfying specific mandatory coordination comments will impede the utility of the draft standard, appropriate documentation of this position shall be presented to RevCom.
  • Ballot Summary. A ballot summary of the vote of the members is required, e.g., showing the classification of members of the balloting group and including comments accompanying unresolved negative ballots. For complete details, see 5.4.1 and 5.4.3.
  • Balloting Group. The balloting group shall be formulated according to 5.4.1.
  • Classification of Balloting Body. Classification of the balloting body shall be in accordance with 5.4.1.
  • Comment responses. All comments shall receive consideration and response in accordance with 5.4.3.

4.2.3.3 Sponsor representation at RevCom
At the suggestion of the Secretary, the Sponsor may send a representative to the RevCom meeting at which a proposed standard having unresolved negative comments is to be reviewed. The Secretary shall ensure that the representative receives a copy of all comments, objections, and negative RevCom votes with reasons. The Sponsor representative shall be given an opportunity to discuss them at the meeting.

4.2.3.4 Proponents and objectors to actions before RevCom
Proponents and objectors to actions before RevCom may attend meetings to present their views. When negative comments are received in advance from RevCom members, the Sponsor shall be invited to send a representative(s) to the RevCom meeting to answer questions and help resolve issues.

4.2.3.5 Dissenting opinions
At the request of any member of RevCom, a recommendation may be accompanied by a statement in disagreement with the recommendation. While there seldom is a "minority" position, the IEEE-SA Standards Board shall be informed of significant controversies.

4.2.4 Audit Committee (AudCom)
This committee shall make routine reviews and inspections to assure that each standards-developing entity, through its Sponsor and Working Group policies and procedures (P & P), is adhering to the procedures described in the IEEE-SA Standards Board Bylaws and the IEEE-SA Standards Board Operations Manual. It will make recommendations as appropriate to advise the standards-developing entities of changes that are needed. The committee shall periodically issue reports to the IEEE-SA Standards Board, summarizing its findings and making recommendations as appropriate for Standards Board action.

The committee shall develop sets of basic Sponsor and Working Group operating procedures for standards development and shall use such operating procedures as a baseline when performing audits of P & P.

4.2.4.1 AudCom review of Sponsor P & P
AudCom recommends to the IEEE-SA Standards Board the following actions concerning IEEE-SA Sponsor P & P:

-- Accepted

-- Not accepted

-- Visibly under development

A Sponsor's P & P shall be determined by AudCom to be visibly under development or accepted by AudCom before performance of any standards work (including but not limited to: PAR actions, Sponsor ballot actions, etc.) by that Sponsor is authorized by the IEEE-SA Standards Board to commence.

After a Sponsor's P & P have been submitted to AudCom and an AudCom member is assigned as mentor to review the document, the P & P may be determined by AudCom to be visibly under development. The P & P will remain in such a state until AudCom is either satisfied that they are complete and acceptable or that the Sponsor is no longer responsive to AudCom and that the P&P are not acceptable.

AudCom will ensure that each Sponsor has based its P & P on the appropriate Sponsor procedures (e.g., individual, entity, SCC Type 1, or SCC Type 2) available from the IEEE-SA.

Sponsor P & P shall be subject to review by AudCom every five years to ensure currency. However, if a Sponsor revises its P & P prior to its next scheduled AudCom review, the Sponsor shall immediately submit its revised P & P to AudCom for review and acceptance.

The IEEE Standards Sponsor P & P document accepted by AudCom shall be the official policies of that Sponsor and shall reside online on the IEEE-SA Standards Board AudCom website. No other copy shall be designated as the official copy. Links to the IEEE-SA Standards Board AudCom website are encouraged.

4.2.4.2 AudCom review of Working Group P & P
It is the responsibility of the Sponsor (see 5.1.2) to approve the P & P of its working groups involved in the technical development work of a standard. However, at any time, AudCom may select a working group on which to conduct a WG P & P audit, from the various working groups that the Sponsor has active at the time. At least one of a Sponsor's WG P & P shall be subject to review by AudCom every five years to ensure currency. AudCom will conduct the review based on comparison to the then-current baseline WG P & P available from IEEE-SA.

