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Risk and Insurance Management Society

Standards Development Policies and Procedures

Developed 2011

Approved by ANSI, [July 8, 2011]


Table of Contents

Contents 1. Introduction ..................................................................................................................................... 4

2. Organization ..................................................................................................................................... 4

2.1. RIMS Board of Directors ................................................................................................................ 4

2.2. Standards and Practices Committee ............................................................................................. 4

2.2.1 Responsibilities ....................................................................................................................... 5

2.2.2 Membership of the SPC .......................................................................................................... 5

2.2.3 Public Review and Comment .................................................................................................. 6

2.2.4 Discontinuance of a standard or standard project ................................................................. 6

2.3 Working Groups ............................................................................................................................... 6

2.3.1 Working Group Officers .................................................................................................... 7

2.3.2 Working Group Meetings .................................................................................................. 9

2.3.2.1 Meeting Announcements and Agenda ................................................................................ 9

2.3.2.2 Openness ............................................................................................................................. 9

2.3.2.3 Minutes ................................................................................................................................ 9

2.3.2.4 Quorum ................................................................................................................................ 9

2.3.3 Working Group Membership .......................................................................................... 10

2,3,3.1 Working Group Interest Categories ................................................................................... 10

3. Voting Procedures .......................................................................................................................... 11

3.1. Voting Procedures for Moving Draft Standards to the SPC ........................................................ 12

4. Technical Reports ........................................................................................................................... 12


5. Copyright ........................................................................................................................................ 12

6. Patents ........................................................................................................................................... 13

7. Metric Policy .................................................................................................................................. 13

8. Commercial Terms and Conditions ................................................................................................ 13

9. Appeals........................................................................................................................................... 13

10. Interpretations ............................................................................................................................... 14

11. Document Retention ...................................................................................................................... 15


1. Introduction

The purpose of this document is to outline the policies and procedures for the Risk and Insurance

Management Society (RIMS) standards development. RIMS is an ANSI-accredited standards developing

organization with policies and procedures that comply with the ANSI Essential Requirements. In the

event that an issue is not addressed in these policies and procedures, the ANSI Essential Requirements

takes precedence. For any procedural issues not covered by these procedures, the latest version of

“Robert’s Rules of Order” shall apply.

RIMS is dedicated to advancing the practice of risk management by advocating integration of risk

management throughout organizations, and providing timely and innovative information, education,

and networking for the risk management industry. An important component of RIMS’ mission is the

ability to contribute to effective risk management best practices and standards that can be implemented

worldwide.

By virtue of their participation, standards participants in RIMS standards development are bound by

these policies and procedures, and agree to comply with all applicable laws. All participants in RIMS

standards development activities shall comply with these policies and procedures while involved in RIMS

standards development.

2. Organization

2.1. RIMS Board of Directors

The Board of Directors (BoD) of RIMS acts as the approval body for all standards that are developed. The

policies and procedures in this document will be applied by the BoD in determining approval,

disapproval, withdrawal, or discontinuance of RIMS standards or standards projects. Approval of any

action by the RIMS BoD is by majority vote. Responsibility for the oversight of the standards

development process is delegated by the BoD to the Standards and Practices Committee (SPC).

2.2. Standards and Practices Committee


These policies and procedures shall be implemented by the SPC in the development, maintenance,

revision, reaffirmation, adoption, and withdrawal of RIMS standards. The SPC and all activities of the

committee are accountable to the RIMS BoD.

The SPC may form working groups as needed to develop the standards content as outline in an

approved RIMS Proposed New Work (PNW) form. PNW forms may be submitted to the SPC by any RIMS

member. The subsequent standards may be submitted to the American National Standards Institute

(ANSI) to become American National Standards (ANS).

2.2.1 Responsibilities

The responsibilities of the SPC are to

a) Facilitate the development and maintenance of RIMS standards.

b) Review standards within 4 years after initial approval for periodic maintenance and appropriate

action—revision, re-approval, or withdrawal to comply with ANSI requirements for a five-year

review cycle.

c) Oversee and serve on the consensus bodies for RIMS ANS and execute its responsibilities in

accordance with these policies and procedures, and the ANSI Essential Requirements.

d) Submit notification of standards activities in suitable media, including the initiation notification

to ANSI using the ANSI PINS and subsequent BSR notifications for public review and approval as

an ANS.

e) Recommend approval, disapproval, withdrawal, or discontinuance of RIMS standards or

standards projects to the RIMS BoD. Approval of any recommendation by the SPC is by majority

vote.

