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proposed 754R Policies and Proceedures [0.8]



Attached (if the attachment makes it through -- or soon on http://754r.ucbtest.org/) is the the proposed
Operating Procedures for IEEE 754R Standards Working Group (draft 0.8)
for review before the January 18 754R Working Group meeting.
 
The document that was reviewed at the December meeting is the parent document that guides
what should be in our procedures. As such, we started with this document and removed the
meta-language (which appears as comments in the HTML markup if you are interested). We also
removed or tweaked language to fit the operating practice of 754R: e.g., that we vote by individual.
After significant discussion in the P&P subcommittee we reached consensus that we really would
be best served by having a separate chair and secretary and that their responsibilities be clearly
spelled out. This is also reflected in the document. (And it means we are in the market for a
secretary for the working group).
 
If there are errors, I'll be happy to fix them before the meeting if they are brought to my attention.
Also if there are specific questions about intent or rational for rules or changes, I would be happy
to address them.
 
I would like to thank Jim Thomas, and Mike Cowlishaw for their contributions on the subcommittee,
and Dan Zuras and Bob for their careful review and suggestions.
 
Cheers,
 
Jeff Kidder, 754R P&P Subcommittee Chair
[Draft 0.8] Operating Procedures for IEEE 754R Standards Working Group

0.	Preface

In today's technological environment, standards play a critical role in
product development and market share. Responsibility for how a standard
evolves begins in the working group. Every input, behavior, and action
has both a contributory and a potential legal consequence. These procedures
help protect working group members and the IEEE by establishing the necessary
framework for a sound standardization process.

1. Amendments to these procedures

These operating procedures outline the orderly transaction of business by
the working group. The working group may amend these procedures with the
approval of its Sponsor. The Sponsor may amend these procedures.  Amending
in this context means that material in these procedures may be modified as
long as that clause is not indicated as one that cannot be changed. 
(See also clause 9.)

2.	Hierarchy

The latest version of several documents takes precedence over these
procedures in the following order:

New York State Not-for-Profit Corporation Law
IEEE Certificate of Incorporation
IEEE Constitution
IEEE Bylaws
IEEE Policies
IEEE Board of Directors Resolutions
IEEE Standards Association Operations Manual
IEEE-SA Board of Governors Resolutions
IEEE-SA Standards Board Bylaws
IEEE-SA Standards Board Operations Manual
IEEE CS MSC Policies and Procedures
MSC Approved Working Group Procedures

Robert's Rules of Order (Revised) will be followed for parliamentary
matters not discussed in this document or in superior documents.


3.	Fundamental Principles of Operation

For the development of standards, openness and due process must apply,
which means that any entity with a direct and material interest who meets
the requirements of these procedures has a right to participate by:

1)	Attending meetings
2)	Joining the committee
3)	Committee leadership opportunity
4)	Expressing a position and its basis,
5)	Having that position considered,
6)	Participate in the voting of the committee
7)	And Appealing if adversely affected.

Due process allows for equity and fair play. In addition to openness, due
process requires balance, i.e., the standards development process should
have a balance of interests and should not be dominated by any single
interest category. IEEE due process also requires a consensus of those
parties interested in the project. Consensus is defined as at least a
majority agreement, but not necessarily unanimity.


4.	Legal Accountability

The working group shall

a)	Abide by all intellectual property policies of the IEEE, including
those for patents, trademarks, and copyright
b)	Conduct a call for patents at the start of each meeting
c)	Avoid discussions that could result in an antitrust action.

If health, safety and/or environmental issues are raised in the standards
document developed by the working group, the chair will inform IEEE
Standards staff to ensure that the appropriate review of these clauses
is fulfilled.

Working group participants should consider the IEEE Code of Ethics when
taking action.


4.1 Copyright assignment

All participants in IEEE Standards working groups are required to sign
and submit the Copyright Assignment Form prior to active participation
and/or voting in any working group meeting. Without this assignment, the
Chair shall not recognize, and restrict where known, participation by that
person in working group activities.


4.2 Indemnification

IEEE Bylaw I-300.3 discusses the IEEE rules for indemnification.
Participants must complete and submit a Project Registration Form
to be recognized as a duly authorized participant in IEEE standards
development activities.

