FAQs - Formation of Balloting Groups

An invitation is a process by which Sponsor balloting groups are formed. Through this process, an announcement (invitation) of the formation of a ballot group is sent to individuals who signed up for "Activity Areas" associated with the subject matter of the forthcoming sponsor ballot. Those who enroll in the ballot group by logging onto myBallot with their IEEE Web Account, and who are either IEEE-SA members or who have paid a per-ballot fee, will then form the ballot group for that standard. The Ballot Group is comprised of those individuals who will actually review, comment and vote on the proposed standard.
The invitation process helps to filter out individuals who might not respond to the ballot announcement (due to lack of technical expertise or interest), and helps assure that the ballot will receive the required 75% return rate.

When is a project ready for a Sponsor ballot?

A project is ready for a Sponsor ballot when it has completed its working group (or technical committee) development. After the Sponsor ballot process is complete, the Sponsor will move the process toward final review by RevCom (the IEEE-SA Standards Board, Standards Review Committee) and approval by the IEEE-SA Standards Board.

How does one start this process?

When the Sponsor is ready to form the ballot group, the Sponsor will log onto myBallot and begin the invitation process by clicking on the "Submit Invitation Request" function. When complete, the designated IEEE Staff Liaison will review the request and approve the invitation request. Once approved, the invitation period opens and ballot group formation begins.

Who is in the Activity Area?

Activity Areas are made up of standards developers, reviewers and other interested parties who have expressed an interest in the subject matter of that committee, working group or project. A person can join an Activity Area by logging onto myBallot (using his/her IEEE Web Account), and clicking the link for "Manage Activity Profile." An Activity Profile is composed of Activity Areas, customized by the individual setting it up.

If I do not have an Activity Profile, how do I create one?

A person can create an Activity Profile by logging onto myBallot (using his/her IEEE Web Account) and clicking the link for "Manage Activity Profile" on the login screen. You will see a list of Activity Areas (initially a list of Societies) -- by clicking on (+), you will expand the selection into its constituent components. The expansion proceeds as Societies --> Committees --> Working Groups --> Projects. Beside each committee is a selection box which may be checked or unchecked to indicate your interest.

Selection at the Committee or Working Group level indicates that you are interested in the work of the Committee or Working Group *in general*, either because you are interested in the managerial aspects or general work of the constituency rather than a specific project; or because you wish to be notified of invitations to ballot within the respective Committee or Working Group.

Making a selection at the Project level indicates that you are interested in the Technical work of that specific project only..

How long does the invitation process take?

The invitation period usually stays open for 30 days, however this is at the discretion of the Sponsor Chair. Remember: our rules state that an invitation must remain open for a minimum of 15 days.

The invitation process is used to form the official ballot group. There must be at least 10 voters in the ballot group and it must be balanced. If the group is not balanced or if additional participants are desired, the Sponsor can extend the invitation period by using the "Extend Invitation" function in the myBallot system. The "Extend Invitation" function is in the "View Invitation Summary" screen of myBallot.

What if I have additional questions about ballot group formation?

For further information, email the IEEE-SA Balloting Center, or contact your IEEE Staff Liaison.

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