2.2.2 Membership of the SPC

The Chair of the SPC shall be appointed or reconfirmed by the BoD for a one-year term, and shall preside

at all meetings of the SPC. Up to 11 members of the SPC shall be recommended for appointment by the

SPC Chair for a one-year term. Appointments to the SPC shall be approved by the BoD. The SPC

membership shall include a Vice Chair and an SPC Board Representative to the BoD, who may be the

elected Chair or another member other than the Vice Chair. In the absence of the Chair of the SPC, the

appointed Vice Chair (in the absence of the Vice Chair, the SPC Board Representative) shall perform the

duties and exercise the powers of the Chair of the SPC. The BoD should consider continuity of the

committee during the appointment consideration. A RIMS staff member shall act as the Secretary of the

SPC.

Each member of the SPC other than the Secretary shall indicate their affiliation, qualification, interest

category, and willingness to participate. A good faith effort shall be made to attain a diverse

representation on the SPC to ensure reasonable balance without dominance by any single interest

category.


All specified SPC meetings pertaining to oversight of the RIMS standards development process, including

virtual meetings and conference calls, are expected to be announced by posting to the RIMS website no

less than 14 days prior to the meeting date. Special exceptions may be made as needed. When an

exception is necessary, the Chair or Vice Chair shall announce the meeting as soon as is practicable, but

no less than 2 days prior to the meeting date. An agenda shall accompany the announcement.

2.2.3 Public Review and Comment

The SPC shall oversee the submission of proposals for new ANS, revisions, or withdrawals to ANSI for

listing in Standards Action for comment. Notification of standards activity shall be announced in suitable

media as appropriate to accommodate participation by all directly and materially affected persons.

Notification of new projects will follow ANSI’s Essential Requirements for notification of standards

development and coordination.

All comments from the ANSI PINS or public review processes shall be given prompt consideration by the

working group responsible for the development of the standard, and each commenter shall be notified

in writing of the decision and response of the working group. All responses by the working group shall

be coordinated with the Secretary of the SPC. Each unresolved objection and attempt at resolution, and

any substantive change made in a proposed American National Standard shall be reported to the

working group in order to afford all members of the working group an opportunity to respond, reaffirm,

or change their vote. Each commenter with an unresolved objection shall be notified in writing of their

right to appeal to RIMS.

2.2.4 Discontinuance of a standard or standard project

The SPC shall recommend to the RIMS BoD appropriate action with regard to any RIMS standard or

standard project, including the recommendation to discontinue a standard or standard project. A

written justification shall accompany a recommendation for discontinuance, and shall be made available

upon receipt of any written request received by RIMS within 60 days of the date of the final action to

approve the discontinuance.

2.3 Working Groups The working group shall act as the consensus body for the development of each RIMS standard. The SPC

shall solicit interest in participating on each working group that is authorized by the SPC to develop a

RIMS standard. Such solicitation should be made directly to RIMS members and through an

announcement on the RIMS website to any person materially interested in becoming a RIMS standards

participant (SP). All RIMS members and SPs shall register to participate in RIMS standards development

prior to involvement in any RIMS standards activities, and shall pay the appropriate fees.


The SPC shall appoint by simple majority a working group Chair for each approved PNW. The working

group Chair presides at all meetings of the working group and shall perform such duties, and exercise

any other powers as prescribed from time-to-time by the BoD or SPC. The working group shall elect by

simple majority a Vice Chair and Technical Editor. A RIMS staff member shall act as the Secretary, and

where applicable, the Treasurer of the working group.

The right is reserved for the BoD or SPC to replace any working group officer at any time. All officers

accepting an appointment or election shall submit a letter from the candidate’s employer or relevant

affiliation stating the willingness to provide support for the candidate in performing the duties and

responsibilities of the office.

The working group shall

a) Abide by all intellectual property policies of RIMS, including those for patents, trademarks, and copyright.

b) Conduct a call for patents at the start of each meeting. c) Avoid discussions that could result in an antitrust action.

2.3.1 Working Group Officers

The working group Chair and Vice Chair are responsible for ensuring that these policies and procedures

are followed, and that meetings are conducted in a fair and efficient manner. The Chair and Vice Chair

shall have voting privileges and act as neutral parties, with no influence on decisions due to their

position.

