IEEE Standards Association (IEEE-SA) Type 1 Standards...

IEEE Standards Association (IEEE-SA)

Type 1 Standards Coordinating Committee (SCC)

Baseline Instructions and Template

DO NOT REMOVE OR MODIFY FOOTERBaseline Policies and Procedures - SCC Type 1 IEEE-SA Standards Board Approved December 2013

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IEEE Standards Association (IEEE-SA) Type 1 Standards Coordinating Committee (SCC) Baseline Policies and Procedures

Instructions

The principles contained in the IEEE Standards Association (IEEE-SA) Standards Coordinating Committee (type SCC1) Baseline Policies and Procedures constitute the fundamental requirements for proper standards practice in the IEEE.

The responsibilities of a Type 1 SCC are similar to a Type 2 with the exception that a Type 1 cannot act as a Sponsor for standards projects. For further information, see the IEEE-SA Standards Board Bylaws, subclause 4.3.1.

The IEEE-SA requires that these procedures be adopted intact, with modifications of some clauses allowed as indicated. Modifications for additional unique Type 1 SCC details may be proposed, which will be audited for appropriateness by the IEEE-SA Standards Board Audit Committee (AudCom), once approved by the SCC (hereinafter called the Committee). Those additional details shall be inserted after the final section (9.0 Appeals) of the template.

This instructional front matter is intended to aid in the drafting of policies and procedures documents. If a discrepancy is found between the instructional front matter and the red text instructions within the baseline policies and procedures, the red text instructions within the baseline take precedence.

The current Committee procedures shall be located on the IEEE-SA Standards Board AudCom website. These procedures can be updated no more than once per year.

General Information

Before starting, save the baseline document with a different name, preferably identifying the Committee. Turn on “track changes” in .doc (or .docx) and submit completed Committee P&P with the tracked changes displayed. The instruction pages (i to vii) shall be removed from the draft document.

The name on the cover page (Page 1) and at the top of Page 2 shall be replaced with the “Committee’s name.”

All P&Ps shall be prepared in .doc (or .docx) format. The name of the Committee and the date of document approval date shall be included in the header of the


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http://standards.ieee.org/board/aud/index.html

http://standards.ieee.org/guides/bylaws/sect4.html#4.3.1

document. The footer is to identify the baseline document utilized in the preparation of the Committee’s P&P and should not be removed or changed.

This document shall be used as the baseline for Type 1 Standards Coordinating Committee (SCC) Baseline Policies and Procedures. Type 1 Standards Coordinating Committee (SCC) Baseline Policies and Procedures submitted to AudCom shall be compared against this baseline. All clauses shall be included. If a specific clause is not utilized in the prepared baseline P&P, the clause number and title shall be left in the document, the clause text shall be removed and replaced with the words “Not applicable.” For example, if the group does not allow Proxy voting the clause would be formatted as follows:

7.3 Proxy Voting

Not applicable.

Throughout the document, the words “Committee” or “Committee name” may be replaced with the Committee’s formal name, e.g., “SCC18 National Fire Protection Association Standards Committee.” If not, as a minimum, “Committee” shall be clarified in Clause 1.0 – “Introduction,” by removing the brackets and inserting the name of the Committee, i.e., “hereinafter, the ‘SCC18 National Fire Protection Association Standards Committee’ will be referred to as the ‘Committee’.”

Items in square brackets [] are optional. When the text in brackets applies, remove the brackets and retain the text. If the item is not applicable, completely remove the brackets and the enclosed text.

Text in shaded italics indicates a placeholder that should be replaced with information specific to the Committee. For the shaded text on the cover and in Clauses 1.0, 1.03. 1.04, 1.1, 3.1, 4.1, 5.2, 6.0, 6.1 and 9.0, the gray, shaded text shall be revised to match the Committee’s requirements, and the shading and italic style shall be removed. While the shaded text items have been made changeable for the Committee preparing the baseline, AudCom will review any changes for reasonableness.

It is easier and faster for AudCom to review the submitted document with the editing instructions, in red text visible. Therefore, the red instructional text shall be retained until final acceptance by the IEEE-SA Standards Board.

The purpose of the date in the footer of the document is to indicate the date of the baseline document. It shall should not be removed or changed. If a Committee is concerned about the date of approval, it is suggested that the header of each page could contain both the Committee’s name as well as the date of approval of the Committee’s document.


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P&P Content Considerations

The baseline document shall only be focused on the basic process and procedures the Committee utilizes to serve as a forum for the exchange of information in the technical area of relevance to the SCC. Only Committee procedures, responsibilities, or actions relevant to the exchange of technical information shall be included. The following are examples of areas that belong in a Sponsor's Operating Manual or similar document:

The addition of organization structures that are frequently changing, e.g., the scope of short-term groups or subcommittees is inappropriate, as a change to these will require the re-submittal of the complete document to AudCom for IEEE-SA Standards Board acceptance.

Responsibilities for officers shall only include items relevant to standards development. Items such as promoting activities, senior membership, cooperation with local chapters, encouraging IEEE membership, awards, reviewing technical papers, etc. belong in the Sponsor’s Operating Manual.

