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 lifecycle.


7. Relationships with other organizations
In accordance with IEEE Bylaw I-303.6, the IEEE SA is the only body authorized to represent IEEE on matters concerning IEEE standards activity. IEEE SA's participation and membership in other standards organizations shall in no way diminish its independence and authority over its own standards-development activity.

The positions of other standards organizations in which the IEEE SA participates are not necessarily those of the IEEE or of the IEEE SA.

The IEEE SA establishes cooperative agreements with other organizations based on its strategic needs, including but not limited to memoranda of understanding (MOU), adoption agreements, and joint development agreements.

The IEEE SA staff, working with the other organizations involved, is responsible for negotiating any business and legal agreements with other organizations. The IEEE SA staff negotiates agreements consistent with the strategic and financial direction set by the IEEE SA BOG.

No Standards Committee, working group, or volunteer can develop an agreement for the IEEE SA without the participation of an IEEE SA staff member. Signing authority on behalf of the IEEE SA for any agreement shall rest with the Managing Director, IEEE SA.

7.1 External Representatives
The policies and procedures stated in this manual apply to External Representatives of the IEEE for which the IEEE SA has oversight responsibility.

7.1.1 Definition
An External Representative (ER) is a volunteer who has been appointed by the IEEE SA to represent the IEEE on standards matters to an organization, committee, or entity external to the IEEE, and where a voting position on behalf of the IEEE SA is explicitly required.

A volunteer who serves as a liaison between an IEEE SA committee and an external committee acting only as an information conduit or expressing opinion as part of consensus building is exempt from policies and procedures described in this clause.

An Owning Board/Committee (OBC) is an IEEE SA board, an IEEE SA committee, or Standards Committee responsible for ensuring that positions taken by an ER represent consensus views of the OBC and the IEEE SA.

7.1.2 Requirements and oversight
A request to establish a new ER position shall be reviewed by both the IEEE SA BOG and the IEEE SA Standards Board to determine the appropriateness of the ER relationship and to determine the OBC.

The ER shall be an IEEE member of any grade except Student grade and shall be a member of the IEEE SA. The ER shall be a member or designee of the OBC.

If an OBC ceases to function as an OBC, the ER shall be responsible to the next higher board/committee until a replacement OBC is identified. The ER shall supply the next higher board/committee with the required documentation to enable it to take on this function.

The chair of an OBC shall not serve as an ER unless an exception is granted by the next higher board/committee upon the request of the OBC. The next higher board/committee may accept or deny the request and, at its discretion, may become the Owning Board/Committee for the purposes of this representation. The next higher board/committee may also grant the exception with such conditions as it believes are necessary to assure that the ER can adequately represent the IEEE SA while serving as chair of the OBC. If the next higher board/committee becomes the OBC for the purposes of this representation, then the ER shall provide the reports described in 7.1.4 to this next higher board/committee.

The ER shall act in the best interest of the IEEE SA at all times. The ER should refer to documented IEEE SA objectives or consensus positions wherever possible and should encourage development and documentation of relevant objectives or positions where they do not exist.

The ER should not represent another group in the same external organization, committee, or entity to which that person is serving as an IEEE ER. However, recognizing that an ER might need to represent another group (such as his/her employer that underwrites travel costs), the ER may be permitted to represent that group as well as the IEEE SA in the same external organization, committee, or entity. In such situations, the individual serving as an ER shall recuse himself/herself from voting on issues that would result in a conflict between his/her duty to the IEEE SA and his/her duty to the other group. The ER shall report such situations to the OBC at the earliest practical time. Once the OBC is made aware of the situation by the ER, the OBC shall decide the best course of action to provide the IEEE SA position on the issue to the external organization.

7.1.3 Attributes
When appointing an ER, the OBC shall review the following:

-- Scientific and technical expertise (e.g., membership of relevant technical societies) relevant to the scope of operations and activities of the external organization, committee, or entity.

-- Familiarity with the operations and goals of the specific external organization, committee, or entity.

-- The ability to articulate IEEE SA goals, objectives, and activities clearly in the context of the external organization, committee, or entity.

Before an individual can serve as an ER, the OBC shall determine that the individual does not have a conflict of interest with respect to the activities of the specific external organization, committee, or entity to which the ER would represent the IEEE SA. To enable the OBC to make this determination, the individual shall

a) File, with the OBC and the Secretary of the IEEE SA Standards Board, a letter stating their affiliation(s). This disclosure of affiliation shall meet the requirements of IEEE SA Standards Board Operations Manual sections and and shall be signed by the individual.

b) File, with the OBC and the Secretary of the IEEE SA Standards Board, a letter of endorsement from each affiliation disclosed. The letter(s) shall document several key factors relative to the position as the ER and is to be signed by both the individual and an individual who has management responsibility for the individual for that affiliation. The letter(s) shall contain at least the following:

1) Statement of qualification based on expertise in respect to the attributes described above
2) Statement of support for providing necessary resources (e.g., time, travel expenses to meetings), and
3) Recognition that the individual is expected to act in accordance with the conditions stated in subclause 7.1.2; in particular that the individual, when serving as the ER, 'shall act in the best interest of the IEEE SA at all times'.

c) File a completed IEEE SA Conflict of Interest Disclosure Statement with the Secretary of the IEEE SA Standards Board.

An ER shall update existing, or file new, documentation whenever necessary due to a change in circumstances that would make the existing documentation in any way inaccurate.

7.1.4 Reports
The ER shall provide regular reports to the OBC in a format and frequency prescribed by the OBC.

7.1.5 Duties of the Owning Board/Committee Appointment
Each ER shall be appointed for a term of no less than one year, and may be reappointed at the discretion of the OBC. Before an individual can serve as an ER, the IEEE SA BOG shall confirm the appointment, or reappointment, to that position. If the OBC does not indicate a term, it shall be for two years. Annual review
The OBC shall establish the report format and frequency for ERs under its responsibility (see 7.1.4).

The OBC shall provide an annual report to both the IEEE SA Board of Governors and the IEEE SA Standards Board on the status of ERs under its responsibility. Liaison relationships with other committees within IEEE SA
The OBC shall identify other committees within IEEE SA that would have an interest in positions taken by the ER under the OBC's responsibility. The OBC shall develop liaison relationships with those other committees and shall keep them informed on positions taken by the ER.

7.1.6 Public listing of ERs
The IEEE SA Board of Governors shall maintain a list of all ERs on the IEEE SA web site. The web site will include a link to an email alias that will allow any comments about ER activity to be submitted to IEEE SA staff, who will then direct their handling through appropriate channels..

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