AudCom will review the WG P & P of the selected working group and, if no issues are found, will report this to the IEEE-SA Standard Board. If issues are identified with the selected WG P & P, AudCom will suggest revisions. AudCom may also require review of additional WG P & P of other working groups for the Sponsor. If issues are not resolved in a reasonable time, or significant issues are found among the WG P & P of several working groups, AudCom may recommend to the IEEE-SA Standards Board that the Sponsor's Working Group P & P be considered "not accepted", and that Sponsor standards development activities be stopped. If issues exist but progress is being made, AudCom may recommend to the IEEE-SA Standards Board that the Sponsor's Working Group P & P be considered "visibly under development".

Stopping of standards development activities includes PAR submissions, Sponsor ballot activities, etc.

4.2.5 Patent Committee (PatCom)
This committee reviews patent letters of assurance and other patent information submitted to the IEEE Standards Department. It examines issues brought to its attention regarding IEEE Standards development and patents, and makes recommendations as appropriate.

4.2.6 Continuous processing of IEEE-SA Standards Board and committee agenda items
In order to reduce the time involved in standards development, the IEEE-SA Standards Board and its committees may use continuous processing through electronic technologies to consider appropriate agenda items. Each agenda item to be considered under this methodology shall be carefully appraised as to its suitability for this process. The IEEE-SA Standards Board and its committees should establish means for continuous processing according to their unique needs. These methods are publicly available by contacting the Secretary of the IEEE-SA Standards Board.

Any votes taken by the IEEE-SA Standards Board during continuous processing are subject to the provisions stated in subclause 5.1 of the IEEE-SA Standards Board Bylaws.

4.3 Forming a Standards Coordinating Committee (SCC)
The IEEE-SA Standards Board will consider petitions from persons who outline the desirability of an SCC type 1 or SCC type 2, defined in subclause 4.3.1 of the IEEE-SA Standards Board Bylaws.

4.3.1 Notification of affected IEEE Societies and Councils
A proposal to create a new SCC type 1 or SCC type 2 or to change the scope of an existing SCC shall first be submitted to all IEEE Society/Council Presidents whose scopes of activity are related to the program of work to be covered by the proposed SCC or affected by a proposed change in the scope of an existing SCC.

4.3.1.1 New SCC
For proposed new SCCs, the notification shall include

a) A scope of work for the SCC.

b) Supporting material demonstrating the need for and feasibility of the SCC.

c) A statement explaining why the SCC should undertake the sponsorship of standards in a particular subject area rather than the current committees of IEEE Societies or Councils.

d) A nominee for chair, including a statement of his or her willingness to serve.

e) A budget that estimates annual resource requirements and identifies sources of revenue to support the activity.

f) An opportunity for the IEEE Society/Council to sponsor the work.

Notified Presidents shall be requested to respond to the notification indicating whether the IEEE Societies/Councils they represent would be willing to sponsor the work. The response date should be set to be prior to the proposed submission to the IEEE-SA Standards Board. A period of at least three months should be given to respond to the notification.

4.3.1.2 Change in scope of an existing SCC
The notification for changes in the scope of an existing SCC shall include

a) The proposed scope change.

b) Supporting material demonstrating the need for and feasibility of the change.

c) Recommendations for any changes in current sponsorship.

d) Any change in budget and other resource requirements.

Notified IEEE Society/Council Presidents shall be requested to respond to the notification. The response should be set to be prior to submission of the proposed scope change to the IEEE-SA Standards Board. A period of at least three months should be given to respond to the notification.