If the Committee has material that does not appear in the baseline document, but is being considered for inclusion, it shall first be considered for the Committee’s Operating Manual. If, after detailed review, the Committee determines the additional material is integral to the basic process and procedures associated with the Committee’s technical area and the facilitation of the exchange of information in this area, it could be added to the end of the baseline document after Clause 9 as Clause 10, 11, etc. Note: the addition of new clauses does not guarantee their acceptance, and will increase the time it takes for review, as the new clauses will require additional discussion to review and evaluate.

Baseline Specific Instructions

In Clause 1.1, IEEE Committee Scope, the Committee’s scope shall be focused on the specifically approved technical area within the Committee’s responsibilities.

Clauses 7.1.1 and 5.2 shall be consistent. For example, if the Sponsor requires a two-thirds, majority vote for disbandment of a subgroup, then item b) of 7.1.1 shall be moved to 7.1.2, and the shaded text in Clause 5.2 shall be changed to two-thirds.

Bracketed Material [ ]

In Clause 1.04, the Committee has to decide whether they wish to use their name throughout the document wherever ‘Committee’ is used and replace it throughout the document, or if they wish to make single reference to their name in this paragraph and


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utilize ‘Committee’ throughout. If the only reference to the actual name of the Committee that will be made is in this paragraph then the brackets shall be removed and the text retained.

In Clause 4.1 (3), [up to five] shall be removed if not applicable. If the material is retained, remove the brackets and select the number to be used in the shaded text and remove the shading.

In Clause 4.1 (4) and 4.1 (6), [A representative may have an alternate serve in his/her absence] and [unless otherwise specified] respectively, shall be removed if not applicable, or just the brackets shall be removed if applicable.

Clause 4.3 (d) the Committee has to decide if only Designated Representatives (DR) shall be listed; or if both DR and Designated Representative Alternates (DRA), shall be listed. If yes brackets shall be removed; if not, the brackets and included material shall be removed.

Clause 4.3 (e) shall be included if the Committee has subgroups and removed if not.

In Clause 4.4, [affiliation] and [membership status] shall be removed if not applicable, or just the brackets shall be removed if applicable. The Committee shall decide if they want affiliation and membership status contained on their public membership lists.

In Clause 6.0, the Committee shall decide if meetings of subgroups can be held independent of the Committee’s meetings. If so, the brackets shall be removed around the phrase [Meetings of subgroups may be held as decided upon by the members or Chair of the subgroup.] If not, the entire bracketed phrase shall be deleted.

In Clause 9.0, the Committee shall decide as to whether the appeals process provided in brackets shall be used, or if they wish to replace it with their own appeals process. If the text provided is to be used, the brackets should be deleted and the text maintained. If not, and the Committee supplies the appeal procedure, the brackets and all material within shall be deleted.

Format and Style

The preparer may select the fonts utilized in the P&P document; however, it is recommended that the Times New Roman font should be utilized for the body text and Times New Roman Bold font for the clause and subclause headings. Authors of P&P documents should consider that the majority of users who will read and utilize these documents would be viewing them on a computer screen; therefore, the final document should be clearly legible on those mediums.

A Table of Contents may be added to the document if desired. It shall be located after the cover page and before the main body of the document.


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Submittal and Review Process for Policies and Procedures Documents

After completion of your Policies and Procedures document, the Standards Coordinating Committee (SCC) Chair or Standards Delegate uploads the WORD document into the myProject system. The AudCom administrator will then assign two AudCom members to review the document. The reviewers will use a checklist table to compare the prepared Type 1 SCC’s Policies and Procedures to the Baseline that follows these instructions, and will create a list of comments. The comment checklist table will then be uploaded into the myProject system, and the SCC Chair or Standards Delegate will be automatically notified by e-mail to go to myProject to obtain the checklist. The Committee should download the checklist and review it for any changes or recommendations made by the AudCom reviewers. If the SCC has any questions on the checklist and comments, they may contact the AudCom administrator to set up a conference call with the AudCom reviewers to discuss resolution. The SCC then revises their document as required, and again uploads it into the myProject system. If the reviewers are satisfied, they will post a new checklist on the myProject system indicating they are recommending acceptance at their next scheduled AudCom meeting. If all of the concerns are not resolved, the process repeats until they are.

Examples of issues that the members of AudCom look for are:

a) Adherence to the “mandatory” elements of the baseline P&P.

b) Consistency in selection of optional elements in various sections of the P&P.

c) Addition of substantial amounts of “new” text, beyond the limits of the baseline P&P. Note that such additional text is not cause for disapproval but does result in additional scrutiny. Further, it will extend the review cycle, as it will take time and additional discussion to review and evaluate such text.

d) Unusual revisions of the text from that of the baseline P&P.

e) The addition of new clauses.

It should be noted that while two AudCom members are assigned to perform the initial review and to recommend acceptance of the SCC’s P&P to AudCom, all AudCom members are expected to read over the reviews and the recommendation for acceptance prior to the AudCom meeting. A final discussion will take place at the meeting and members of AudCom may bring up additional issues or items that require revision at that time. Only after AudCom’s review is complete can the P&P then be recommended to the IEEE-SA Standards Board for acceptance. AudCom only reports to the IEEE-SA Standards Board that the SCC P&Ps should be accepted; they are not approved by the IEEE-SA Standards Board.