The Chair is responsible for the following:

- Organizing the technical work on the standard using RIMS web hosting and tools, and notifying

the SPC of draft development milestones

- Notifying persons who express interest in the time and place of meetings, including any

requirements for participation

- Ensuring that all RIMS standards meetings are fair and open to all interested parties who meet

the requirements for participation

- Conducting the standards voting process in accordance with RIMS standards policies and

procedures; seeking consensus as a means of resolving issues

- Ensuring compliance with RIMS Intellectual Property Policies, including those for copyright and

patents

- Submitting the proposed standard along with required submittal material to the SPC


- Monitoring the working group for signs of dominance by any single interest category, individual,

or organization; if dominance is suspected, the working group Chair shall promptly notify the

SPC and shall immediately address the concern with the working group leadership

The Vice Chair shall assume the responsibilities of the Chair when the Chair is unable to perform the

assigned duties.

The Technical Editor is responsible for the following:

- Developing the RIMS draft standard according to the RIMS Standards Style Guide (SSG)

- Including in the RIMS draft standard only material confirmed by the working group and

approved through a working group consensus vote

- Obtaining permission for the use of any previously copyrighted material included in RIMS draft

standards and forwarding the Standards Permission Form to the Secretary of the SPC

- Forwarding each version of the draft standard to the working group Chair and Secretary

The Secretary/Treasurer is responsible for the following:

- Overseeing the registration of RIMS members or SPs for the working group

- Providing registration information to the working group Chair or Vice Chair

- Maintaining the working group participant list in the RIMS database, which includes any RIMS

members or SPs involved in the development of the draft standard along with all declared

interest categories

- Publishing a public meeting notice of the working group and providing an agenda to registered

participants at least 14 days prior to the working group meeting

- Providing minutes of each working group meeting

- Overseeing document storage and access to documents by working group participants, including

complying with document retention policies

An officer may be removed by approval of two-thirds of the voting participants of the working group.

Removal of the Chair or Vice Chair requires affirmation by the SPC. Grounds for removal shall be

included in any motion to remove an officer of the working group. The officer suggested for removal

shall be given an opportunity to make a rebuttal prior to the vote on the motion for removal.


2.3.2 Working Group Meetings

Meeting locations, dates, and frequency shall be selected through the working group Chair in

conjunction with the Secretary/Treasurer. Meetings arranged for RIMS standards development shall

only be conducted to address the business of the working group.

2.3.2.1 Meeting Announcements and Agenda

All meetings, including virtual meetings and conference calls, are expected to be announced through

email to participants of the working group and posted to the RIMS website no less than 14 days prior to

the meeting date. Special exceptions may be made as needed. When an exception is necessary, the

Chair or Vice Chair shall announce the meeting as soon as is practicable, but no less than 5 business days

prior to the meeting date. An agenda shall accompany the announcement to existing participants and

shall be made available to newly registered participants upon registration.

2.3.2.2 Openness

All RIMS standards development meetings shall be open to all interested parties who meet the

requirements for registration and meeting fees. Attendance may be limited due to practical

considerations such as available meeting accommodations.

2.3.2.3 Minutes

Meeting minutes shall include the following:

- Meeting identifiers (i.e., meeting name, date, location)

- Type of meeting (i.e., face-to-face, virtual, teleconference)

- Officers present

- Attendance list

- Approved agenda

- Corrections/additions to previous meeting record

- A brief description of matters discussed, status, and decisions

- Motions, including those who move and second the motion, and voting outcome

- Action items indicating those responsible, deliverables, and timelines for completion

2.3.2.4 Quorum

A majority of working group participants with voting status shall constitute a quorum. The presence of a

quorum must be announced by the Chair at the beginning of each working group meeting. If a quorum is

not present, actions may be taken subsequent to confirmation by an electronic vote, or at the next

working group meeting.


2.3.3 Working Group Membership

Voting representation in RIMS standards development is by entity, which includes entities from various

industries, government agencies, associations, and educational institutions. Each entity shall disclose

any controlling entities while declaring its affiliation. Only one representative and an alternate can be

designated as voting members for an entity or its related controlling entities. An entity can change its

representative or alternate by notifying the Secretary and Chair of the working group in writing. Each

voting member can represent only one entity.

