Policies and Procedures for:
IEEE 802 Working Groups and Technical Advisory Groups
LAN/MAN STANDARDS COMMITTEE (LMSC)
WORKING GROUP (WG)
POLICIES AND PROCEDURES (P&P)
As approved 18 July 2014
Last edited July 18, 2014
IEEE 802 LMSC WG P&P, rev. 16Revised July 18, 2014Page 1 of 19
Table of Contents
IEEE 802 LMSC WG P&P, rev. 16Revised July 18, 2014Page 1 of 19
1. Preface...... 4
2. Modifications to these procedures...... 4
3. Hierarchy...... 4
4. Fundamental principles of operation...... 4
5. WG responsibilities...... 5
6. Officers...... 6
6.1 Officer overview...... 6
6.2 Election of officers...... 6
6.3 Temporary appointments to vacancies...... 6
6.4 Removal of officers...... 7
6.5 Responsibilities of WG officers...... 7
6.5.1. Chair...... 7
6.5.2. Vice Chair(s) ...... 8
6.5.3. Secretary...... 8
6.5.4. Treasurer ...... 8
7. Working group ...... 9
7.1 Overview ...... 9
7.2 WG membership status...... 9
7.2.1. Establishment...... 9
7.2.2. Retention...... 10
7.2.3. Loss...... 10
7.2.4. Maintaining credit...... 10
7.2.5. Rights...... 10
7.2.6. Meetings and participation ...... 11
7.3 Subgroups of the WG...... 11
8. WG roster and membership list ...... 11
8.1 WG roster...... 11
8.2 WG member list...... 11
9. Voting ...... 12
9.1 Approval of an action...... 12
9.2 Actions requiring approval by a majority...... 12
9.3 Actions requiring approval by three-quarters vote ...... 12
9.4 Voting between meetings...... 13
9.5 Quorum...... 13
9.6 Actions requiring an electronic ballot...... 13
9.7 Roll call votes...... 13
10. Meetings...... 14
11. Conduct...... 14
12. Appeals...... 14
13. Communications...... 15
14. WG financial operations...... 15
14.1 WG financial operation with treasury...... 15
14.2 WG financial operation with joint treasury...... 17
15. References17
Date of Approval: to be filled in by Sponsor or SCC
IEEE 802 Working Group Policies and Procedures for Standards Development
1.1.0 Introduction
1.11.1 Role of Standards Development
This clause shall not be modified.
IEEE 802 LMSC WG P&P, rev. 16Revised July 18, 2014Page 1 of 19
1.Preface
In today’s technological environment, standards play a critical role in product development and market competitiveness. Responsibility for how a standard evolves begins in the Working Group.working group (WG). Every input, behavior, and action has both a contributory and a potential legal consequence. These procedures help protect Working GroupWG participants and the IEEE by establishing the necessary framework for a sound standardization process.
Adherence to these Policies and Procedures is an essential asset in determining the applicability of IEEE’s indemnification policy.
1.2 Unless otherwise specified, the term WG applies to both WGs and TAGs.
2.Modifications to these procedures
1.2These Procedures
This clause shall not be modified, except to identify Working Group.
These Policiespolicies and Proceduresprocedures outline the orderly transaction of business by an IEEE 802 Working Group (WG) or Technical Advisory Group (TAG), hereinafter referred to as “the Working Group”.
WG. The Working GroupWG may amend these procedures with the approval of itsthe IEEE 802 LAN/MAN Standards Committee Executive Committee, which is referred to throughout this document as the Sponsor. The Sponsor may modify these procedures. Modification 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. It is strongly recommended that all subjects included in these procedures arebe addressed by the Working GroupWG or Sponsor. (SeeSponsor, see also Clause 97.).
3.2.1.3 Hierarchy
This clause shall not be modified except to identify the specific, superior procedures of the Sponsor by name. For societies that may not have a Technical Committee or
Standards Committee, that document item can be deleted from the list. When this list does not include all documents appropriate for the Sponsor(s) of the Working Group, it may be necessary to add items to the list.