After acceptance by IEEE-SA Standards Board the final version of the Policies and Procedures for Standards Development for the Committee will be published on the IEEE-SA Standards Board AudCom website. The Committee shall refer its members to this website, and any


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references on the Committee’s website to the accepted P&P shall be directly linked to this copy as it is the only official P&P document for the Committee.


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Policies and Procedures for theCommittee Name

Date of Submittal: Fill inDate of Acceptance: to be filled in by AudCom


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Committee Name Policies and Procedures

1.0 Introduction

Clause 1.0 through 1.0.4 shall not be modified except as follows: Where appropriate, replace shaded italics with the name of the Standards Coordinating Committee. If the name of the Committee is inserted only in the title (above) and at clause 1.0.4, include the additional text bracketed text [hereinafter referred to as “the Committee”], and replace Standards Coordinating Committee or Committee name in the remainder of the document with “the Committee”, or appropriate related form.

1.0.1 Role of Standards Development

In today’s market, standards development plays a critical role in product development and market share. In the IEEE, the responsibility for how a standard originates and evolves is managed by a Sponsor. It is essential to avoid any actions by the Committee or the participants that result in a violation of these procedures.

Adherence to these Policies and Policies and Procedures is an essential asset in determining the applicability of IEEE’s indemnification policy.

1.0.2 Modification to these Procedures

This clause shall not be modified.

The official policies of this Committee are those that have been accepted by the IEEE-SA Standards Board based on the recommendation of the Audit Committee (AudCom), and are available online on the IEEE-SA Standards Board AudCom website. No other copy shall be designated as the official copy. Any changes that the Committee desires to make to the procedures shall not be valid until revised polices have been recommended for acceptance by AudCom and accepted by the IEEE-SA Standard Board.

1.0.3 Hierarchy

This clause shall not be modified except to identify specific procedures related to the Committee as the last item in the hierarchy.

Participants engaged in the development of standards shall comply with applicable federal, state, and international laws. In addition, the latest versions of several documents take precedence over this document in the following order:


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http://standards.ieee.org/guides/bylaws/sect5.html#5.2.2

New York State Not-for-Profit Corporation LawIEEE Certificate of IncorporationIEEE ConstitutionIEEE BylawsIEEE PoliciesIEEE Board of Directors Resolutions IEEE Standards Association Operations ManualIEEE-SA Board of Governors Resolutions IEEE-SA Standards Board BylawsIEEE-SA Standards Board Operations ManualIEEE-SA Standards Board Resolutions Policies and Procedures of this Committee

Anything the Committee creates is hierarchically inferior to the documents and resolutions listed above its Policies and Procedures as shown above. The Policies and Procedures of the Committee are hierarchically superior to other documents of the Committee. Robert's Rules of Order Newly Revised (RONR) is the recommended guide on questions of parliamentary procedure not addressed in these procedures.

1.0.4 Fundamental Principles of Standards Development

This clause shall not be modified except to identify this Committee.

These Policies and Procedures outline the orderly transaction of standards activities of this Committee. [Herein after referred to as “the Committee” or appropriate related form.] For the development of standards, openness and due process shall be applied, which means that any person with a direct and material interest who meets the requirements of these Policies and Procedures has a right to participate by:

a) Expressing a position and its basisb) Having that position considered, andc) Appealing if adversely affected.

Due process allows for equity and fair play. In addition, due process requires openness and balance (i.e., the standards development process should strive to have a balance of interests and not to be dominated by any single interest category). However, for the IEEE Standards Sponsor ballot, there shall be a balance of interests without dominance by any single interest category.

1.1 IEEE Committee Scope

This clause shall not be modified except to include the Committee’s approved scope.

If the scope of this Committee changes, the rules in the IEEE-SA Standards Board Operations Manual concerning change of scope shall be followed.


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http://standards.ieee.org/board/stdsbd/sasb-resolutions.html

http://standards.ieee.org/guides/opman/index.html

http://standards.ieee.org/guides/bylaws/index.html

http://http:/standards.ieee.org/sa/bog/resolutions.html

http://standards.ieee.org/sa/sa-om-main.html

http://www.ieee.org/web/aboutus/corporate/board/action.html

http://www.ieee.org/web/aboutus/whatis/policies/index.html

http://www.ieee.org/web/aboutus/whatis/bylaws/index.html

http://www.ieee.org/web/aboutus/whatis/Constitution/index.html

http://www.ieee.org/portal/cms_docs_iportals/iportals/aboutus/whatis/01-05-1993_Certificate_of_Incorporation.pdf

http://law.justia.com/newyork/codes/not-for-profit-corporation/

A Type 1 Standards Coordinating Committee (SCC) serves as a forum for the exchange of information in the technical area of relevance to the SCC. This type of SCC does not develop standards. For further information, see Subclause 4.3.1 of the IEEE-SA Standards Board Bylaws.

Insert approved Committee scope here

1.2 Organization of the Committee


The Committee shall consist of officers (see Clause 3), and other members.

2.0 Responsibilities of the Committee

This clause shall not be modified except to include additional responsibilities.

