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IEEE Standards Association (IEEE-SA)

Sponsor Baseline Instructions and Template

DO NOT REMOVE OR MODIFY FOOTERBaseline Policies and Procedures for Standards Development - Sponsor IEEE-SA Standards Board Approved December 2013

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IEEE Standards Association (IEEE-SA) Sponsor Baseline Policies and

Procedures for Standards Development

Instructions

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

The IEEE-SA requires that these procedures be adopted intact, with modifications of some clauses allowed as indicated. Modifications for additional unique Sponsor details may be proposed, which will be audited for appropriateness by the IEEE-SA Standards Board Audit Committee (AudCom), once approved by the Sponsor. 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 active Sponsor procedures shall be located on the IEEE-SA Standards Board AudCom website. AudCom will review updated P&Ps 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 Sponsor 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 shall be replaced with the Sponsor’s name.

All P&Ps shall be submitted to AudCom in .doc (or .docx) format. The name of the Sponsor and the date of the document (approval date is recommended on final version) shall be included in the header of the document. The purpose of the footer is to identify the baseline document utilized in the preparation of the Sponsor’s P&P and shall not be removed or changed.


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

This document shall be used as the baseline for Sponsor Policies and Procedures for standards development. Sponsor Policies and Procedures for standards development submitted to the Audit Committee (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, and the clause text shall be removed and replaced with the words “Not applicable.” For example, if the group will not co-sponsor a project, the clause would be formatted as follows:

2.1.2 Joint Sponsor responsibility/accountability

Not applicable.

or, if the Sponsor will not utilize proxy voting

7.3 Proxy Voting

Not applicable.

Throughout the document, the words “Sponsor” or “Sponsor name” may be replaced with the Sponsor’s formal name, e.g. Switchgear Committee. Or, as a minimum, clarify in 1.04 that “hereinafter, the ‘Transformers Committee’ will be referred to as ‘the Sponsor’.”

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, remove both the brackets and the enclosed text.

Text in shaded italics indicates a placeholder that shall be replaced with information specific to the Sponsor. For the shaded text on the cover and in Clauses 1.0, 1.03, 1.04, 1.1, 2.1, 2.1.1, 3.1, 4.1, 5.5, 6.0, 6.1, and 9.0, the gray shaded text shall be revised to match the Sponsor’s requirements (e.g., a numeric value, text, the Sponsor’s name, or the name of the entity that established the Sponsor), and the shading and Italic style shall be removed. While the shaded italic items have been made changeable for the Sponsor 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, and it 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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"Written communication" includes but is not limited to meeting minutes, letter, email, and fax.

P&P Content Considerations

The baseline document shall only be focused on the basic process and procedures associated with the development of standards. Only Sponsor procedures, responsibilities, or actions relevant to standards development 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.

All Working Group material relevant to standards development shall be placed in the Working Group P&Ps (see instructions for Working Group P&Ps).

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 Sponsor’s Operating Manual. If, after detailed review, the committee determines the additional material is integral to the basic process and procedures associated with the development of standards, 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 for review and evaluation.

Baseline Specific Instructions

In Clause 1.1, “IEEE Sponsor Scope,” the Sponsor’s scope shall be focused on the content of the specific standards, and the standards process within the Sponsor’s responsibilities. Discussion of other non-standard activities should be placed in the Sponsor’s Operating Manual or similar document.

In Clause 2.1.1, if the Sponsor decides to jointly sponsor a project, the Sponsor shall complete a Joint Sponsor Agreement (JSA) with the other participating sponsors and submit it to the IEEE-SA New Standards Committee (NesCom) for review with the Project Authorization Request (PAR) submitted for the project, see


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https://mentor.ieee.org/myproject/file/Public/mytools/init/Joint%20Sponsor%20Agreement.docx.

Clauses 7.1.1 and 5.5 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 5.5 shall be changed to two-thirds.

