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1
TR41Chairs’ TrainingPresented by:
Billie Zidek-ConnerManager, Standards Secretariat
ServicesSusan Hoyler
Director, Standards Development and Promotion
2
Overview
Requirements Relative to Meetings– Agendas– Quorums– IP Disclosure– Conduct of Meeting– Meeting Reports
3
Overview
Requirements for Physical vs. Virtual Meetings– Requirement Differences
4
Overview
• Requirements Relative to Projects– Project Requests– Ballot Procedures– Ballot Resolution– Publication
5
Requirements to Hold a Meeting
Meeting Notices and Agendas
6
Meeting Notices and Agendas
• Meeting Notices– 24 days before the start of the meeting to TIA– 14 days before the start of the meeting TIA sends it
to all registered interested parties in the TIA database
– See Section 5.2.1 of the 2001 Engineering Manual– Send to Bari St. Cyr ([email protected]) and copy
Billie Zidek-Conner ([email protected])– Standards Secretariat posts the notice and sends an
email to all registered parties in the TIA database
7
Meeting Notices and Agendas
(continued)• Contents of the agenda– Examples of contents can be found in
Section 5.2.2– Sample of agenda can be found in Annex D
8
Quorum for a Meeting
• Quorum consists of simple majority (50% plus one) of the eligible member companies– See Section 5.3.2– If no quorum is present, the meeting can be
conducted but no decisions can be made
9
Contribution Template Section 6.5.1, Annex G
• Gives TIA permission from the contributor to use material in a derivative work (i.e. standard)
• New template clarifies that it is the company rather than the individual that is granting permission
• New template contains optional language for early disclosure
• Does not offer licensing rights to other companies
10
Early Disclosure
• Three forms of early disclosure– Chairs Create Awareness– Contribution Template Option– Reminder on Ballot
11
Patent Holder Statement
• In a nutshell, the options are:– Disavow– Declare
• without compensation OR reasonable terms and conditions that are demonstrably free of any unfair discrimination
– Declare and modify– Decline
• Submitted statements must be worded exactly as stated in Annex H. It is acceptable to submit on company letterhead; however, no modifications to the prescribed wording are allowed.
12
Conduct of Meeting
• (1) Represent the consensus of the Group even when said position is not aligned with the person’s company position.
• (2) Lead the Group to consensus even when the consensus position is not aligned with the person’s company position.
• Section 3.3 and 5.3
13
Meeting Reports• Meeting Reports are due to TIA prior to the
start of the next meeting• Only reports with legal approval are
considered official• TIA posts the reports on the committee
website, and notifies all identified registered interested parties in the TIA database– See Section 5.2.3– Must be on file for ANSI Audit
14
Requirements for
Physical vs. Virtual Meetings
15
ANS and Non-ANS Documents
ANS = American National Standard
– Document that has been put through the ANSI public review period
– Received approval by the ANSI Board of Standards Review (BSR)
– Must be reviewed every five years (starts with the ANSI approval date)
16
ANS and Non-ANS Documents
• Non-ANS Documents– TIA only (old interim standards)– TSB – Telecommunications Systems
Bulletin– New five year review cycle (old review was
every year for TSBs and three years for interim standards
17
Physical vs. Virtual Meetings
• Both require appropriate notice and agenda for the meeting
• Quorum must be present and called at both meetings
• Quorum vote should be conducted for all virtual meeting votes (cannot hear someone raising their hand)
18
Physical vs. Virtual Meetings
• Virtual (conference calls) shall be coordinated through Stephanie Montgomery ([email protected]) or Rosa Ibar ([email protected])
• Meeting reports are required for all duly called virtual or physical meetings
• Attendance rosters (produced by TIA) are required for both meetings
19
Requirements for Projects
Project Number AssignmentBalloting
Publishing
20
Request for Project Number
