4.2.2 Draft copyright statements

All IEEE drafts are obligated to carry statements of copyright, as indicated by the PAR. As per legal counsel, the following information shall appear at the bottom of the title page of every IEEE Standards draft (please note that <current year> shall be replaced with the current year of distribution):

Copyright © <current year> by the IEEE.
Three Park Avenue
New York, NY 10016-5997, USA
All rights reserved.

This document is an unapproved draft of a proposed IEEE Standard. As such, this document is subject to change.USE AT YOUR OWN RISK! Because this is an unapproved draft, this document must not be utilized for any conformance/compliance purposes. Permission is hereby granted for IEEE Standards Committee participants to reproduce this document for purposes of international standardization consideration. Prior to adoption of thisdocument, in whole or in part, by another standards development organization, permission must first be obtained from the IEEE Standards Activities Department (stds.ipr@ieee.org). Other entities seeking permission toreproduce this document, in whole or in part, must also obtain permission from the IEEE Standards Activities Department.

IEEE Standards Activities Department
445 Hoes Lane
Piscataway, NJ 08854, USA

The following information shall appear on every page of the draft, at the bottom of the page:

4.2.3 Draft labeling

All copies of the draft shall be clearly labeled to reflect that they are not yet approved standards. The title of the document shall start with the word Draft. The term IEEE shall not be used in a title until a standard is approved by the IEEE-SA Standards Board. The draft designation and the date of the draft shall appear in the upper right corner of each page of the draft. The designation and date shall not be combined. (See Annex B for examples of appropriate draft labeling.)

The IEEE standards designation shall be structured, at a minimum, as IEEE Pxxx/DXX, where xxx represents the specific designation and XX represents the specific draft version of that document (see Table 1 for examples of designation formats). Draft versions shall be maintained, and are most important during a ballot; the draft number should be updated at least as often as the document is modified and/or recirculated.

Standards designations are allocated by the Administrator of the IEEE-SA Standards Board New Standards Committee (NesCom). Requests for specific designations should be submitted to the NesCom Administrator for consideration. Any additional labeling may be included at the discretion of the working group.

4.2.4 Corrections

Corrections or changes to the final balloted draft that do not affect the technical content of the standard (e.g., grammatical changes and changes to style) may be submitted along with the submission of the final balloted draft to the Review Committee (RevCom) for approval by the IEEE-SA Standards Board. The corrections or changes to the final balloted draft should be listed in a separate file, and a description should be provided to indicate where they are to be inserted into the text. If corrections are extensive, a new corrected draft shall be submitted with changes clearly indicated by strikethroughs for deleted text and underscores for new text. Changes to figures or tables shall be clearly indicated. During the publication process, the IEEE Standards project editor will determine whether the corrections or changes are acceptable. Corrections or changes that are not accepted may be submitted for consideration in a future amendment, corrigendum, or revision of the standard. The corrections submitted after ballot shall be implemented as judged appropriate by the IEEE Standards project editor, i.e., corrections may or may not be implemented based on the judgement of the editor. If changes are required, another recirculation of the draft should be conducted, and the corrections should be included in the recirculated draft.

4.3 Submission of IEEE drafts to the IEEE-SA Standards Board

The electronic files (i.e., files submitted for Board review, as well as the source files) of the draft standard submitted to the IEEE-SA Standards Board shall be an exact match of the complete final version of the balloted draft. The submitted files shall include any unpublished draft references that are included as part ofthe normative references and any files developed by the working group for use with the standard. Any documents or files that are linked by cross-reference to an Internet location shall also be submitted to the IEEE-SA Standards Board and hosted on an IEEE Standards Web area. Appropriate permission shall be obtained for documents or files that are copyrighted by other organizations (see Clause 5). Any discrepancies regarding submitted files can cause serious delays in publication, and the IEEE-SA StandardsBoard may withhold approval until the correct electronic files are submitted.

For electronic submittal, the use of PC- or Macintosh-based file compression software to “zip” or “stuff” files onto a single CD-ROM or disk is preferred. File transfer via File Transfer Protocol (FTP) is also encouraged and preferred for delivery of large electronic files. Smaller files may also be transferred via email. Compressed files should be created as “automatically self-extracting” so that they can be opened by IEEE Standards Department staff without the need for expansion software.

The IEEE Standards Department accepts electronic graphics files and electronic documents using IEEE Standards templates, which are available from the IEEE Standards World Wide Web site <http://standards.ieee.org/resources/development/writing/writinginfo.html>, as follows:

—	Word processing programs: Files created in Microsoft Word® for Windows® and Macintosh® word processors are accepted.
—	Desktop publishing programs: Files created using the desktop publishing program Adobe FrameMaker® are accepted. Check with an IEEE Standards project editor before creating files in FrameMaker. For those working groups with the capability of working in SGML, please contact an IEEE Standards project editor.
—	Graphics programs: For information on creating and submitting graphics, see 16.1.

Working groups should consult with an IEEE Standards project editor for submission of files in formats other than those listed previously. Working groups should be aware that submission of documents in templates other than those provided by the IEEE may result in delays in the publication of the standard.