The Committee shall be responsible for at least the following:

a) Acting as a peer review body for industry technical documents to be published by the IEEE Standards Association.

b) Developing the IEEE balloting position on actions for another organization in which the IEEE has representation.

c) Acting on other matters requiring Committee effort as provided in these procedures.

d) Cooperating with other appropriate standards development organizations.

e) Protecting against actions taken in the name of the Committee without Committee authorization.

f) Reporting annually to the IEEE-SA Standards Board.

g) Communicating with the IEEE-SA Standards Board on specific SCC activities as needed (Reference: IEEE-SA Standards Board Bylaws, Subclauses 4.3.1 and 5.2.1 and IEEE-SA Standards Board Operations Manual, Subclauses 4.3, 4.5, and 5.1).

h) Handling appeals as described in Clause 9.

3.0 Officers

This clause shall not be modified except to add additional officers.

There shall be a Chair, Vice Chair, Treasurer, and a Secretary. A person may simultaneously hold the positions of Secretary and another office, other than Chair.

Officers shall be members of any grade of the IEEE, except Student grade, or IEEE Society affiliates, and also members of the IEEE-SA (IEEE-SA Standards Board Bylaws 5.2.1). The DO NOT REMOVE OR MODIFY FOOTERBaseline Policies and Procedures - SCC Type 1 IEEE-SA Standards Board Approved December 2013

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officers shall organize the Committee; oversee the Committee’s compliance with these Policies and Procedures; and submit proposed documents approved by the Committee (with supporting documentation) for appropriate review and approval by the IEEE-SA Standards Board. Officers shall read the training material available through IEEE Standards Development Online.

The IEEE-SA Standards Board Chair has the authority to appoint a Chair and remove an officer. In the case of the formation of a new Committee, the IEEE-SA Standards Board Chair shall appoint the initial Chair of the new Committee.

An officer may serve any number of consecutive terms.

3.1 Election or Appointment of Officers

This clause may be modified with the exception of appointment of the Chair. There are two cases provided; either choose one of these cases – Case 1 or Case 2 – or create a similar process for this clause and delete the other options.

Case 1 – Chair appointed and Chair appoints other officers:

The Committee Chair shall be appointed by the IEEE-SA Standards Board Chair. The Committee Chair shall then appoint a Vice Chair, Treasurer, and Secretary. The appointment of officers shall be for a term of one year, but an officer may serve until a successor is appointed.

Case 2 – Chair appointed and other officers elected:

The Committee Chair shall be appointed by the IEEE-SA Standards Board Chair.

The Committee Chair, or the Chair of the Standards Board, shall appoint an Elections Officer whose function is to gather nominations for other officers, and conduct an election. The Elections Officer shall not be a nominee in the election. The election for officers shall be conducted annually.

Committee voting members shall nominate to the Elections Officer one or more voting members for the positions of Vice Chair, Treasurer, and Secretary. Nominees shall be eligible to hold the office for which they are nominated. Upon written notification, the nominee shall, within 14 calendar days, indicate acceptance or rejection of the nomination. If no nomination is received or accepted for an office other than the Chair, the Committee Chair may appoint a voting member for the office.

The Elections Officer shall prepare and conduct the election by letter or electronic ballot. Voting will conclude in a time determined by the Sponsor, but no less than 14 calendar days. Each voting member may cast one approval vote for each of as many nominees for an office as the


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voting member chooses. The nominee with the greatest number of approval votes shall win the election, provided ballots are returned by a majority of the eligible voters for that election.

The term of office for each officer shall be one year, but an officer may serve until a successor is selected.

3.2 Temporary Appointments to Vacancies

This clause may be modified.

If an office other than the Chair becomes vacant for any reason (such as resignation, removal, lack of nomination at an election), a temporary appointment shall be made by the Chair for a period of up to 12 months. An appointment or election for the vacated office shall be made in accordance with requirements in Clause 3.0 and Clause 3.1.

3.3 Removal of Officers


An officer (other than the Chair) may be removed by a two-thirds vote of the voting members of the Committee. Grounds for removal shall be included in any motion to remove an officer. The officer suggested for removal shall be given an opportunity to make a rebuttal prior to the vote on the motion for removal. Upon removal of an officer, notification shall be provided to the IEEE-SA Standards Board Chair. The IEEE-SA Standards Board Chair may also remove an officer.

3.4 Responsibilities of Officers

This paragraph shall not be modified.

Elected and appointed officers of the Committee have a fiduciary duty to the IEEE when acting in their officer role and thus are required (a) to act in the best interest of the IEEE, its members and the general public and not on behalf of any individual, entity or interest group, (b) to comply with all applicable policies and procedures, and (c) to see that members of the Committee and participants of subgroups to the Committee conduct themselves in accordance with the applicable policies and procedures.

The remainder of this clause may be modified to include additional officers and their responsibilities.

The officers of the Committee shall manage the day-to-day work of the Committee. The officers are responsible for implementing the decisions of the Committee and managing the activities that result from those decisions.


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3.4.1 Chair

This clause shall not be modified except to include additional responsibilities.