Working group membership is open to any interested party who meets the requirements for

participation, and is not conditional upon membership in RIMS (i.e., non-members can participate as

Standards Participants or SPs). Entities attending the initial meeting of a working group are granted

immediate voting status to that working group upon request. In order to register for any working group

meeting, including the initial working group meeting, participants shall submit registration and affiliation

information, as well as their interest category, and be a RIMS member in good standing or shall apply to

RIMS and be accepted as an SP in good standing. SPs may be assessed a separate administration fee.

To obtain or maintain voting status, participants shall attend two of the last three working group

meetings (including face-to-face, virtual, or teleconference) and participate in two of the last three

instances of working group votes (an instance consists of any type of working group ballot or meeting

where one or more votes are conducted). To obtain initial voting status, a request shall be submitted to

the Chair and Secretary of the working group. An entity represented by one of its voting members at a

meeting shall be considered in attendance. If an entity fails to maintain the attendance requirement, the

entity will be designated as non-voting. In such instances, the entity may obtain reinstatement as a

voting participant by meeting the requirement for voting status and submitting a written request for

reinstatement to the working group Chair and Secretary.

2,3,3.1 Working Group Interest Categories

No single interest category shall constitute more than one-third of the membership of a working group.

For purposes of developing a RIMS standard for recognition as an American National Standard, all

working group participants shall be classified as:

Users/Managers – ERM and risk managers, C-suite managers, business unit managers

Service Providers – insurers, brokers, consultants, auditors

Government entities – government agencies or bodies

Academia

General Interest –not-for-profits,and other interested parties


3. Voting Procedures

Voting requirements depend on whether approval is by a majority or supermajority. A supermajority is

defined as a two-thirds approval vote. At a meeting (including teleconferences) where quorum has been

established, the approval ratio is calculated as Approve votes divided by the sum of Approve and Do Not

Approve votes. A majority of all participants with voting status must respond for the vote to be valid.

Qualified voters should vote one of the following positions:

- Approve

- Approve, with comment

- Do Not Approve, with reasons and should include suggested actions to resolve the objection

- Abstain

The following actions require approval by a majority vote:

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

b) Disbandment of subgroups

c) Approval of minutes

The following actions require approval by a supermajority vote:

d) Approval of change of the scope of the working group

e) Approval of a draft standard or changes to a draft standard

f) Approval to move the draft standard to the SPC for review


3.1. Voting Procedures for Moving Draft Standards to the SPC Voting to move a draft standard to the SPC shall meet the following requirements:

a) At most three-tenths of qualified responding voters shall indicate abstain

b) No interest category shall represent greater than one-third of votes

c) All comments shall be addressed in writing and circulated verbatim with responses to voters,

along with all changes to the draft, to allow the opportunity to respond, reaffirm, or change

votes

d) Circulated comments and responses shall be placed in RIMS database or provided to the SPC at

submission

e) Qualified voters shall be allowed 14 days to review and submit their votes. Qualified voters who

are absent during a meeting where the vote to move a draft standard to the SPC is conducted

shall be notified after the meeting and allowed 14 days in which to respond.

f) Any request to change a vote shall be in writing to the Chair and Secretary of the working group.

Written confirmation of the change shall be provided to the voter by the Secretary of the

working group.

Comments submitted by voters who indicate a do not approve vote shall be addressed and circulated to

all voters to allow the opportunity to respond, reaffirm, or change votes. Comments submitted by voters

who indicated an approve vote may be addressed and circulated to all voters. All comments from voters

shall be related to the proposed standard and include the technical issue at hand, and should include an

acceptable resolution that could be taken to address the comment. Responses to comments shall

address the technical content of the draft and outline the rationale for the response to either change

the draft or leave the document unchanged. Qualified voters with do not approve votes that remain

unresolved shall be notified in writing of their right to appeal to the SPC. Attempts at resolution and

substantive changes will be included with any unresolved objections that are circulated back to the

consensus body.

4. Technical Reports RIMS will comply with the ANSI Procedures for Technical Reports for Registration with ANSI. The SPC is

responsible for approving the registration of a technical report with ANSI. Approval is granted by a

majority of the SPC voting to approve. RIMS will also comply with ANSI Patent Policy.

