IEEE SA STANDARDS BOARD OPERATIONS MANUAL
IEEE owns the copyright of draft IEEE standards, approved IEEE standards, draft Industry Connections Work Products, and Work Products released or published by an Industry Connections activity (see 7.2 of the IEEE SA Standards Board Bylaws).
Contributions made by participants in an IEEE SA standards development or Industry Connections activity meeting, whether the Contributions are Published or not, are subject to the IEEE SA Copyright Policy set forth in Clause 7 of the IEEE SA Standards Board Bylaws.
The IEEE SA Copyright slide shall be either presented at the beginning of every IEEE SA standards development or Industry Connections activity meeting, or distributed prior to the meeting along with the meeting agenda. If the slide is distributed with the meeting agenda, all meeting participants shall be informed at the beginning of the meeting that all material submitted during the meeting is a Contribution and is subject to the IEEE SA copyright policy. The presentation of the slide or the notice to meeting participants shall be documented in the minutes of the meeting.
18.104.22.168 Project Authorization Request (PAR)
At the time a PAR is submitted for approval, any known previously Published material and/or Public Domain material intended for inclusion in the proposed IEEE standard shall be identified on the PAR. The Working Group Chair is responsible for obtaining written permission to use all previously Published material prior to the start of the initial ballot or prior to the next recirculation ballot if the excerpted material is to be inserted during comment resolution.
22.214.171.124 Industry Connections Activity Initiation Document (ICAID)
At the time an ICAID is submitted for approval, any known previously Published material and/or Public Domain material intended for inclusion in the proposed Industry Connections Work Product shall be identified on the ICAID. The Chair of an Industry Connections activity is responsible for obtaining written permission to use all previously Published material prior to inclusion of the material in an Industry Connections Work Product.
6.1.2 Contributions from previously Published sources
Participants in an IEEE Standards group or Industry Connections activity who intend to submit Contributions containing excerpted content from previously Published sources shall first notify the Chair of the need for permission, and should assist the Chair in obtaining that permission. The Working Group shall not accept as a Contribution, place on an IEEE server or standards developing group or activity document repository, or include in an IEEE document any material that was previously Published without first obtaining permission for use of the material from the copyright owner or a person with the authority or right to grant copyright permission. Working Group and Industry Connections activity Chairs are responsible for requesting and obtaining permission from external entities and for forwarding the completed response forms to IEEE.
IEEE Permission Form Letters (.zip) should be used to request and grant such permissions. Permission Form Letters to use material unchanged or modified are available online (.zip). Agreements that do not conform to the IEEE Permission Form Letters are possible, but such requests shall be in writing and shall be approved by IEEE SA staff.
a) The document is an unapproved draft of a proposed IEEE standard
b) The document is subject to change
c) The document shall not be utilized for conformance/compliance purposes.
The IEEE Standards Style Manual (PDF) provides example text to meet the above requirements.
126.96.36.199 Draft distribution to participants
Participants in an active IEEE standards development project are entitled to receive a copy of draft standards produced by that project without charge. The Working Group Chair of the project determines whether an individual (for individual projects) or entity (for entity projects) meets the requirements for participation.
188.8.131.52 Draft distribution for adoption consideration
If a Working Group intends to coordinate drafts of a project for possible adoption of the approved standard by a national, regional, or international standards-developing organization, the Standards Committee and Working Group Chair shall jointly develop a plan with the IEEE Standards Department. IEEE may require an agreement prior to any adoption.
184.108.40.206 Draft distribution for coordination
If a Working Group intends to coordinate drafts of a project with a standards-developing organization or technical organization involved in the technology covered by that project, the Standards Committee and Working Group Chair shall work with the IEEE Standards Department to establish the liaison relationship, subject to the IEEE SA Liaison Organization Guidelines for the Provision of Draft IEEE Standards. Once the relationship has been established, the Working Group Chair may submit drafts to the liaison organization for coordination. Prior to, or simultaneously with, the submission of a draft to the liaison organization, the Working Group Chair shall inform the IEEE Standards Department of the submission and shall also supply the relevant draft. The Working Group Chair shall immediately inform the IEEE Standards Department when the liaison relationship is no longer needed.
All drafts submitted to liaison organizations shall have as its cover page a liaison organization cover letter that outlines the IEEE copyright, permitted uses, distribution mechanisms, and additional recipients of the draft. Template liaison organization cover letters are available from the IEEE Standards Department.
220.127.116.11 Other draft distribution
Requests for drafts other than described in subclauses 18.104.22.168 - 22.214.171.124 shall be directed to the IEEE Standards Department.
a) The Work Product is a draft
b) The Work Product is subject to change
c) The Work Product shall not be utilized for conformance/compliance purposes.
A draft Industry Connections Work Product may be distributed without charge to the participants for that Industry Connections activity. Other persons seeking permission to reproduce the draft Industry Connections Work Product, in whole or in part, must obtain permission from the IEEE Standards Department.