Bracketed Material [ ]

In Clause 1.04, the Sponsor shall decide if they wish to use the word‘Sponsor’ generically throughout the document. If this method is selected, the text within brackets should be modified to fit and should be retained. If the Sponsor replaces all instances of ‘Sponsor’ throughout the document with their proper name, then the brackets and text shall be removed.

In Clause 4.3 e), if there are no subgroups, item e) can be completely removed. If there are subgroups, the brackets shall be removed and the content maintained.

In Clause 4.4, [affiliation], and [membership status], the Sponsor shall decide if affiliation or membership contained on their membership lists is supported by the Sponsor. If not supported, the brackets and text shall be removed. If supported, just the brackets shall be removed.

In Clause 6.0, the Sponsor shall decide if meetings of subgroups can be held independent of the Sponsor’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 7.1.1, there are two items within brackets where decisions shall be made by the Sponsor:

The Sponsor shall decide if it requires the complete committee for the Authorization of a Sponsor ballot, or if the Sponsor wishes to delegate this to subgroups. If the Sponsor will vote, the material in brackets shall be removed. If the Sponsor delegates this responsibility, the brackets shall be removed and the text included.

If the Sponsor decides to jointly sponsor projects in Clause 2.1.1, then the brackets shall be removed and the text included. If the Sponsor will not jointly sponsor projects the complete item shall be removed.

In Clause 9.0, the Sponsor 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 Sponsor supplies the appeal procedure, the brackets and all material within shall


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be deleted. Either the provided appeals process or a detailed description of the Sponsor’s appeal process shall be provided.

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 be utilized for the body text and Times New Roman Bold font for the clause and subclause headings. Authors of P&P documents shall consider that the majority of users who will read and utilize these documents will be viewing them on a computer screen; therefore, the final document shall 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.

Submittal and Review Process for Policies and Procedures Documents

After completion of your Policies and Procedures document, the Sponsor Chair or Standards Delegate uploads the 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 Sponsor’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 Sponsor Chair or Standards Delegate will be automatically notified by e-mail to go to myProject to obtain the checklist. The Sponsor should download the checklist and review it for any changes or recommendations made by the AudCom reviewers. If the Sponsor 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 Sponsor 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.


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It should be noted that while two AudCom members are assigned to perform the initial review and to recommend acceptance of the Sponsor’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 Sponsor 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 Sponsor will be published on the IEEE-SA Standards Board AudCom website. Sponsors shall refer its members to this website, and any references on the Sponsor’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 Sponsor.


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Policies and Procedures for Standards Development for the

Name of Sponsor

Date of Submittal: Fill in

Date of Acceptance: to be filled in by AudCom


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Sponsor Name Policies and Procedures for Standards Development

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 Sponsor. If the name of the Sponsor is inserted only in the title (above) and at Clause 1.0.4, the Sponsor will add the additional sentence shown in brackets, and replace [Sponsor Name] in the remainder of the document with "the Sponsor" or appropriate related form.

1.0.1 Role of Standards Development

This clause shall not be modified

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 in the management of a standard’s development to avoid any actions by the Sponsor or the participants that result in a violation of procedures.

Adherence to these 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 Sponsor 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 Sponsor 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 Standards Board.

1.0.3 Hierarchy

This clause shall not be modified except to identify specific procedures related to the Sponsor 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, for standards matters, 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 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 Policies and Procedures of this Sponsor

Anything the Sponsor creates is hierarchically inferior to the documents and resolutions that are listed above its Policies and Procedures. The Policies and Procedures of the Sponsor are hierarchically superior to other documents of the Sponsor. 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 Sponsor.

These Policies and Procedures outline the orderly transaction of standards activities of this Sponsor. [Herein after referred to as “the Sponsor” 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 Sponsor Scope

This clause shall include the Sponsor's approved scope.

Insert approved Sponsor scope here


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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/

1.2 Organization of the Sponsor


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

2.0 Responsibilities of the Sponsor

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

The Sponsor shall be responsible for at least the following:

a) Developing proposed IEEE standards and ensuring that they are within the scope of the Sponsor.

b) Initiating and overseeing ballots of proposed IEEE standards within its scope, including:

1) Approving Project Authorization Requests (PARs) from a subgroup or the Sponsor.