Participants engaged in the development of standards shall comply with applicable federal, state, and international laws. In addition, for standards matters, theThe 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-SA Standards Board Resolutions
IEEE 802 LAN/MAN Standards Committee (IEEE 802 LMSC) Policies and Procedures (IEEE 802 LMSC P&P)
IEEE 802 LAN/MAN Standards Committee (IEEE 802 LMSC) Operations Manual
IEEE 802 LAN/MAN Standards Committee (LMSC) Policies and Procedures
IEEE 802 LAN/MAN Standards Committee (LMSC) Operations Manual
Robert's (IEEE 802 LMSC OM)
Robert’s Rules of Order Newly (Revised (RONR)) [12] is the recommended guide on questions of parliamentary procedure not addressed in these procedures.
4.3.1.4 Fundamental Principlesprinciples of Operationoperation
This clause shall not be modified.
For the development of standards, openness and due process are mandatory.
Openness means that any person who has, or could be reasonably expected to have, a direct and material interest, and who meets the requirements of these procedures, has a right to participate by:
a)Attending Working GroupWG meetings (in person or electronically)
b)Becoming a member of the Working GroupWG
c)Becoming an officer of the Working GroupWG
d)Expressing a position and its basis,
e)Having that position considered, and
f)Appealing if adversely affected.
IEEE due process requires a consensus of those parties interested in the project. Consensus is defined as at least a majority agreement, but not necessarily unanimity.
Due process is based upon equity and fair play. In addition, due process requires openness and balance (i.e., the The standards development process shallshould strive to have both 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.category.
4.2.0 Working Group Responsibilities
5.This clause shall not be modified except to include additionalWG responsibilities.
Each draft standard produced by a WG must be within the scope of Sponsor and the scope of the WG as determined by the Sponsor. It must also be within the scope of an approved PAR.
The Working GroupWG shall:
a)Complete the projectprojects from Project Authorization Request (PAR) approval to through to IEEE Standards Association (IEEE-SA) Standards Board approval as specified by the PAR, and in compliance with IEEE Standards policies and procedures.within the allotted times (normally 48 months) that are assigned to them by the Sponsor
b)Use the IEEE Standards document template format.
c)Submit to the Sponsor any documentation required by the Sponsor; e.g.,for example, a project schedule or a monthly status report.
d)Notify the Sponsor of the draft development milestones.
e)Notify the Sponsor when the draft is ready to begin IEEE Standards Sponsor ballot.
a)Attend to other matters assigned to them by the Sponsor.
f)Maintain and amend existing standards issued by IEEE developed by the Working Group, orWG
g)Attend to other matters assigned to them by the Sponsor
Primary responsibility for achieving these goals shall sit with the WG Chair. The WG Chair may assign activities within the WG (in ways compliant with this document and other WG approved documents) so as to facilitate completion of those activities. The WG chair may assign to the Working Group by the Sponsor.and be advised by others (Task Group Chairs, Task Force Chairs, Advisory Groups, etc) on matters within the WG to ensure they are attended to and completed.
The WG shall periodically review and confirm that the response to the five criteria, refer to the “Criteria for standards development” subclause in the IEEE 802 LMSC Operations Manual [5]
3.0 , used to approve its PAR(s) still reflect the state of the project(s) to which they relate. Should a WG need to modify the responses to the five criteria during a projects’ development in order to accurately reflect the state of the project, the modified responses shall be submitted to the Sponsor for approval.
6.Officers
This clause shall not be modified except to include additional officers.
6.1Officer overview
There shall be a Chair and a Secretary, and there should be a Vice Chair. The office of Treasurer is suggested if significant funds are involved in the operation of the Working GroupWG and/or its subgroups or if the group has multiple financial reports to supply to the IEEE Standards Association. A person may simultaneously hold the positions of SecretarySA. All WG Chairs and Treasurer.Vice Chairs shall be members of the IEEE SA and non-student members or affiliate of either the IEEE or the IEEE Computer Society. The specific WG officers and their activities should be described in a WG Operations Manual if one exists.
At the first plenary session, the WG shall elect its chair and vice chair(s) in accordance with the procedures of the Sponsor, and, where necessary, Robert’s Rules of Order. WG officers should read the training material available through IEEE Standards Development Online [6]The Chair and Vice Chair(s) shall each be IEEE members of any grade, except Student grade, or IEEE Society affiliates, and also be members of IEEE-SA.