The IEEE SA Industry Connections activity document template provides example text to meet the above requirements.
6.2.1 IEEE standards
Provisions involving business relations between buyer and seller such as guarantees, warranties, and other commercial terms and conditions shall not be included in an IEEE standard. The appearance that a standard endorses any particular products, services, or companies shall be avoided. Therefore, it generally is not acceptable to include manufacturer lists, service provider lists, or similar material in the text of an IEEE standard. Where a sole source exists for essential equipment, materials, or services necessary to comply with or to determine compliance with the standard, it is permissible to supply the name and address of the source in a footnote as long as the words "or the equivalent" are added to the reference. In connection with standards that relate to the determination of whether products or services conform to one or more standards, the process or criteria for determining conformity can be standardized as long as the description of the process or criteria (a) is limited to technical or engineering concerns and does not include what would otherwise be a commercial term, and (b) does not provide for testing conformance with any commercial terms.
6.2.2 Industry Connections Work Products
Provisions involving business relations between buyer and seller such as guarantees, warranties, and other commercial terms and conditions shall not be included in an IEEE Industry Connections Work Product, except for provisions approved by the IEEE in connection with the sale or license of the IEEE Industry Connections Work Product by the IEEE or by an agent authorized by the IEEE. While an Industry Connections Work Product may contain references to products, services, or companies, an Industry Connections Work Product shall not endorse or appear to endorse any particular products, services, or companies.
The patent policy is set forth in clause 6 of the IEEE SA Standards Board Bylaws and is incorporated herein by reference.
Letters of Assurance are to be e-mailed, faxed, or mailed to the IEEE Standards Association (to the attention of the PatCom Administrator). The PatCom Administrator shall accept each Letter of Assurance that is complete and is received from an individual within the issuing organization whose title suggests authority for intellectual property and legal matters. The PatCom Administrator's duties with regard to Letters of Assurance shall be purely ministerial (i.e., without regard to or exercise of the PatCom Administrator's discretion regarding the content of the Letters of Assurance received). For each Accepted Letter of Assurance, the PatCom Administrator shall record the date on the signed Letter of Assurance and the date upon which the IEEE accepted such. The chair or the chair's delegate of an IEEE standards-developing working group or the chair of a Standards Committee shall request a Letter of Assurance from Affiliates specifically excluded on an Accepted Letter of Assurance.
Upon written request, the IEEE will make available copies of any Accepted Letter of Assurance and its attachments. Letters received after 31 December 2006 shall be posted on the IEEE SA website.
Attention is called to the possibility that implementation of this standard may require use of subject matter covered by patent rights. By publication of this standard, no position is taken by the IEEE with respect to the existence or validity of any patent rights in connection therewith. If a patent holder or patent applicant has filed a statement of assurance via an Accepted Letter of Assurance, then the statement is listed on the IEEE SA website. Letters of Assurance may indicate whether the Submitter is willing or unwilling to grant licenses under patent rights without compensation or under reasonable rates, with reasonable terms and conditions that are demonstrably free of any unfair discrimination to applicants desiring to obtain such licenses.
Essential Patent Claims may exist for which a Letter of Assurance has not been received. The IEEE is not responsible for identifying Essential Patent Claims for which a license may be required, for conducting inquiries into the legal validity or scope of Patents Claims, or determining whether any licensing terms or conditions provided in connection with submission of a Letter of Assurance, if any, or in any licensing agreements are reasonable or non-discriminatory. Users of this standard are expressly advised that determination of the validity of any patent rights, and the risk of infringement of such rights, is entirely their own responsibility. Further information may be obtained from the IEEE Standards Association.
6.3.2 Call for patents
The chair or the chair's delegate of an IEEE standards-developing working group or the chair of a Standards Committee shall be responsible for informing the participants at a meeting that if any individual believes that Patent Claims might be Essential Patent Claims, that fact should be made known to the entire working group and duly recorded in the minutes of the working group meeting. This request shall occur at every standards-developing meeting once the PAR is approved by the IEEE SA Standards Board.
The chair or the chair's delegate shall ask any patent holder or patent applicant of a Patent Claim that might be or become an Essential Patent Claim to complete and submit a Letter of Assurance (PDF) in accordance with Clause 6 of the IEEE SA Standards Board Bylaws. Information about the draft standard will be made available upon request.
6.3.3 Inactive standards
All active IEEE standards are subject to periodic review for revision within ten years of IEEE SA Standards Board approval or transfer to inactive status (see clauses 2.2 and 5.3 of the IEEE SA Standards Board Bylaws and 9.2). Thus, any standard that incorporates patented technology may at some point in time be transferred to inactive status. Clause 6 of the IEEE SA Standards Board Bylaws contains policies concerning the period of validity for any Letter of Assurance received from a party regarding an Essential Patent Claim.
