802.1 METHODS OF OPERATION ========================== 2 July 1996 Topic: The 802.1 Secretariat This portion of the 802.1 Handbook explains the concept of the 802.1 Secretariat, which occasionally confuses new participants. The "802.1 Secretariat" is a collective term used in 802.1 procedures, motions, and other material. The 802.1 Secretariat consists of anyone engaged in the administrative activities necessary for conducting 802.1 business. It generally includes the Chair's home institution secretary for 802.1 matters, and the applicable secretarial roles allotted to members of 802.1 (e.g., the recording and business secretaries). It often encompasses the Chair, Vice Chair, or other participants in particular tasks. "802.1 instructs its Secretariat to..." has the effect of committing 802.1 (usually by Chair executive action) to see that someone gets a job done, without bogging down in the details of assigning it or finding volunteers. ===== Topic: Letter Ballots on 802.1 Documents 1 Introduction This section of the 802.1 Handbook describes conduct of Working Group letter ballots. 2 Conduct of Ballots A letter ballot is initiated by distribution of the ballot form and the balloted text. Primarily, this is done via the electronic mail exploder and the FTP server; surface mail is used to reach those participants known to be unreachable by electronic mail, and for those who indicate they are unable to retrieve and print the text. A response deadline (at least 30 days after the ballot begins) is stated in the ballot announcement. The ballot may be closed after that date, once the required response level has been met, or cancelled by the Working Group if it is apparent the response level will not be adequate. It is appropriate to distribute ballot comments via the exploder, in addition to returning a copy to the Secretariat. 3 Ballot Responses Voting Members and Voting Liaisons (collectively termed "voters") declare a ballot response to be in one of three categories: Approve ("Yes"), Disapprove ("No"), or Abstain. Other participants send comments, at their option. Comments should clearly describe the changes requested. 3.1 Approval A vote of Approve may be accompanied by comments. The Approval is not conditioned on accommodation or resolution of these comments. 3.2 Disapproval A vote of Disapprove is required to be accompanied by comments, describing changes which are required in order to convert the vote to an Approval. The voter may also include comments which are not a basis for disapproval; that is, which might have accompanied an Approval had other issues not been raised. The comments which are the basis for disapproval should be indicated. 3.3 Abstention A voter may Abstain, giving a reason. Two commonly used reasons are: - Lack of Time, and - Lack of Technical Expertise. Note: The 802 Operating Rules allow an abstention for any reason other than Lack of Technical Expertise to be treated as a failure to respond for the purposes of retaining Working Group membership. Because all abstentions are equally acceptable in computing the response rate, 802.1 makes no such distinction. Any abstention is an acceptable response for membership purposes. An Abstention may be accompanied by comments. 4 Resolution of Comments Ballot comments are considered by the Working Group, and an effort is made to resolve all issues. The resolution may involve change to the document under ballot, or it may involve plans for new work beyond that document's scope. In some cases, comments may be invalid because of a voter misunderstanding; however, these cases often lead to editorial clarification. The project editor generally takes a leading role in comment resolution activities, and is usually authorized by the meeting chair to determine the organization and ordering of discussion. 4.1 Vote Conversion A disapproving voter whose comments have been successfully resolved may declare his or her vote converted to Approve. Following comment resolution, the approval rate is recomputed, taking into account such conversions, to determine the success of the ballot. 4.2 Reballot Generally, an 802.1 ballot of a new draft is necessary when technical change occurs as a result of comment resolution. The Working Group may elect to omit such a ballot if the change merely aligns details of the material with the generally understood original intent. Note: This is a judgement call, on the difference between technical change and a technicality. It is dangerous if misused. On the next 802.1 ballot, both the changes arising from resolved comments and the unresolved issues raised as basis for disapproval should be well documented for the voters. 4.3 Unresolved Comments From the last Working Group ballot, any comments which were a basis for disapproval, and which remain unresolved, must be reported in the ballot sent to the sponsor ballot group, along with Working Group responses. 4.4 Confirmation Ballot Where comment resolution results in only minor or editorial change, a "confirmation ballot" using abbreviated procedures may be conducted. Editorial changes that correct grammar or punctuation, or that clarify without changing meaning, do not normally require a confirmation ballot. This is a judgement call in some cases. The specific rules applying to a confirmation ballot need to be determined case by case, as no consistent set of rules exists. 5 Ballot Validity and Ballot Success Ballots are "valid" if a required response rate is achieved. Ballots may be declared "successful," at the discretion of the Working Group, if a required minimum approval rate is achieved. 5.1 Response Rate The required response rate is 50% of those with a responsibility to vote (i.e., those who were Voting Members of 802.1 at the time the ballot started). Other participants (Voting Liaisons, commenting Observers, or those who became Voting Members during the ballot) do not affect the response rate. 5.2 Approval Rate The required approval rate is 75% Approval among the votes which are either Approval or Disapproval. Nonvoting or abstaining participants do not affect the approval rate. Voting Members who gained that status while a ballot is in progress may vote on that ballot, although they are not required to respond, as stated above. The Voting Liaison ballots are limited to a maximum of two counted votes from each Working Group's appointees. In determining which Voting Liaison ballots are counted, Disapprovals are given preference over Approvals. When recomputing the approval rate after comment resolution, outstanding Disapprovals are again given preference. Additional special cases involving Voting Liaisons (both based on actual situations) are: - If an