5.	Working Group Responsibilities

The working group shall

a)	Complete the project from Project Authorization Request (PAR)
approval to IEEE-SA Standards Board approval within the allotted time as
specified by the IEEE Standards Board through NesCom  (normally 48
months).
b)	Submit to the Sponsor any required documentation; for example, a
project schedule and Sponsor requested status reports
c)	Schedule meetings (in person or electronic) as appropriate, based
on an agenda distributed sufficiently early to allow preparation for prior
to the meeting preferably 30 days before face-to-face meetings.  Planning
for 1 to 3 years in advance is encouraged for regularly scheduled meeting.
d)	Obtain funding to cover dedicated support from the IEEE Standards
Department, when desired, to expedite the standards development process
e)	Use the developed IEEE Standards document templates format to
expedite development and publication
f)	Notify the Sponsor of the draft development milestones
g)	Notify the Sponsor when the draft is ready to begin IEEE Standards
Sponsor ballot

6.	Officers

There shall be a Chair, a Secretary and a Vice-Chair.

If significant funds are involved in the operation of the working group and/or
its subcommittees, there should be a Treasurer. All officers shall be IEEE
members of any grade and individual IEEE-SA members.


6.1 Election of Officers

If there are no other elections procedures for the working group, then
the Chair shall appoint an impartial elections officer, whose function
is to conduct an election.

Nominees shall be eligible to hold the office for which they are elected.
A member shall not run for more than one office at a time. Notification
of the election shall be included in the distributed agenda for the
meeting in which the elections will be held. If no nomination is received
for an office, a temporary appointment shall be made in accordance with 6.2.

The elections officer shall conduct the election by letter, electronic
ballot, or in- meeting election by secret ballot. Balloting for
teleconference meetings working groups shall be by email ballot. 

The Sponsor shall confirm the election of the Chair and Vice-Chair.


6.2 Temporary Appointments to Vacancies

If an office becomes vacant due to resignation, removal, lack of nomination
at an election or for another reason, a temporary appointment shall be
made for a period of up to six months. In the case of Chair or Vice-Chair,
the Sponsor shall make the temporary appointment, with input from the
working group where possible. In the case of Secretary, the Chair shall
make the temporary appointment. An appointment or election for the vacated
office shall be conducted at the earliest practical time.


6.3 Removal of officers

An officer may be removed by approval of two-thirds of the voting members
of the working group. Removal of the Chair and Vice-Chair requires
confirmation by the Sponsor. Grounds for removal shall be included
in any motion to remove an officer of the working group.

The Sponsor may remove, and replace, an officer of a working group for
reason.

6.4 Responsibilities of Working Group Officers

6.4.1 Chair

The Chair shall
1)	Conduct a "Call for Patents" at each meeting
2)	Solicit "letters of assurance" from potential essential patent
holders
3)	Ensure coordination with other IEEE Standards Sponsors as
appropriate
4)	Regularly attend working group meetings (including face-to-face,
teleconference, or other electronic means)
5)	Notify Sponsor when document is ready for balloting
6)	Participate as needed in meetings of the Sponsor to represent the
working group

The Chair also shall
a)	Be objective
b)	Entertain motions, but not make motions
c)	Not bias discussions
d)	Delegate necessary functions
e)	Ensure that all parties have the opportunity to express their views
f)	Set goals and deadlines
g)	Be knowledgeable in IEEE standards processes and parliamentary
procedures and ensure that the processes and procedures are followed
h)	Study training materials available through IEEE Standards
Development Online
i)	Seek consensus of the working group as a means of resolving all
issues
j)	Recuse him- or herself to speak for or against an agenda item

6.4.2 Vice-Chair

The Vice-Chair shall
a)	Carry 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)
b)	Study training materials available through IEEE Standards
Development Online

6.4.3 Secretary

The Secretary shall
a)	Distribute agendas prior to the next meeting with sufficient time
to allow preparation, if needed, before a meeting
b)	Record and have published minutes of each meeting within 60 calendar
days of the end of the meeting and prior to the next meeting
c)	Create and maintain the membership roster and submit to the IEEE
Standards Department at least annually
d)	Schedule meetings in coordination with the Chair on a regular
scheduled basis to provide planned notice.  Meetings other than those
planned on a long term schedule, one to three years, shall be notified
sufficiently in advance to allow proper meeting planning, with the
approval of the working group.
e)	Be responsible for the management and distribution of working group
documentation
f)	Maintain lists of unresolved issues, action items, and assignments
g)	Study training material available through IEEE Standards Development
Online

6.4.4 Treasurer

If needed, a Treasurer shall
a)	Maintain a budget
b)	Control all funds into and out of the working group's bank account
c)	Follow IEEE policies concerning standards meetings and finances
d)	Study training material available through IEEE Standards Development
Online
e)	Study the IEEE Financial Operations Manual

7.	Working Group

7.1 Overview

Working group membership is by individual.