2) Submitting a proposed PAR to the IEEE-SA Standards Board for consideration. Following approval of the PAR, the Sponsor shall submit necessary requests for extension, modification, or withdrawal of the PAR as required by the IEEE-SA Standards Board Operations Manual.

3) Submitting draft standards from a subgroup or the Sponsor to the IEEE-SA for Sponsor ballot.

c) Maintaining the standards developed by the Sponsor in accordance with the IEEE-SA Standards Board Operations Manual.

d) Acting on other matters requiring Sponsor effort as provided in these procedures.

e) Cooperating with other appropriate standards development organizations.

f) Protecting against actions taken in the name of the Sponsor without proper Sponsor authorization.

g) Limiting distribution of the membership roster to appropriate parties.

h) Communicating with the IEEE-SA Standards Board on specific Sponsor activities as needed.

i) Handling appeals as described in Clause 9.

2.1 Sponsorship

This clause may be modified. Replace shaded text with the name of the Sponsor.

The Sponsor name is responsible for the development and coordination of standards project(s) including their maintenance after their approval as standard(s) by the IEEE-SA Standards Board.


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Specifically, the Sponsor name is responsible for those IEEE-SA Standards Board approved project(s) for which Sponsor name has been identified or assigned as either the sole sponsor or a joint sponsor. The development and maintenance of standards shall be accomplished as defined within the clauses of these Policies and Procedures.

2.1.1 Joint Sponsor Responsibility/Accountability

This clause shall not be modified. Replace shaded text with the name of the Sponsor. If the Sponsor will not jointly sponsor standards, then the text below shall be removed and replaced with the words "Not applicable."

Sponsor name shall complete a Joint Sponsorship Agreement for jointly sponsored projects.

3.0 Officers

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

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

The Chair and Vice Chair 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 officers shall organize the Sponsor; oversee the Sponsor’s compliance with these Policies and Procedures; and submit proposed documents approved by the Sponsor (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.

3.1 Election or appointment of officers

This 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.) Case 1 is often used by Sponsors who appoint the officers and have established progression of officer positions, e.g., from Secretary to Vice Chair to Chair. Case 2 is intended for Sponsors who appoint the Chair but elect other officers. Case 3 is for Sponsors in which all officers are elected.

Case 1 – Chair appointed and Chair appoints other officers:

Officers shall be determined in accordance with the procedures of the entity that established this Sponsor. The procedures are as follows:


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http://standards.ieee.org/resources/development/index.html

http://standards.ieee.org/resources/development/index.html

https://mentor.ieee.org/myproject/file/Public/mytools/init/Joint%20Sponsor%20Agreement.docx

The Sponsor Chair shall be appointed in accordance with the procedures of the entity that established this Sponsor. After appointment of the Sponsor Chair by the entity that established this Sponsor, the Sponsor Chair shall appoint other officers. The officers shall include a Vice Chair, Treasurer, and a Secretary, and may also include other officers.

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:

Officers shall be determined in accordance with the procedures of the entity that established this Sponsor. The procedures are as follows:

The Sponsor Chair shall be appointed in accordance with the procedures of the entity that established this Sponsor. The Sponsor Chair, or the entity that established this Sponsor, 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.

Sponsor 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, the Sponsor 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 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.

Case 3 – All officers elected:

Officers shall be elected in accordance with the procedures of the entity that established this Sponsor. The procedures are as follows:

There shall be an annual vote of the Sponsor to elect the Chair, Vice Chair, Treasurer, and Secretary.

The Sponsor Chair, or the entity that established this Sponsor, shall appoint an Elections Officer whose function is to gather nominations and conduct an election. The Elections Officer shall not be a nominee in the election.


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Voting members shall nominate to the Elections Officer one or more voting members for the Chair, Vice Chair, Treasurer, and Secretary Offices to be filled at the election. Nominees shall be eligible to hold the office for which they are elected. A person shall be nominated for no more than one office. 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, a temporary appointment shall be made in accordance with Clause 3.2. If no nomination is received or accepted for Chair, the current Sponsor Chair or, if none, the entity that established this Sponsor 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 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 appointed.