• Chair or duly appointed representative fills out and submits a request for a new project number (see Section 6.3)
• URL = http://www.tiaonline.org/standards/sfg/procedures/new_pn_request form.cfm
21
New Project Number Assignments
• Five days after the new project request has been received a project number is assigned by TIA
• On the 15th of every month TIA sends a report to the chairs with the project number assignments
• New project numbers are available from Ray Anderson at [email protected]
22
Existing Project Request
• Chair or duly appointed representative fills out and submits a request for an existing project request (see Section 6.3.3)
• URL = http://www.tiaonline.otg/standards/sfg/procedures/pn_request_form.cfm
23
Existing Project Number Assignments
• Unsure of the Project Number previously assigned or what extension to use?– Contact Ray Anderson or Billie Zidek-
Conner
• These are available immediately (no waiting period)
24
Existing Project Number Assignments
• Extensions to be usedRV = Revision
UG = Upgrade (no revision)
WD = Withdrawal
RF = Reaffirmation
URV = Upgrade and revision
AD = Addendum
25
Existing Project Number Assignments
• These are sent out to the chairs on the 15th of every month
26
Balloting Documents• All documents must have a completed
ballot authorization on file at TIA (see Section 6.3.3.1 for TIA only documents and Section 6.3.3.2 for ANS documents
• This authorization is completed by the chair or duly authorized representative
• URL = http://www.tiaonline.org/standards/sfg/procedures/ballot.cfm
27
Balloting Documents• Document to be balloted is sent to TIA
under separate cover• Currently TIA does not require a document
for reaffirmations or withdrawals• Ballot posting notification is automatically
sent to all registered interested parties in the TIA database by the TIA balloting system
28
Balloting TIA Documents
• PN Ballots (TIA documents and TSBs) are for no less than 30 days (see Section 6.6.1 for balloting TIA documents)– Can be longer at the discretion of the
committee
29
Balloting ANS Documents
• SP Ballots (American National Standard Candidates) are balloted for no less than 45 days and up to 60 days (see Section 6.6.2 for balloting ANS documents)– Can be longer at the discretion of the
committee
30
Balloting Documents
• No public review required on TIA only and TSB documents
• 45 or 60 day public review required on American National Standard Candidates
31
Balloting Documents
• ANSI Standards Action Publication Schedule on TIA website
• URL = http://www.tiaonline.org/standards/sfg/procedures/action.cfm
32
Balloting Documents
• It is up to the individual to decide whether or not they want to vote on the document
• Chair and duly authorized representative(s) (editor) can view the ballot summary and comments coming in on the document
33
Balloting Documents• Reminder sent to those who did not
vote half way through the balloting cycle and again two days before the ballot is due to close
• TIA sends an email to the chair and duly authorized person when the ballot closes stating what is needed to proceed to the next step
34
Reballot vs. Default
• Reballoting document (see Section 6.11.3)
• Default ballot on a document (see Section 6.11.4)
35
Reballot vs. Default
• Reballot the complete document is sent out for comment– The whole document is subject to comment– No response letters or blue cards are
required on the original ballot
36
Reballot vs. Default• Default ballot
– Only a section or portion of the document is being balloted
– Comments must be confined to the scope of the default ballot (only those sections identified)
– Response letters and blue cards are required on the previous ballot and the default ballot
• TIA internal test – if more than 20% of the document changes as a result of technical comments it should be sent out as a reballot
37
Reballot vs. Default• PN Reballot and default ballot are no less
than 30 days• SP reballot can be either 45 or 60 day• SP default ballot can be for 30 days
– Must go for either a 45 or 60 day ANSI public review– If the default ballot consists of no more than 100
words a 30-day public review can be requested– If after the vote closes, and it is determined that