No one person can represent the interests of more than one member of the
working group except for a temporary proxy vote.

The members within a working group should have a material knowledge of
the project scope.

Non-members may also participate in working group activities, following
the principle of openness. Non-members shall not vote in working group
actions.



Each member represents themselves at all times.

7.2 Working group membership status

Voting Membership shall be granted automatically to those persons

who attended the meeting at which these rules are adopted or are 
deemed by the chair to have established membership for prior participation
working group meetings and upon their request provided they fulfill the
requirements of clause 4. Thereafter, membership shall be granted
after the person attends two consecutive meetings of the
working group and also requests membership status.

Each member is expected to attend meetings as required by these procedures.
The Secretary records attendance for members who attend. Attendance at a
meeting via teleconferencing and/or electronic means, e.g., Internet
conferencing, shall count towards the attendance requirements.

Membership status is maintained through consistent participation at meetings
and through working group votes. If a working group member misses two
consecutive meetings, his, or her, membership status shall be
revoked. The Chair shall notify, in writing, a member who fails to
attend two consecutive meetings and that has therefore lost his or her
membership.

A member who has lost his or her voting privileges shall have his or her
voting privileges reinstated by attendance at two consecutive meetings
of the working group and upon request for member status. All voting
privileges and rights shall be restored after attending the second
consecutive meeting.  If, for reasons of personal hardship, a member
cannot attend two consecutive meetings (but that member continues to
vote in ballots taken between meetings), the working group will be
consulted on the status of the member.


7.3 Subgroups of the Working Group

The working group may, from time to time, form subgroups for the conduct
of its business and determine the eligibility of working group members and
observers to vote on questions within such subgroups. At the time of
formation, the working group shall determine the scope and duties delegated
to the subgroup. Any changes to its scope and duties will require the
approval of the working group. Any resolution of a subgroup shall be
subject to confirmation by the working group.

The Chair of the working group shall appoint the chair of the subgroup.


8.	Working Group Voting Roster

A working group membership roster is a vital aspect of standards
development. It serves as a record of voting members in the working group
and is an initial tool if an issue of indemnification arises during the
process of standards development. The Secretary shall maintain a current
and accurate roster of voting members in the working group and shall
distribute it to the members upon request. All changes to the roster
shall be forwarded to the Chair immediately. The roster shall include
the following at a minimum:

1)	Title of the Sponsor and its designation
2)	Title of the working group and its designation
3)	Officers--Chair, Vice-Chair, Secretary, Treasurer
4)	Members (including names and email addresses at a minimum)

All working group members are required to check the roster on a regular
basis and verify the accuracy of their membership status.

All working group members are required to sign off against the roster at
each face to face meeting they attend, ensuring they are maintaining current
membership, expressing their awareness of IEEE Standards policies, and
verifying the accuracy of their membership listing.

All members participating by teleconference shall be included in
the list of members present at the beginning of the meeting, or
by roll call if required. 

The list of those individuals attending a meeting, including and
indication of those requesting membership status, will be published in
the minutes of the meeting.

A copy of the working group roster shall be supplied to the IEEE
Standards Department at least annually by the Secretary.


9.	Voting

Approval of an action requires an approval vote from a majority of those
votes cast from those entitled to vote at the time of a vote (either at
a meeting or by letter or electronic ballot), provided a quorum is
present.  Notification of the potential for action shall be included on
any distributed agendas for meetings.

These actions include

1)	Adoption of working group procedures or revisions thereof
2)	Formation of a subgroup, including its procedures, scope and duties
3)	Disbandment of subgroups
4)	Approval of minutes
5)	Approval of working group officers


9.1 Actions Requiring Approval by Two-Thirds of the Voting Working Group
Membership

The following actions require an electronic ballot or an equivalent formal
recorded vote with approval by at least two-thirds of the voting members
of the working group, (provided that notification of the action has been
included on the distributed agenda for the meeting):

1)	Approval of change of the working group scope
2)	Approval of termination of the working group
3)	Establishment of fees
4)	Removal of a working group officer (see clause 6.3)
5)	Approval to move the draft standards project to the Sponsor for IEEE
Standards Sponsor ballot

These actions are subject to confirmation by the Sponsor.