The responsibilities of the Chair shall include:

a) Leading the activity according to all of the relevant policies and procedures.

b) Forming study groups, as necessary.

c) Being objective.

d) Entertaining motions, but not making motions.

e) Not biasing discussions.

f) Delegating necessary functions.

g) Ensuring that all parties have the opportunity to express their views.

h) Setting goals and deadlines and adhering to them.

i) Being knowledgeable in IEEE processes and parliamentary procedures and ensuring that the processes and procedures are followed.

j) Seeking consensus of the Committee as a means of resolving issues.

k) Prioritizing work to best serve the Committee and its goals.

l) Submitting Committee-approved P&P to the IEEE-SA Standards Board Audit Committee (AudCom – see http://standards.ieee.org/board/aud/index.html ).

m) Submitting the Committee’s annual report to the IEEE-SA Standards Board SCC Coordinator.

n) Ensuring the submission of an annual financial report(s) for the operation of the Sponsor and all of its standards development committees (e.g., Working Groups, task groups).

o) Being familiar with training materials available through IEEE Standards Development Online.

3.4.2 Vice-Chair

This clause may be modified to include additional responsibilities.

The responsibilities of the Vice-Chair(s) shall include:

a) Carrying out the Chair's duties if the Chair is temporarily unable to do so or chooses to recuse himself or herself (i.e., to give a technical opinion) or carrying out those duties specifically delegated by the Chair to the Vice Chair.

b) Being knowledgeable in IEEE standards processes and parliamentary procedures and assisting the Chair in ensuring that the processes and procedures are followed.


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http://standards.ieee.org/board/aud/index.html

c) Being familiar with training materials available through IEEE Standards Development Online.

3.4.3 Secretary

This clause may be modified to include additional responsibilities. If any of the responsibilities listed below is not performed by the Secretary, it shall be listed as the responsibility of one of the other officers.

The responsibilities of the Secretary include:

a) Scheduling meetings in coordination with the Chair and distributing a meeting notice at least 30 calendar days before the meeting.

b) Distributing the agenda at least 14 calendar days before the meeting—notification of the potential for action shall be included on any distributed agendas for meetings.

c) Recording minutes of each meeting according to Clause 6.5 and IEEE guidelines (see http://standards.ieee.org/develop/policies/stdslaw.pdf), and publishing them within 60 calendar days of the end of the meeting.

d) Creating and maintaining the participant roster and submitting it to the IEEE Standards Department annually.

e) Being responsible for the management and distribution of Committee documentation.

f) Maintaining lists of unresolved issues, action items, and assignments.

g) Recording attendance of all attendees.

h) Maintaining a current list of the names of the voting members and distributing it to the members upon request.

i) Forwarding all changes to the roster of voting members to the Chair.

j) Being familiar with training materials available through IEEE Standards Development Online.

3.4.4 Treasurer

This clause may be modified to include additional responsibilities.

The Treasurer shall

a) Maintain a budget.

b) Control all funds, including any into and out of the Committee’s bank account.

c) Follow IEEE policies concerning standards meetings and finances.

d) Ensure that the Committee adheres to the IEEE Finance Operations Manual.


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http://www.ieee.org/documents/financial_ops_manual.pdf



http://standards.ieee.org/develop/policies/stdslaw.pdf



e) Be familiar with training materials available through IEEE Standards Development Online.

4.0 Membership

4.1 Voting Membership

The clause shall be modified to specify details on obtaining and maintaining membership status and requirements for meeting attendance.

Each voting member is expected to attend meetings as defined in this clause. Insert details of membership here. Attendance at a meeting via teleconferencing and/or electronic means (e.g., Internet conferencing) may count towards the attendance requirements.

1. Committee members are appointed by one or more of the following:

a) The Committee Chair

b) An IEEE Society

c) The IEEE-SA Standards Board

2. Members may be terminated by the Chair if they fail to meet the minimum requirements for Committee membership.

3. An interested Society of the IEEE may designate [up to five] members to the Committee who will serve as official designated representatives (DR) of the Society upon approval of the Committee Chair.

4. The IEEE-SA Standards Board may designate official representatives of outside organizations who will serve as official designated representatives (DR) to the Committee. [A representative may have an alternate serve in his/her absence].

5. Membership in the IEEE-SA is encouraged for all Committee members.

6. All members are voting members [unless otherwise specified]

4.1.1 Application

This clause is optional and may be modified to include additional membership requirements. If the clause is not utilized, the text below can be removed and replaced with the words “Not applicable.”

A request for membership shall be addressed to the Chair, indicating the applicant's direct and material interest in the Committee’s work, qualifications and willingness to participate actively.


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4.2 Review of Membership

This clause may be modified to include additional membership requirements.

The Chair shall review the membership list annually. Members are expected to fulfill the obligations of active participation defined in Clause 4.1. When a member is found in habitual default of these obligations, the Chair shall consider the matter for appropriate action, which may include termination of membership.

4.3 Membership Roster

This clause may be modified with the exception of distribution of the roster.

A current and accurate Committee roster shall be maintained. Due to privacy concerns, the roster shall not be distributed except to the SA Board of Governors, SA Standards Board, and SA staff unless all Committee members have submitted their written approval for such distribution. The roster shall include the following:

a) Title of the Committee and its designation.

b) Scope of the Committee.

c) Officers: Chair, Vice Chair, Secretary, Treasurer.d) Members: for all, name, e-mail address and affiliation. Name, e-mail address and

business affiliations; for society or organizational Designated Representatives (DR) [and alternates (DRA)], list as DR [or DRA] and the IEEE Society or organization (as applicable), together with organization address.

e) [For each subgroup, subgroup title, Chair, and names, e-mail addresses, and affiliations of all members].