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 Sponsor. 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.

3.4 Responsibilities of Officers

This paragraph shall not be modified.

Elected and appointed officers of the Sponsor 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


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with all applicable policies and procedures, and (c) to see that members of the Sponsor and participants of subgroups to the Sponsor 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 Sponsor shall manage the day-to-day work of the Sponsor. The officers are responsible for implementing the decisions of the Sponsor and managing the activities that result from those decisions.

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 standards processes and parliamentary procedures and

ensuring that the processes and procedures are followed.j) Seeking consensus of the Sponsor as a means of resolving issues.k) Prioritizing work to best serve the Sponsor and its goals.l) Complying with the Chair’s responsibility with respect to 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, http://standards.ieee.org/board/pat/index.html) and IEEE-SA Copyright Policy (see IEEE-SA Standards Board Bylaws 7, http://standards.ieee.org/guides/bylaws/sect6-7.html#7 ).

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

n) Ensuring that each Working Group has a set of P&P approved by the Sponsor. The Chair will provide the Working Group P&Ps to AudCom upon request.

o) 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).

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

3.4.2 Vice ChairDO NOT REMOVE OR MODIFY FOOTERBaseline Policies and Procedures for Standards Development - Sponsor IEEE-SA Standards Board Approved December 2013

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http://standards.ieee.org/develop/


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

http://standards.ieee.org/guides/bylaws/sect6-7.html#6

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

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.

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 Association annually.

e) Being responsible for the management and distribution of Sponsor 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.

Treasurer shall:


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



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 Sponsor adheres to the IEEE Finance Operations Manual.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.

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.

4.2 Review of Membership

This clause may be modified to include additional membership requirements.

The Chair shall review the voting membership list at least once annually. Voting members are expected to fulfill the obligations of active participation as defined in Clause 4.1. When a voting 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.


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

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

a) Title of the Sponsor and its designation.b) Scope of the Sponsor.c) Officers: Chair, Vice Chair, Secretary, Treasurer.d) Members and participants: for all, name, e-mail address, affiliation and membership

status (e.g., participant, voting member, etc.).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 bracketed text.

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

a) Title of the Committee and its designationb) Scope of the Committeec) Officers: Chair, Vice Chair, Secretary, Treasurerd) Members: (for all) -- name, [affiliation], [membership status]

5.0 Subgroups Created by the Sponsor

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 subgroups is formed to expedite the administrative work of the Sponsor (e.g., AdCom, ExCom), its formation (and later disbandment) requires a majority vote of the Sponsor as defined in Subclause 7.1.

5.2 Working Groups – Individual Method



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Standards Working Groups are responsible for the definitive content of one or more documents and for responding to views and objections thereon. Such Working Groups shall maintain a membership roster and shall comply with the provisions for preparing standards.

If a Working Group being formed has individual-based membership, the Sponsor shall ensure that the individual standards Working Group adopts procedures consistent with the IEEE-SA Baseline Policies and Procedures for IEEE Standards Working Groups – Individual Method. In addition, the Sponsor shall review proposed amendments from its Working Groups to the Working Group Policies and Procedures to ensure that they are not in conflict with the IEEE-SA Standards Board Operations Manual or with each other.

The Sponsor Chair shall appoint the initial Chair of a new Working Group. Membership shall be granted automatically to those participants attending the first meeting of a newly chartered Working Group upon their request. After the first meeting, members are subject to the requirements in Clause 4.0 of the Working Group Policies and Procedures.

5.3 Working Groups – Entity Method


Standards Working Groups are responsible for the definitive content of one or more documents and for responding to views and objections thereon. Such Working Groups shall maintain a membership roster and shall comply with the provisions for preparing standards.