3.1 .
Initial appointments and temporary appointments to fill vacancies due to resignations or removals for cause, may be made by the Sponsor Chair, and shall be valid until the end of the next plenary session.
6.1Election or Appointment of Officers
6.2This clause may be modified. (Three cases are provided; either choose one of these cases -- Case 1, Case 2, or Case 3 – or create a similar process for this clause and delete the other options.)officers
A Working GroupWG may elect a new Chair or Vice Chair at any plenary session, subject to confirmation by the IEEE802 LMSC Sponsor
All Working GroupWG elections become effective at the end of the plenary session where the election occurs. A plenary session is as defined in the “Plenary sessions” subclause of the IEEE 802 LMSC OM [5]Operations Manual.. Prior to the end of that plenary session, persons that have been elected during the session are considered ‘Acting’. Persons who are succeeding someone that currently holds the position do not acquire any rights for that position until the close of the plenary session.
The term for all Working GroupWG officers ends at the close of the first plenary session of each even numbered year. Elected officers maintain their offices until the next election opportunity unless they resign, are removed for cause, or are unable to serve for another reason.
The Sponsor shall confirm the election of the Chair and Vice-Chair(s). If the confirmation fails, any existing appointments will stand, and the Working GroupWG will hold another election at the next plenary session. The Sponsor may make a temporary appointment per 6.33.2 as necessary.
Unless otherwise restricted by these P&P individuals may be confirmed for a subsequent term if reappointed or re-elected to the position. Officers appointed and confirmed maintain their appointments until the next appointment opportunity unless they resign or are removed for cause.
6.33.2 Temporary Appointmentsappointments to Vacanciesvacancies
This clause may be modified.
If an office other than the Chair or Vice Chair becomes vacant for any reason (such asdue to resignation, removal, lack of nomination at an election), or for another reason, a temporary appointment shall be made by the Chair for a period of up to six months. In the case of Chair or Vice -Chair, the Sponsor Chair shall make the temporary appointment, with input from the Working Group.WG. In the case of Secretary, the WG Chair shall make the temporary appointment. An appointment or election for the vacated office shall be made in accordance with the requirements in Clause 3.0 and 3.1conducted at the earliest practical time.
6.43.3 Removal of Officersofficers
This clause may be modified.
An officer may be removed by approval of two-thirds of the members of the Working Group.WG. Removal of the Chair and/or Vice -Chair requires affirmation by the Sponsor. Grounds for removal shall be included in any motion to remove an officer of the Working Group.WG. The officer suggested for removal shall be given an opportunity to make a rebuttal prior to the vote on the motion for removal.
6.53.4 Responsibilities of Working Group Officers
This paragraph shall not be modified.
6.56.6When carrying out the duties of an officer described in IEEE’s policies and procedures, elected and appointedWG officers of the Working Group:
a)shall act:
i)in good faith;
ii)in a manner that is consistent with the IEEE Code of Ethics, and;
b)shall use best efforts to ensure that participants of the working group conduct themselves in accordance with applicable policies and procedures including, but not limited to, SASB Bylaws 5.2.1.
The remainder of this clause may be modified to include additional officers and their responsibilities.
The officers of the Working Group shall manage the day-to-day operations of the Working Group. The officers are responsible for implementing the decisions of the Working Group and managing the activities that result from those decisions.
6.5.1.6.6.1.3.4.1 Chair
This clause shall not be modified except to include additional responsibilities.
The responsibilitiesmain responsibility of the WG Chair is to enable the WG to operate in an orderly fashion, produce a draft standard, recommended practice, or hisguide, or herto revise an existing document.