5. Copyright


By virtue of their participation, all participants in the RIMS standards development process agree that

any work product developed (hereinafter referred to collectively as the "Work Product") shall be a

"work made for hire" within the definition of Section 101 of the Copyright Act (17 U.S.C. § 101), and

shall remain the sole and exclusive property of RIMS. To any extent any Work Product is not deemed to

be a work made for hire within the definition of the Copyright Act each Participant hereby assigns, and

agrees to assign, to RIMS all right, title and interest in and to such Work Product, including but not

limited to copyright, all rights subsumed thereunder, and all other intellectual property rights, including

all extensions and renewals thereof. Each Participant further agrees to provide all assistance reasonably

requested by RIMS in the establishment, preservation and enforcement of RIMS rights in the Work

Product.

Participants represent and warrant that they are either the author or owner of all rights to any material

submitted, and will not infringe on the rights of others, and have full power and authority to submit

material on the terms and conditions set forth in this policy, all of which shall be binding to not only the

participant, but on any and all persons for whom the participant is acting.

6. Patents

RIMS follows the ANSI patent policy (see the most recent version of the ANSI Essential Requirements).

7. Metric Policy

The International System of Units (SI) are the preferred units of measurement. If another unit is

needed, it should be given as a parenthetical directly following the SI unit.

8. Commercial Terms and Conditions

RIMS follows the ANSI policy on commercial terms and conditions (see the most recent version of the

ANSI Essential Requirements).

9. Appeals

All appeals shall be submitted to the Secretary of the SPC within 30 days of the most recent action or

inaction under appeal. Every effort should be made to ensure that impartial handling of complaints

regarding any action or inaction on the part of the working group is performed in an identifiable


manner. The working group Chair should make all reasonable effort to resolve the issues stated in an

appeal. If resolution is not possible, the appeal shall be brought before the SPC.

RIMS encourages settlement of disputes at any time if the settlement is consistent with the objectives of

the RIMS Standards Development Policies and Procedures. Any settlement (to which the parties agree in

writing) that is consistent with these policies and procedures, or an agreement to withdraw the appeal,

will terminate the appeal process.

An Appeals Panel is constituted from the SPC by the Chair, and shall include RIMS legal counsel and up

to three members of the SPC with no predetermined conflicts of interest. Appeals hearings are

conducted in person; however, if a participant is unable to attend in person, that participant may

participate via teleconference or by written submission. Parties complete the Appeals Template and

may submit written documentation, in accordance with established deadlines and the applicable

procedures. Parties may select up to three speakers of their choosing, without restriction, to address

the Panel. No verbatim transcription or recording of hearings is permitted. Hearing attendees must be

identified in advance of the hearing.

At a hearing, each side is afforded thirty minutes to present and may reserve any portion of that time for

rebuttal. The Appeals Panel then engages in an unlimited question-and-answer period, followed by

Executive Session, during which time the Panel deliberates on the appeal. A verbal decision is not issued

on the day of the hearing, rather a written decision is issued following the hearing.

Once an appeals decision has been issued it is not subject to further interpretation by the adjudicating

body or by RIMS staff. All appeals decisions are available to the public upon request. The Secretary of

the SPC is the contact point for appeals.

The SPC shall limit its consideration to technical issues or procedural matters. The appellant may appeal

the decision of the SPC to the RIMS BoD. However, the RIMS BoD shall not consider technical issues, but

shall limit its consideration to procedural matters. The SPC or BoD Appeals Panel shall render its decision

in writing within 30 days of the hearing, stating findings of facts and conclusions, with reasons based on

a preponderance of the evidence.

10. Interpretations

Requests for interpretation shall be forwarded to the Secretary of the SPC, who will forward the information to the working group. The proposed response prepared by the working group shall be approved by a majority of that working group. As a courtesy, a notification of receipt shall be sent to the requestor by the Secretary of the working group. The proposed interpretation response by the working group shall be concluded within nine months of notification.


The final interpretation shall be transmitted in writing to the party initiating the request. A copy shall be forwarded to the Secretary of the SPC. Interpretations will be posted at the RIMS website until the next amendment or revision of the standard. If the working group is unable to reach consensus on an interpretation, the response to the requestor should state that an interpretation will not be forthcoming on this matter. It should be noted that, if the working group cannot issue an interpretation for a request, this area of the standard should be considered for revision.

11. Document Retention

All documents related to RIMS standards development, whether physical or electronic, shall be retained

for one complete standards cycle, or until the standard is revised. Records related to the withdrawal of

standards shall be retained for six years from date of withdrawal.

Documents

Risk and Insurance Management Society - RIMS · PDF fileCopyright © Risk and Insurance Management Society, Inc. ... Such solicitation should be made ... accepting an appointment or