6.3.4 Multiple Letters of Assurance and Blanket Letters of Assurance
A Submitter may provide the IEEE with a Blanket Letter of Assurance only when the LOA indicates licensing assurance. A Submitter may submit separate Letters of Assurance providing different licensing positions for different potential Essential Patent Claims.
Over time, a Submitter may also provide multiple assurances for a given Patent Claim by submitting multiple Letters of Assurance for such claim. For Essential Patent Claims, each such Letter of Assurance shall be binding on the Submitter. Each potential licensee may choose to invoke the terms of any applicable Letter of Assurance accepted by the IEEE, with one exception: If a Submitter has signed and submitted a Letter of Assurance specifically identifying a Patent Claim before or concurrently with signing and submitting a Blanket Letter of Assurance, the Blanket Letter of Assurance cannot be invoked as to the specified Patent Claim. (The Submitter, however, may submit a separate specific Letter of Assurance offering the Blanket Letter of Assurance terms for the specified Patent Claim.) The intention of this paragraph is to permit the Submitter to offer alternative assurances, and to permit the potential licensee to choose from among the alternative assurances offered.
If, after providing a Blanket Letter of Assurance, the Submitter acquires an Essential Patent Claim or a controlling interest in an entity that owns or controls an Essential Patent Claim, the existing Submitter's Blanket Letter of Assurance shall apply to such acquired Essential Patent Claims unless the acquired entity or the prior holder of the acquired Essential Patent Claim has submitted a Letter of Assurance before the acquisition. Any Blanket Letter of Assurance submitted by the acquired entity or the prior holder of the acquired Essential Patent Claim before the acquisition shall continue to apply to acquired Essential Patent Claims covered by such assurance (but not to the acquirer's Essential Patent Claims). Letters of Assurance covering specified Essential Patent Claims shall continue to apply to specified Essential Patent Claims, whether acquired in the acquisition or held by the acquirer before the acquisition, as provided in this Operations Manual. Nothing in this paragraph shall prevent an acquiring party from asking a seller of an acquired Essential Patent Claim or an acquired entity to submit additional Letters of Assurance before closing of the acquisition.
6.3.5 Applicability of Letters of Assurance to Amendments, Corrigenda, Editions, or Revisions
An Accepted Letter of Assurance referencing an existing standard, amendment, corrigendum, edition, or revision will remain in force for the application of the Essential Patent Claim(s) to the technology specified in another amendment, corrigendum, edition, or revision of the same IEEE Standard but only if (a) the application of the technology required by the amendment, corrigendum, edition, or revision of the same IEEE Standard has not changed from its previous usage and (b) the same Essential Patent Claims covered by the prior Accepted Letter of Assurance remain Essential Patent Claims in the same IEEE Standard or revision thereof.
The Working Group Chair shall initiate a request for a new Letter of Assurance from a known Submitter when re-using portions of, or technologies specified in, an existing [Proposed] IEEE Standard, amendment, corrigendum, edition, or revision referenced in an Accepted Letter of Assurance in a different [Proposed] IEEE Standard.
6.4.1 Normative and informative
Normative material is information required to implement the standard and is therefore officially part of the standard. Informative material is provided for information only and is therefore not officially part of the standard.
The IEEE Standards Style Manual provides further information about notes and footnotes.
6.4.6 Normative references
Normative references are documents that contain additional material that is necessary to implement the standard. Thus, normative references are indispensable when applying the standard. Each normative reference shall be cited, and the role and relationship of each normative reference shall be explained in the body of the standard.
IEEE and other nationally or internationally recognized standards developing organizations (SDOs) are preferred as the source of normative references. Documents published by other organizations may be cited provided the document is publicly available at a cost that is not unreasonable at the date of publication of the IEEE standard. Documents that are cited as normative references, but that are developed by organizations that are not nationally or internationally recognized SDOs, shall include the edition or date of publication in the citation. References to standards that are not active are permitted, provided such standards are publicly available at the date of publication of the IEEE standard. Draft standards may be used as normative references if they are unambiguously dated, readily available, and retrievable at the date of publication of the IEEE standard. Please consult with an IEEE Standards project editor if such inclusion is necessary.
References to specific clauses or subclauses, tables, and figures of another document shall include the date of said document.
6.4.7 Shall, should, may, and can
The word shall indicates mandatory requirements strictly to be followed in order to conform to the standard and from which no deviation is permitted (shall equals is required to).
The word should indicates that among several possibilities one is recommended as particularly suitable, without mentioning or excluding others; or that a certain course of action is preferred but not necessarily required (should equals is recommended that).
The word may is used to indicate a course of action permissible within the limits of the standard (may equals is permitted to).
The word can is used for statements of possibility and capability, whether material, physical, or causal (can equals is able to).
6.4.8 Assigned numbers or names
A draft that defines any of the following items, for which any instance is intended to be allocated independent of approval in an IEEE standard, shall define the rules of such allocation:
In such instances, the draft and the rules for allocation shall be subject to mandatory coordination (see 5.4.4).