9.2 Proxy Voting


Members of the working group may employ proxy voting only when other methods
of participation have been exhausted. The working group chair must be
informed of all proxies prior to the start of the meeting in which the
proxies are to be in effect. Each appointment of a proxy shall be sent
to the working group chair and the member serving as the proxy via fax
or written communication that contains the signature of the member appointing
the proxy. A proxy shall not be valid without written acknowledgment from
the working group chair and the member serving as proxy of receipt of
the appointment.

Any one member of the working group may hold no more than two proxy votes in
addition to his or her vote. Proxy voting shall be allowed only for those
members who cannot attend the entire meeting; proxies may not be appointed
for parts of meetings. A member may appoint a proxy for no more than two
meetings of the working group within an established six-meeting period.
Proxy voting shall not count towards maintenance of membership by the member
who appoints a proxy. The chair shall announce all proxy voting to the
working group at the start of the meeting in which the proxies are to be
in effect.

Members serving as proxies may only vote on agenda items announced through
the distributed agenda prior to the meeting. If announced agenda items
are amended or otherwise developed through the meeting process whereby
the action being proposed is significantly different in meaning from the
original motion, the chair may determine that proxy votes shall no longer
be allowed for that agenda item. The proxy voter himself or herself may
also choose to abstain prior to any formal decision of the chair.

A person appointed as proxy may not appoint another person to act in his
or her stead.

9.3 Voting between meetings

The working group shall be allowed to conduct business between meetings
at the discretion of the Chair by use of a letter or electronic ballot.

9.3.1 Electronic votes between meetings

Electronic votes taken between meetings as part of the IEEE standards
development process shall follow the provisions of IEEE Bylaw
I-300.4(4).  If the working group so desires, it may establish
subgroup(s) of interested persons who shall participate in an
electronic vote related to specific subject matter. Such establishment
shall be made through an announcement inviting participation in the
vote in question; those who respond to the announcement indicating
their interest shall be part of the voting group for that
question. These groups shall exist only for as long as it shall take
to conclude the vote in question; each group shall not apply to
multiple votes unless the subjects of those votes are included in one
particular announcement.

10. Quorum

A working group quorum must be identified before the initiation of working
group business. Unless otherwise approved by the Sponsor, a quorum shall
be defined as a simple majority of the voting membership of the working
group.  If a quorum is not present, actions may be taken subsequent to
confirmation by a letter or electronic ballot, as detailed in 9.3.

Once a quorum is established, it will be presumed to be in effect unless
a quorum call is initiated.


11. Meetings

Working Group meetings shall be held, as decided by the working group,
the Chair, or by petition of 15% or more of the members, to conduct business,
such as making assignments, receiving reports of work, considering draft
standards, and considering views and objections from any source.

A working group meeting shall be announced 21 calendar days in advance to
all members and observers for non-scheduled meetings. An agenda shall be
distributed in sufficient time to allow for normal preparation in advance
of a meeting. The working group is encouraged to establish a meeting schedule
for 1 to 3 years in advance.

The working group may charge a meeting fee to cover services needed
for the conduct of the meeting. The fee shall not be used to restrict
participation by any interested parties.

While having a balance of all interested parties is not an official
requirement for a working group, it is a desirable goal. As such, the
officers of the working group should consider issues of balance and
dominance that may arise and discuss them with the Sponsor. A balanced
body is required for IEEE Standards Sponsor ballot.

Members may be asked to announce their affiliation at a working group
meeting. If the member is a consultant, that member may be asked to declare
if he or she represents the interests of an organization other than himself
or herself at the meeting.


11.1 Conduct

It is expected that participants in the working group behave in a
professional manner at all times. Participants shall demonstrate respect
and courtesy towards officers and each other, while allowing participants
a fair and equal opportunity to contribute to the meeting, in accordance
with the IEEE Code of Ethics.


12. Appeals

The working group recognizes the right of appeal. If technical or procedural
appeals are referred back to the working group, every effort should be made
to ensure that impartial handling of complaints regarding any action or
inaction on the part of the committee is performed in an identifiable
manner.

If the working group must conduct an appeal, it shall model its appeals
process based on the appeals processes of the IEEE-SA Standards Board.


13. Communications

Inquiries relating to the working group should be directed to the Chair.
All replies to such inquiries shall be made through the Chair. These informal
communications shall not imply that they are a formal position of the
working group or of the IEEE Standards Association.


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