5. Permissions

5.1 General

Information included in IEEE standards shall meet the following requirement (as noted in the permission letters in Annex D):

The IEEE requires world rights for distribution and permission to modify and
reprint in future revisions and editions in all media known or hereinafter known.

5.2 Excerpts of copyrighted material from other organizations

When standards developers choose to use excerpts of copyrighted text, tables, or figures and possibly modify or adapt the material to suit their needs, permission to do so shall be requested from the copyright owner. It is strongly recommended; however, that copyrighted material be referenced rather than reprinted. Standards developers are encouraged to request permission from copyright owners as soon as the decision is made to include copyrighted material in a draft. As draft documents are made available to the public, the IEEE is required to acknowledge the ownership of any material that is not original. The following credit line shall be used in the event that specific language from the copyright holder is not available:

<Indicate material> reprinted from <copyright owner, title of publication>, year of publication.

Standards developers incorporating any previously copyrighted material into an IEEE standard shall obtain written permission from the copyright owner (see Annex D for sample permission letters), which in most cases is the publisher, prior to submittal to the IEEE-SA for Sponsor ballot. If excerpted material is inserted during ballot resolution, permission letters will be required before the recirculation ballot. The permission letters received from copyright owners shall be submitted as part of mandatory editorial coordination along with the draft at the start of ballot invitation, or to the staff liaison prior to a recirculation if the information is included during the ballot. All permission letters will be reviewed during the mandatory editorial coordination, and again when the draft is submitted to the IEEE-SA Standards Board for approval. If there are difficulties with obtaining permission responses, the working group may want to consider citing the information normatively rather than including an excerpt.

The sponsor is responsible for obtaining this permission. Any delay in obtaining the permission or agreement may result in approval conditional to receipt of permissions or it may delay publication of the standard. The sponsor is responsible for alerting the IEEE Standards Activities Department by email (stds.ipr@ieee.org) in instances where legal agreements or licenses are required. Working groups shall not negotiate agreements with outside entities with regard to IEEE standards. Sample letters of request and permission appear in Annex D. Please contact the IEEE Standards Activities Department ) with any (stds.ipr@ieee.org) questions about copyright and permission.

5.3 Adoption of independently-developed documents as potential IEEE standards

The submission of independently-developed documents for consideration as potential IEEE standards, for inclusion within IEEE standards, or to serve as base documents for standards development is also encouraged. In order to ensure unencumbered development from working group decisions through the consensus balloting process, standards developers shall obtain written permission release of unrestricted world rights to use a document as the basis for development of an IEEE standard and for all future revisions and editions of that standard in all media known or henceforth known and/or developed. The process of standards development may result in changes to the base document; the IEEE must maintain the right to amend the document as it sees fit to meet the needs of this process.

In some cases, as a part of the permission to use an independently-developed document as a potential IEEE standard, IEEE may need to establish a license agreement from the copyright owner allowing development and distribution of the standard. The copyright owner may also require that IEEE pay royalties or other valuable consideration on the use and distribution of the independently-developed document. The IEEE Standards Activities Department shall be alerted immediately by email (stds.ipr@ieee.org) so that IEEE-SA staff will have sufficient time to make necessary arrangements. Working groups shall not negotiate agreements with outside entities with regard to IEEE standards.

It is also recognized that, in giving permission to use the document as the basis for an IEEE standard, the copyright owner(s) do not forfeit the copyright to their original text and its future development outside of the IEEE; however, the copyright owner(s) must agree not to refer to their document as an IEEE standard. The copyright owner(s) will be credited for their initial development of the base document in the front matter of the approved IEEE standard. Contact the IEEE Standards Activities Department(stds.ipr@ieee.org) if there is reason to believe that a license agreement might be required.

6. Patents

The IEEE is not responsible for identifying patents or patent applications for which a license may be required to implement an IEEE standard, or for conducting inquiries into the legal validity or scope of those patents or patent applications that are brought to its attention. However, the IEEE Standards patent policy allows for the inclusion of patented technology if the working group believes that there is technical justification to do so (see Clause 6 of the IEEE-SA Standards Board Bylaws [B4] and 6.3 of the IEEE-SA Standards Operations Manual > [B6]). An appropriate notice statement will appear in any standard for which a patent letter of assurance (LoA) has been received at the time of publication. Public notices are contained in 6.3.1 of the IEEE-SA Standards Board Operations Manual [B6].

Since draft standards are made available to the public prior to approval by the IEEE-SA Standards Board, it is advisable to include the appropriate public notice. It is also necessary to request and receive an LoA from the patent holder prior to adding the “LoA received” statement to the draft. The patent holder is not obligated to provide such an assurance, but most agree to do so. If the patent holder does not agree to provide an LoA for known patents that may affect the practice of the standard, it may be necessary to include an additional notice. In any event, it is always advisable to request LoAs from patent holders as soon as possible once a decision has been reached to include the patented technology.

A Patent Letter of Assurance Request Form and additional information are available from the IEEE Standards Web site <http://standards.ieee.org/board/pat/index.html>.

Please note that any reference to patents or patent applications shall be made only in the front matter of the standard.

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