If a Working Group being formed has entity-based membership, the Sponsor shall ensure that the entity standards Working Group adopts procedures consistent with the IEEE-SA Baseline Policies and Procedures for IEEE Standards Working Groups – Entity Method . In addition, the Sponsor shall review proposed amendments from its Working Groups to the Working Group Policies and Procedures to ensure that they are not in conflict with the IEEE-SA Standards Board Operations Manual or with each other.

The Sponsor Chair shall appoint the initial Chair of a new Working Group. Membership shall be granted automatically to those entities attending the first meeting of a newly chartered working Group upon their request provided they fulfill the requirements of Subclause 5.2.1 of the IEEE-SA Standards Board Bylaws.

5.4 Standards Study Groups

This clause shall not be modified except to include detailed description, organization, and responsibilities of the Study Group.

When a Sponsor is presented with a proposal concerning a standards development project, the Sponsor may form a Standards Study Group to examine the proposal to determine if there is a need for a standard to be developed. The life of a Standards Study Group is limited to 6 months.


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If the proposal merits formation of a project, the Study Group will draft a PAR for consideration by the Sponsor. The formation and disbandment of a Study Group, prior to approval of the PAR or prior to the 6 month time limit, requires approval by a majority vote of the Sponsor.

Groups shall refer to the approved Study Group guidelines on how a Standards Study Group shall conduct business and the criteria it shall apply to consideration of a proposal. Guidelines are located at: http://standards.ieee.org/develop/corpchan/studygrp.pdf.

A Study Group is disbanded upon approval of the PAR by the IEEE-SA Standards Board.

5.5 Other Subgroups

This clause shall not be modified except if this action 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”. In that case, the word “majority” shall be changed to “two-thirds”.

The formation and disbandment of other subgroups (e.g., subcommittees, ad hocs, and writing groups) requires approval by a majority vote of the Sponsor. The Chair of a subgroup shall be appointed by the Chair of the Sponsor or decided by nomination and election. The scope and duties delegated to the subgroup shall be approved at the time the subgroup is formed, and subsequent changes in scope or duties shall also require approval by a majority vote of the Sponsor. The scope, duties, and membership of all subgroups shall be reviewed annually by the Sponsor. The charge to the subgroup shall clearly state which of the following complementary activities is appropriate:

1) The subgroup is responsible for the definitive content of one or more documents and for responding to views and objections thereon. Such subgroups shall maintain a membership roster and shall comply with the provisions for preparing standard(s).

2) The subgroup is responsible for assisting the Sponsor (e.g., drafting all or a portion of a document, drafting responses to comments, drafting public statements on standards, or other purely advisory functions).

The Sponsor shall outline within the charter of the subgroup all expectations with respect to how the subgroup shall function, including scope of work, deliverables, membership, voting in the subgroup, and parliamentary procedures for approval to move any deliverables to the Sponsor for action. The Sponsor or Sponsor chair (as applicable) may remove an officer of any subgroup.

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.


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Sponsor meetings may be conducted either exclusively in-person or in-person with one or more participants contributing via electronic means, or exclusively via electronic means. Sponsor meetings shall be held, as decided by the Sponsor 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.

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 shaded text may be increased.

A quorum shall be identified before the initiation of Sponsor 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 Working Group participants shall act in accordance with all IEEE Standards policies and procedures.

6.3 Executive Session



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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


The Sponsor may charge a meeting fee to cover the expenses of the Sponsor. The fee shall not be used to restrict participation by any interested parties. The Sponsor 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 Sponsor has a financial difficulty and is unable to pay the meeting fee, the member may apply to the Sponsor 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 shall remain private.

6.5 Minutes


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

a) Name of groupb) 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 remarksf) Approval of minutes of previous meetingg) Approval of agendah) Technical topics

1) Brief summary of discussions and conclusions2) Motions, including the names of mover and seconder.

i) Items reported out of executive sessionj) 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 Vote


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7.1 Approval of an Action


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). The “majority, two-thirds vote” is defined as one of the following:

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 Sponsor 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 if desired.