there is no support, the committee can publish the document with continuing objections
38
Final Default Ballot
• If all efforts have been exhausted to resolve continuing disapprovals the committee has one last option– A default ballot is sent to the voters to
determine if there is support for the objections
39
Comment Resolution
• Comment disposition must be recorded in the meeting report (see Section 6.10)
• Response letters detailing the disposition of the comments must be sent to commentor. The commentor must also be advised of the right to appeal
40
Response Letters and Blue Cards
• Currently TIA does not require response letters and blue cards be on file at TIA for PN balloted documents (TIA only and TSBs)
• TIA does require response letters and blue cards be on file at TIA for SP balloted documents
41
Response Letters and Blue Cards
• A copy of the response letter for SP ballots must be on file with the TIA Standards Secretariat
• TIA currently does not require response letters and blue cards on PN ballots
42
Response Letters and Blue Cards
• Response letters must:– Inform the commentor of his/her right to
appeal (See Sections 6.11.6 and A.5)– Inform them of where to go to fill out the
“blue card” (vote change form) – required only for disapprove with comment votes
– URL = http://www.tiaonline.org/standards/sfg/procedures/blue_card.cfm
43
Publishing
ANS and TIA Documents
44
Publishing Documents• Once response letters have been sent
to commentors and agreement has been reached, the chair or duly authorized representative fills out the publication authorization
• URL = http://www.tiaonline.org/standards/sfg/procedures/publication.cfm
45
Publishing Documents
• Document status can be viewed on the TIA website (updated bi-weekly soon to be weekly)
• URL = http://www.tiaonline.org/standards/sfg/sp_report.cfm
46
Publishing Documents
• Document is sent to TIA under separate cover
• ANS documents go through a legal review, and then sent to ANSI for Board of Standards Review (BSR) approval (see Section 6.12.2)
47
Publishing Documents
• TIA only documents are sent to the TSSC chair for review and approval (see Section 6.12.1)
• ANSI sends TIA an approval letter, a copy of this letter is forwarded to the chair of the committee
48
Publishing Documents• TIA puts the front and back matter on the
document and sends it to Global Engineering for publication
• TIA sends one complimentary electronic copy of the document to the authorized voter– This is usually sent in the form of an email, but if the
document is large, the voter will receive a CD from TIA with the final approved document on it
49
Tools
URLs for the documents
50
Tools
IPR Statement
http://www.tiaonline.org/standards/ipr/
Blue Card
http://www.tiaonline.org/standards/sfg/procedures/blue_card.cfm
51
Tools
Ballot Authorization
http://www.tiaonline.org/standards/sfg/procedures/ballot.cfm
New TIA Project Request Form
http://www.tiaonline.org/standards/new_pn_request_form.cfm
52
Tools
Interim Standard Upgrade Form
http://www.tiaonline.org/standards/sfg/procedures/interim.cfm
Reaffirmation/Withdrawal Form for TSB and TIA Only Documentshttp://www.tiaonline.org/standards/sfg/procedures/reaffirmation.cfm
53
Tools
Existing Project ANSI PINS form
http://www.tiaonline.org/standards/sfg/procedures/ansi_form0.cfm
New ANSI PINS form
http://www.tiaonline.org/standards/sfg/procedures/new_ansi_form.cfm
54
Tools
Engineering Manualhttp://www.tiaonline.org/standards/sfg/engineering _manual.cfm
Style Manualhttp://www.tiaonline.org/standards/sfg/style.cfm
55
Tools
Scope Manualhttp://www.tiaonline.org/standards/sfg/scope.cfm
Publication Authorizationhttp://www.tiaonline.org/standards/sfg/publication.cfm
56
ToolsExisting Project Request formhttp://www.tiaonline.org/standards/sfg/procedures/pn_request_form.cfm
ANSI Standards Action Publication Schedulehttp://www.tiaonline.org/standards/sfg/procedures/action.cfm
57
Tools
Open SP Ballot Status Report http://www.tiaonline.org/standards/sfg/sp_report.cfm
58
Who Can Answer Your Questions
Staff Information
63
FTP Site QuestionsCommittee Liaison
Stephanie MontgomerySr. Manager, Standards Development and [email protected]