4.4 Membership Public List

This clause shall not be modified except to include or delete the optional bracket text.

A current and accurate membership list shall be maintained. The membership list may be posted on the Committee web site and may be publically distributed. The membership list shall be limited to the following:

a) Title of the Committee and its designation.b) Scope of the Committee.c) Officers: Chair, Vice Chair, Secretary, and Treasurer.d) Members: for all, name, [affiliation], [membership status].

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5.1 Administrative Subgroups

This clause may be modified to include detailed description, organization, and responsibilities of subgroups, including executive Committees (ExCom) and administrative Committees (AdCom).

When one or more subcommittees are formed to expedite the administrative work of the Committee (e.g., AdCom, ExCom), their formation (and later disbandment) requires a majority vote of the Committee as defined in Clause 7.1, and approval by the IEEE-SA Standards Board.

5.2 Other Subgroups

This clause shall not be modified except to change the word “majority” to “two-thirds” if the approval of the formation and disbandment of subgroups is moved from 7.1.1 “Actions Requiring Approval by a Majority Vote” to 7.1.2 “Actions Requiring Approval by a Two-thirds Vote”.

The formation and disbandment of other subgroups other than administrative subgroups (e.g., technical subcommittees, and writing groups) require approval by a majority vote of the Committee. The Chair of a subgroup shall be appointed by the Chair of the Committee. The scope and duties delegated to the subgroup shall be approved at the time it is formed, and subsequent changes in scope or duties shall also require approval by a majority vote of the Committee. The scope, duties, and membership of all subgroups shall be reviewed by the Committee annually.

6.0 Meetings

This clause shall not be modified except that the values in the shaded text may be increased and text inside square brackets may either be included or deleted.

Committee meetings may be conducted either totally in-person or in-person with one or more participants contributing via electronic means, or exclusively via electronic means. Committee meetings shall be held, as decided by the Committee Chair, or by petition of 5 or more [voting] members, to conduct business, such as making assignments, receiving reports of work, progressing draft standards, resolving differences among subgroups, and considering views and objections from any source. A meeting notice shall be distributed to all members at least 30 days in advance of the meeting. A meeting agenda shall be distributed to all members at least 14 days in advance of the meeting. [Meetings of subgroups may be held as decided upon by the members or Chair of the subgroup.] Notification of the potential for action shall be included on any distributed agendas for meetings.


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Please note that all IEEE Standards development meetings are open to anyone who has a material interest and wishes to attend. However, some meetings may occur in Executive Session (see Clause 6.3).

6.1 Quorum

This clause shall not be modified except that the values in the shaded text may be increased. A quorum shall be identified before the initiation of Committee business at a meeting, but if a quorum is not present, actions may be taken subject to confirmation by letter or electronic ballot, as detailed in Clause 7.4. When the voting membership is less than 50 voting members, a quorum shall be defined as a majority of the current total voting membership. When the voting membership is 50 or more voting members, a quorum shall be defined as 10% of the current total voting membership or 26, whichever is greater. Voting Members who recuse themselves shall not be counted in the equation to determine whether a quorum exists.

6.2 Conduct


Meeting attendees shall demonstrate respect and courtesy toward each other and shall allow each participant a fair and equal opportunity to contribute to the meeting, in accordance with the IEEE Code of Ethics.

All Committee participants shall act in accordance with all IEEE Standards policies and procedures.

6.3 Executive Session


Meetings to discuss personnel or sensitive business matters (e.g., the negotiation of contracts), or for other appropriate non-public matters (e.g., the receipt of legal advice), may be conducted in Executive Session.

6.4 Meeting Fees



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http://www.ieee.org/portal/pages/about/whatis/code.html

http://www.ieee.org/portal/pages/about/whatis/code.html

The Committee may charge a meeting fee to cover the expenses of the Committee. The fee shall not be used to restrict participation by any interested parties. The Committee Officers shall set the meeting fees in consultation with those planning a particular meeting.

Everyone who attends a meeting, except for those specifically excluded due to hardship, shall pay the meeting fee. In the event that a member of the Committee has a financial difficulty and is unable to pay the meeting fee, the member may apply to the Committee Chair for a partial or complete waiver of the meeting fee. The Chair and Treasurer shall make the decision to grant such relief. These discussions will remain private.

6.5 Minutes


The minutes shall record the essentials in concise format, including the following:

a) Name of group

b) Date and location of meeting

c) Officer presiding, including the name of the secretary who wrote the minutes

d) Attendance, including affiliation

e) Call to order, Chair's remarks

f) Approval of minutes of previous meeting

g) Approval of agenda

h) Technical topics

1. Brief summary of discussion and conclusions

2. Motions, including the names of the mover and seconder

i) Items reported out of executive session

j) Next meeting--date and location

Copies of handouts and subcommittee reports may be included in the minutes or made available as separate items.

7.0 Voting

7.1 Approval of an Action



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Approval of an action requires approval by a majority (or two-thirds) vote as specified below in 7.1.1 (majority) and 7.1.2 (two-thirds) vote is defined as either:

a) At a meeting (including teleconferences) where quorum has been established, a vote carried by majority (or two-thirds) approval of the votes cast (i.e., Approve or Do Not Approve votes, excluding abstentions) by the voting members in attendance.

b) By electronic means (including email), a vote carried by majority (or two-thirds) of the votes cast (i.e., Approve or Do Not Approve votes, excluding abstentions), provided a majority of all the voting members of the Committee responded.