The following actions require approval by a majority vote:

a) Formation or modification of a subgroup, including its procedures, scope, and dutiesb) Disbandment of subgroupsc) Approval of minutesd) [Delegation to a subgroup for] Authorization for submittal of a PAR, modification of a

PAR, withdrawal of a PAR, or Sponsor balloting e) [Approval to jointly sponsor a project (PAR). See Clause 2.1.1]

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 Sponsor procedures,* interest categories, or revisions thereofb) Approval of public statementsc) Approval of change of the Sponsor scope*d) Approval of termination of the Sponsor*e) Removal of an officer except the Chair

* Following Sponsor approval, items a, c, and d require notice to the IEEE-SA Standards Board.


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7.2 Sponsor Approvals

7.2.1 Moving a Draft Standard to Sponsor ballot


The Sponsor must approve moving a draft standard to Sponsor ballot. The Sponsor may delegate this approval authority to a subgroup; in such instances, approval shall be limited to conducting a procedural review.

7.2.2 Change in Scope of a Standards Project


The Sponsor must approve any substantive change in the scope of a standard or project. The Sponsor may delegate this approval authority to a subgroup. Requested changes shall be reviewed to ensure that the standards project remains within the scope of the Sponsor and shall also be reviewed to determine if the standards project requires a modified PAR.

7.3 Proxy Voting

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

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

The Chair shall 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 Sponsor 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 shall 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 Sponsor. The Chair shall announce any proxy voting to the Sponsor 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


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judgment as to the viability of instruction from the assigner when announced agenda items are amended or developed through the meeting process. Proxies shall not be further assigned by the member serving as proxy.

7.4 Voting Between Meetings


At the discretion of the Chair, the Sponsor shall be allowed to conduct voting between meetings by the 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


All correspondence on behalf of the Sponsor shall contain identification of the Sponsor 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 Sponsor shall be directed to the Chair, and members shall so inform individuals who raise such questions. All replies to inquiries shall be made through the Chair.

8.3 Public Statements for Standards


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


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

8.3.1 Sponsor Public Statements

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

Sponsor public statements shall not be released without prior approval as 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.

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

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 Sponsor Chair in the distribution. Such statements shall not bear the IEEE, the IEEE-SA, or the Sponsor logos.

8.3.3 Public Statements to be Issued by other Entities


If the Sponsor 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 Sponsor 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 Sponsor.


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8.5 Standards Publicity


The Sponsor 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 Sponsor’s appeals process, including the use of one committee to act as both the Appeals Committee and the Appeals Panel, and shall not reference other documents.

Technical discussions and decisions occur within the Sponsor subgroup (e.g., Working Group). Any person dissatisfied with a technical decision shall follow the approved procedures for providing technical input to the subgroup that made the decision, including but not limited to making a technical comment during the applicable comment submission and/or balloting period. The Sponsor recognizes the right of appeal on procedural grounds. Procedural concerns within a Sponsor subgroup shall be first presented to the subgroup or Working Group for resolution. If the procedural concern is not resolved after presentation to the subgroup for resolution, the complaint regarding any procedural action or inaction on the part of the Sponsor, or a Sponsor’s subgroup, shall be presented to the Sponsor for resolution. If the party bringing the complaint determines that the Sponsor’s proposed resolution is unacceptable, such party can file a procedural appeal with the Sponsor.

Appeals to the Sponsor shall be addressed as follows:

The appellant shall file a written appeal to the Sponsor 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 Sponsor Chair shall form an Appeal Committee consisting of at least five members of the Sponsor, 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 Sponsor, 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 Sponsor 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


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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 the 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 Sponsor Chair and the appellant outlining the reason for its decision.

If the Appeal Committee determines that the appeal submission is acceptable, the Sponsor 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 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 Sponsor. 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 Sponsor Chair.

The remainder of the clause shall not be modified

Sponsor 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 Sponsor’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 Sponsor 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 Sponsor 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 Sponsor 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 Sponsor Appeal Panel may address questions to individuals. The Sponsor Appeal Panel shall only consider documentation included in the appeal brief and reply brief, unless


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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.

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

If, after completion of the Sponsor’s appeals process, the party bringing the complaint determines that the Sponsor’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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