4.3.2 Proposal to the IEEE-SA Standards Board
A proposal to create a new SCC type 1 or SCC type 2 or to revise the scope of an existing SCC shall be submitted to the IEEE-SA Standards Board. The proposal shall include all of the information in items a) through f) of 4.3.1.1 for new SCCs and in items a) through d) of 4.3.1.2 for changes in scope of an existing SCC that was submitted to the IEEE Society/Council Presidents. It shall also include documentation of any responses or indication of a lack of response from IEEE Society/Council Presidents.

Consideration of proposals for a new SCC or a change in scope of an existing SCC by the IEEE-SA Standards Board shall take no longer than six months without notification to the submitter.

In considering approval of a new SCC, the IEEE-SA Standards Board shall evaluate the need for and feasibility of the proposed SCC. If the IEEE Societies/Councils have indicated a willingness to serve as the standards Sponsor, the IEEE-SA Standards Board will evaluate their expertise and breadth of knowledge to sponsor the work.

For changes in an existing SCC scope, the IEEE-SA Standards Board shall evaluate the appropriateness of the scope change and the feedback received from the IEEE Society/Council Presidents.

If the formation or revised scope of the SCC is approved, the Chair of the IEEE-SA Standards Board shall formally notify the IEEE Society/Council Presidents and invite their participation by naming member(s) to the SCC from the various IEEE Societies/Councils. Notification shall also be sent to the members of the IEEE-SA BOG and announced in appropriate media.

4.4 Organization of SCCs

4.4.1 Membership
Membership in the IEEE-SA is encouraged for all SCC members.

4.4.2 Officers of an SCC
Each officer shall be an IEEE member of any grade except Student grade and shall be a member of the IEEE-SA.

The IEEE-SA Standards Board Chair shall appoint the chair of each SCC. The appointment shall be for the calendar year, but the SCC Chair may, at his or her discretion, serve until a successor is appointed.

Other SCC officers (e.g., vice chair and secretary) are chosen as provided in the approved SCC Operating Procedures.

The IEEE-SA Standards Board Chair has the authority to remove an officer of an SCC.

4.4.3 Membership in an SCC type 2
The members of an SCC type 2 and its subcommittees are appointed by one or more of the following:

a) The SCC Type 2 Chair,

b) An IEEE Society,

c) The IEEE-SA Standards Board.

4.5 Responsibilities of SCCs
The chair of an SCC (types 1 and 2) shall submit a written report each year to the IEEE-SA Standards Board for approval. This report should contain the scope, activities, budget and expenses, and meeting schedules, along with the membership roster. The roster shall indicate the IEEE membership status and society affiliation of each member. The SCC chair may also be asked to give an oral report to the IEEE-SA Standards Board every three to four years.

Interested Societies of the IEEE may designate members to an SCC who then function as official representatives of the Society. The IEEE-SA Standards Board may designate representatives of outside organizations as additional members.

Each member of an SCC who is an official representative of a Society, technical committee, or outside organization may have a single designated alternate to act on behalf of the member in his or her absence. Alternates for other members shall not be permitted.

An SCC may establish subcommittees as necessary to perform its function. The formation of non-technical (e.g., administrative) subcommittees requires prior approval by the IEEE-SA Standards Board.

4.6 Disbanding a Standards Coordinating Committee (SCC)
The IEEE-SA Standards Board should consider the disbandment of an SCC if any of the following applies:

-- The SCC leadership is nonresponsive to requests for annual reports, minutes, or status.

-- The membership or activity of the SCC is no longer representative of its stated scope.

-- The SCC's P & P are found to be deficient or out of date and the SCC does not initiate corrective action.

-- There is no current SCC chair and a suitable replacement chair cannot be found.

-- The requirement to submit a written, annual report to the IEEE-SA Standards Board is not met.

-- There have been no meetings of the SCC or any of its subcommittees within the last 12 months and none are scheduled.

-- Coordination is no longer needed and an IEEE Society/Council is willing to assume responsibility for the SCC's standards.

-- The SCC requests dissolution.

Go to next clause

Footnote:
[2] Note that not all committee operations are detailed here.
[3] Throughout this document, the term "days" shall mean calendar days.