7.1.1 Actions Requiring Approval by a Majority Vote

This clause shall not be modified, except for the addition of actions. Items in 7.1.1 may be moved to 7.1.2 (higher threshold) if desired.

The following actions require approval by a majority vote:

a) Formation or modification of a subgroup, including its procedures, scope, and duties

b) Disbandment of subgroups

c) Approval of minutes

7.1.2 Actions Requiring Approval by a Two-thirds Vote

This clause shall not be modified, except to include additional voting actions.

The following actions require approval by a two-thirds vote:

a) Adoption of new or revised Committee procedures,* interest categories, or revisions thereof

b) Approval of public statements

c) Approval of change of the Committee scope*

d) Approval of termination of the Committee*

e) Removal of an officer except the Chair

* Following Committee approval, items a), c), and d) require approval by the IEEE-SA Standards Board.

7.2 Vote of Alternate


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An alternate's vote is counted only if the Designated Representative fails to vote.

7.3 Proxy Voting

This clause shall not be modified if the Committee allows Proxy voting. If the Committee does not allow Proxy voting, replace text below with the words “Not Applicable.”

Individuals shall not designate proxies. If the Committee allows entity membership, then entity members may declare a proxy.

The Chair must be informed of all proxies prior to the start of the meeting in which the proxy is to be in effect. Any assignment of proxy shall be sent to the Chair and the member serving as the proxy via fax or written communication that contains the assigner’s signature. (An email is acceptable). A proxy is not valid without written acknowledgment from the Chair and the member serving as proxy of receipt of the assignment.

Any one voting member of the Committee may hold no more than two proxy votes in addition to his or her vote. Proxy voting is allowed only for those voting members who cannot attend the entire meeting; proxies may not be assigned for parts of meetings. A voting member can assign his or her proxy for no more than two consecutive meetings of the Committee. The Chair shall announce any proxy voting to the Committee members at the start of the period in which the proxy is to be in effect.

Members serving as proxies may only vote on approved agenda items announced through the agenda distributed prior to the meeting. A member serving as a proxy must exercise his or her judgment as to the viability of instruction from the assigner when announced agenda items are amended or developed through the meeting process. Proxies may not be further assigned by the member serving as proxy.

7.4 Voting Between Meetings


The Committee shall be allowed to conduct Committee business between meetings at the discretion of the Chair by use of a letter or electronic ballot. If such actions are to be taken, they shall follow the rules of IEEE Bylaw I-300.4(4).

8.0 Communications



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http://www.ieee.org/web/aboutus/whatis/bylaws/i-300.html#Action_BoD

All correspondence on behalf of the Committee shall contain identification of the Committee as the source of the correspondence.

8.1 Formal Internal Communication


If correspondence between subgroups involves issues or decisions (that is, non-routine matters) affecting other subgroups, copies shall be sent to all affected subgroup Chairs and the Sponsor officers.

8.2 External Communication


Inquiries relating to the Committee should be directed to the Chair, and members should so inform individuals who raise such questions. All replies to inquiries shall be made through the Chair.

8.3 Public Statements


All Committee public communications shall comply with the policies of the IEEE-SA Standards Board Operations Manual.

Individuals making public statements that have not been approved by the Committee shall state that they are speaking as individuals, and their views do not necessarily represent the views of the Committee, IEEE-SA, or IEEE (see IEEE- SA Standards Board Bylaws 5.2.1.6).

8.3.1 Committee Public Statements

This clause shall not be modified except to include additional requirements.

Committee public statements shall not be released without prior approval by the Committee, which requires two-thirds vote per Clause 7.1.2 of these procedures.

8.3.2 Subgroup Public Statements

This clause shall not be modified except to include additional requirements.


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http://standards.ieee.org/develop/policies/bylaws/sect5.html#5.2.1.6

Subgroup public statements shall not be released without prior approval of the subgroup. Such public statements also require approval of the Committee.

Subgroup public statements shall be identified in the first paragraph of the public statement as being specifically the position of the subgroup, and do not necessarily represent the views of the Sponsor, IEEE-SA, or IEEE. These statements shall be issued by the subgroup Chair and shall include the Committee Chair in the distribution. Such statements shall not bear the IEEE, the IEEE-SA, or the Committee logos.

8.3.3 Public Statements to be Issued by Other Entities

This clause shall not be modified

If the Committee wishes to go to another IEEE entity (as defined in Section 15 of the IEEE Policies) to have that entity offer a public statement on a standards matter, they shall do so only after agreement from the IEEE-SA Standards Board and approval from the IEEE-SA Board of Governors. Upon Committee approval, proposed public statements that need to be issued by other IEEE entities shall be forwarded to the IEEE-SA Standards Board Secretary for further action.

8.4 Informal Communications


Informal communications shall not imply that they are a formal position of the IEEE, the IEEE-SA, or the Committee.

8.5 Publicity

This clause may be modified

The Committee is encouraged to prepare press releases and other forms of publicity to promote their activities. Please see Clause 5.1.4 of the IEEE-SA Standards Board Operations Manual for further instructions.