The Chair or Chair’s designee shall includehave the following responsibilities.
a)LeadingTo lead the activity according to all of the relevant Policiespolicies and Procedures.procedures
b)Being To be objective.
c)EntertainingTo entertain motions, but not makingmake motions.
d)Not biasingTo not bias discussions.
e)DelegatingTo delegate necessary functions. as needed
f)EnsuringTo ensure that all parties have the opportunity to express their views.
g)SettingTo set goals and deadlines and endeavor to adhere to them.
h)BeingTo be knowledgeable in IEEE standards processes and parliamentary procedures and ensuringensure that the processes and procedures are followed.
i)SeekingTo seek consensus as a means of resolving issues.
j)PrioritizingTo prioritize work to best serve the group and its the goals.
k)ComplyingTo ensure compliance with the IEEE-SA Intellectual Property Policies, including but not limited to the IEEE-SA Patent Policy (see IEEE-SA Standards Board Operations Manual 6.3.2, and IEEE-SA and Copyright Policy (see IEEE-SA Standards Board Bylaws 7, )..
l)FulfillingTo fulfill any financial reporting requirements of the IEEE, in the absence of a Treasurer.
m)ParticipatingTo participate as needed in meetings of the Sponsor to represent the Working GroupWG and, in the case of a “Directed Position”, vote the will of the Working GroupWG in accordance with the Directed Position Procedure (See “Procedure for establishing a directed position” subclause of the IEEE 802 LMSC OM [5][5]).)
a)Being familiar with training materials available through .
n)CallTo call meetings and issue a notice for each meeting at least 30 calendar days prior to the meeting
o)EnsureTo ensure agendas are published at least 14 calendar days before a meeting
p)EnsureTo ensure important requested documents are issued to members of the Working Group,WG, the Sponsor, and liaison groups.
q)EnsureTo ensure a membership roster is created and maintained
r)EnsureTo ensure participant attendance is recorded at each meeting
s)BeTo be responsible for the management and distribution of Working GroupWG documentation in compliance with IEEE-SA guidelines, including but not limited to guidelines with regard to posting and distribution of drafts and approved IEEE standards.
t)MaintainTo ensure lists of unresolved issues, action items, and assignments are maintained
u)t)To maintain liaison with other organizations at the direction of the Sponsor or at the discretion of the Working GroupWG Chair with the approval of the Sponsor
v)EnsureTo ensure that any financial operations of the Working GroupWG comply with the requirements of clause 14 of this P&P
w)u)To establish WG rules beyond the IEEE 802 LMSC Operations ManualWG rules set down by the Sponsor. These rules must be written and all WG members must be aware of them
x)v)Assign/unassignTo assign/unassign subtasks and task leaders (e.g., secretary, subgroup chair, etc.)
y)w)DetermineTo determine if the Working GroupWG is dominated by an organization and, if so, treat that organizations’ vote as one (with the approval of the Sponsor)
z)x)ManageTo manage balloting of projects
aa)y)DecideTo decide which matters are procedural and which matters are technical
bb)z)DecideTo decide procedural matters or defer them to a vote by the Working GroupWG
cc)aa)PlaceTo place issues to a vote by Working GroupWG members
dd)bb)PresideTo preside over Working GroupWG meetings and activities of the Working GroupWG according to all of the relevant policies and procedures
6.5.2.6.6.2.3.4.2 Vice Chair(s)
6.6.3.
This clause may be modified to include additional responsibilities.
The responsibilities of the Vice Chair(s) shall include:
a)CarryingCarry 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 chooses to delegate specific duties.
a)Being knowledgeable in IEEE standards processes and parliamentary procedures and assisting the Chair in ensuring that the processes and procedures are followed.
b)Being familiar with training materials available through IEEE Standards Development Online [6]
6.6.4.3.4.3 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 meeting notices.
b)Distributing meeting agenda (as per 6.0). Notification of the potential for action shall be included on any distributed agendas for meetings.
RecordingIf more than one Vice Chair exists, one Vice Chair shall be designated the First Vice Chair and assume the Vice Chair responsibilities identified here.
6.5.3.Secretary
The Secretary shall
a)Record and publish minutes of each meeting according to Clause 6.5 and IEEE guidelines (see ), and publishing them within 6030 calendar days of the end of the meeting. The meeting minutes are to include:
c)Creating and maintaining the Working Group membership roster and submitting it to the IEEE Standards Association annually.
d)Being responsible for the management and distribution of Working Group documentation.
e)Maintaining lists of unresolved issues, action items, and assignments.
f)Recording attendance of all attendees.
g)Maintaining a current list of the names of the voting members and distributing it to the members upon request.
h)Forwarding all changes to the roster of voting members to the Chair.