9.0. Appeals

This clause shall not be modified except to include details of the Committee’s appeals process, including the use of one subgroup to act as both the Appeals Committee and the Appeals Panel, and shall not reference other documents.


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http://standards.ieee.org/guides/opman/sect5.html#5.1.4

http://www.ieee.org/documents/ieee_policies.pdf

Technical discussions and decisions occur within the Committee subgroup or Working group. Any person dissatisfied with a technical decision shall follow the approved procedures for providing technical input to the subgroup or Working group that made the decision, including but not limited to making a technical comment during the applicable comment submission and/or balloting period.

The Committee recognizes the right of appeal on procedural grounds. Procedural concerns within a Committee subgroup or Working Group shall be first presented to the subgroup or Working group for resolution. If the procedural concern is not resolved after presentation to the subgroup or Working group for resolution, the complaint regarding any procedural action or inaction on the part of the Committee, or a Committee’s subgroup, shall be presented to the Committee for resolution. If the party bringing the complaint determines that the Committee’s proposed resolution is unacceptable, such party can file a procedural appeal with the Committee.

Appeals to the Committee shall be addressed as follows:

The appellant shall file a written appeal to the Committee Chair within 30 days of the event (action or inaction). The written appeal shall state the nature of the issue, including any adverse effects; the clause(s) of the procedures that are at issue; summarize previous attempts to resolve the issue with the subgroup or Working group that is responsible for the standard including the outcome/decision of each attempt; and propose specific remedies that would satisfy the appellant’s concerns. The appellant shall provide any supplemental information necessary to support the claims made in the appeal.

Upon receiving a written appeal, the Committee Chair shall form an Appeal Committee consisting of at least five members of the Committee, none of whom were directly involved in the matter in dispute, and who will not be materially or directly affected by any decisions made concerning the dispute, and shall appoint a Chair. The Chair of the Appeal Committee shall be an officer of the Committee, if possible. The Appeal Committee shall review the written appeal and decide, within 45 days of the submission of the written appeal, whether or not to recommend to the Committee that an Appeal Panel be formed to consider the appeal. The Appeal Committee may try to resolve the issue with informal discussions with the concerned parties prior to making a decision about an Appeal Panel. The Appeal Committee may decline to recommend an Appeal Panel if (i) the appeal deals with ethical issues, (ii) the appeal deals with technical issues, or (iii) the appellant has not attempted to first resolve the issue informally with subgroup or Working group that is responsible for the standard. If the Appeal Committee declines to recommend an Appeal Panel based on these criteria, the Appeal Committee shall provide a written communication to the Committee Chair and the appellant outlining the reason for its decision.

If the Appeal Committee determines that the appeal submission is acceptable, the Committee Chair shall form an Appeal Panel consisting of an Appeal Panel Chair and two other members, none of whom were directly involved in the matter in dispute, and who will not be materially or directly affected by any decisions made concerning the


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dispute. The Appeal Panel must have at least two members that are acceptable to both the appellant and the appellee.

The Appeal Panel shall hear the appeal during a time convenient to all parties (with at least two weeks’ notice to all concerned parties), and, if possible, prior to the next regular meeting of the Committee. The appeal may be conducted in person or by telephone conference. Failure of the appellant to participate in the hearing (barring unforeseen technical difficulties) shall constitute a withdrawal of the appeal.

A written decision shall be rendered by the Appeal Panel within 30 days of hearing the appeal and communicated to the parties concerned, including the Chair of the Appeal Committee and the Committee Chair.

The remainder of the clause shall not be modified

Committee procedural appeals shall be conducted as follows:

The number of participating (i.e., speaking) representatives for each of the parties to the appeal is limited to a maximum of three (3). Other individuals may attend the hearing, but will not be permitted to address, or be addressed by, the Committee’s Appeal Panel or either of the parties to the appeal at any time (including during the question and answer period). No recordings or verbatim transcriptions of the hearing are allowed, except by the IEEE-SA at its sole discretion.

The Committee Appeal Panel may call an Executive Session before, during the course of, or following an appeal hearing to consider its action on a specific appeal.

No party to an appeal may communicate with any member of the Committee Appeal Panel regarding the appeal while the matter is pending (i.e., from the time of filing of the appeal brief to finalization of the Committee Appeal Panel decision).

The appellant has the burden of demonstrating adverse effects, improper action(s) or inaction, and the efficacy of the requested remedial action. Each party may adduce other pertinent arguments, and members of the Committee Appeal Panel may address questions to individuals. The Committee Appeal Panel shall only consider documentation included in the appeal brief and reply brief, unless

a) Significant new evidence has come to light; and

b) Such evidence reasonably was not available to the appellant or appellee, as appropriate, at the time of filing; and

c) Such evidence was provided by the appellant or appellee, as appropriate, to the other parties as soon as it became available.


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Prior to the hearing, the members of the Committee Appeal Panel may convene to review the ground rules before the participants appear.

If, after completion of the Committee’s appeals process, the party bringing the complaint determines that the Committee’s Appeals Panel decision is unacceptable, such party can file a procedural appeal with the IEEE-SA Standards Board as described in clause 5.8 of the IEEE-SA Standards Board Operations Manual.


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