appointed Voting Liaison also holds Voting Membership in 802.1, vote is not including in counting liaison votes from the appointing Working Group. (It has full value anyway as a member's vote.) - If the same person holds Voting Liaison appointments from two different Working Groups, that vote is apportioned to one of the appointing groups in such a way as to maximize its value. (This may affect Disapprovals differently from Approvals.) After comment resolution, the apportionment of such a vote must be redetermined on the same basis (i.e., maximum effect) before the approval rate is recomputed. ===== Topic: Membership in Working Group 802.1 1 Introduction This section of the 802.1 Handbook describes the different classes of membership or participation in 802.1, including privileges and responsibilities and the process of gaining or losing a particular status. In addition to the Voting Members and Observers defined by the 802 Operating Rules, 802.1 has Voting Liaisons from other Working Groups. The term "Building Member" is also used, as described below. 2 Voting Members Voting Members are those with full 802.1 membership in Working Group 802.1. 2.1 Privileges and Responsibilities of Voting Members Voting Members of 802.1 may vote, and may propose or second motions, in an 802.1 meeting. Note: 802.1 task group sessions usually do not vote, but rather propose actions to the Working Group as a whole. Most actions are considered at the Thursday afternoon session of 802.1 during a Project 802 plenary. Voting Members may vote on 802.1 letter ballots. Voting Members have a responsibility to send a response, which may be an explicit abstention, to 802.1 letter ballots. 2.2 Attaining Voting Membership A participant in 802.1 may claim Voting Membership at any official Working Group meeting at which the following requirements are met: (a) The participant has at least 75% attendance credited for two prior 802.1 meetings--at least one of them a Project 802 plenary-- within the span of the previous four 802 plenaries. Note: See the "Attendance" section of this handbook for detailed attendance requirements. (b) The participant declares, or according to the secretary's records has previously declared, an intention to become a Voting Member, and has supplied sufficient contact information--at minimum, name and surface mail address--to be reachable for ballots. Translation: The declaration must be made sometime, but is not necessary to begin accumulating attendance credit. Under the 802 Operating Rules, the 802.1 Secretariat automatically recognizes any Voting Membership obtained by completing these requirements. Voting Membership may also be granted by the 802.1 Chair, in consideration of contributions to the efforts of the Working Group, at the Chair's sole discretion. Note: The Chair's privilege may be exercised in the form of a relaxed application of the attendance requirements. 2.3 Loss of Voting Membership A Voting Membership may be removed by the 802.1 Chair for either of the following causes: (a) The Voting Member fails to maintain the required attendance credit. Note: Although the Chair may remove Voting Membership from a participant with only one attendance credit, this is rarely done because it "thrashes" the voting population as participants get dropped and re-establish membership. (b) The Voting Member fails to respond to two 802.1 letter ballots out of three consecutive ballots conducted. Note 1: Although the 802 Operating Rules allow abstention for any cause other than "lack of technical expertise" to be penalized as though it were a failure to respond, 802.1 does not distinguish among reasons for abstaining. Abstention responses, regardless of the reason, are helpful in meeting requirements for a valid ballot. Note 2: In accordance with the 802 Operating Rules, attendance credit is revoked, in conjunction with this action, for meetings prior to the last failure to respond to a ballot. Voting Membership may also be revoked by the Executive Committee as a consequence of failure to meet financial obligations to Project 802. As the 802 Operating Rules do not explicitly prescribe such revocation, this penalty is imposed only in obedience to explicit Executive Committee direction, or as an indirect consequence of the accompanying revocation of attendance. 3 Voting Liaisons Voting Liaisons represent the interests of other 802 Working Groups in 802.1 letter ballots. 802.1 expects reciprocal voting arrangements on ballots conducted by other Working Groups which have a bearing on 802.1 concerns. Note: The term "Working Group" has its technical sense here; TAGs such as 802.8 are not included. 3.1 Privileges and Responsibilities of Voting Liaisons In addition to all the privileges of Observers (see below), Voting Liaisons may cast votes on 802.1 letter ballots. Voting Liaison ballots do not affect the response rate, but must be taken into account in computing the approval rate on a ballot. The responsibilities of Voting Liaisons are determined by the appointing Chair and the Working Group they represent, not by 802.1. 3.2 Gaining Voting Liaison Status Chairs of 802 Working Groups, other than 802.1 itself, hold 802.1 Voting Liaison positions ex officio. Other Voting Liaisons are appointed by these same Chairs. 3.3 Retaining Voting Liaison Status Appointed Voting Liaisons retain that status at the pleasure of the appointing Working Group Chair. Appointments are made or modified by notifying the 802.1 Secretariat. 4 Observers, Including Building Members Observers are participants in 802.1 who are neither Voting Members nor Voting Liaisons. Observers may participate electronically, via the Email exploder and FTP server, or by attendance at meetings. 802.1 distinguishes as a "Building Member" any Observer who has not yet attained Voting Membership but has declared intention to do so. 4.1 Privileges and Responsibilities of Observers Observers may participate in Email discussions via the exploder and may obtain documents from the FTP server. They may offer contributions on balloted material in the form of comments. To ensure these privileges are not disrupted, they are responsible for supplying up-to-date contact information to the 802.1 Secretariat. At the discretion of the meeting chair, they may be granted the opportunity to speak at 802.1 meetings. Note: This privilege is rarely denied or restricted at 802.1 meetings. Observers do not have voting privileges in 802.1. On occasion, as determined and announced by the meeting chair, they may be invited to participate in "straw polls" not restricted to Voting Members. Note: Straw polls are most commonly associated with general 802 procedural issues such as meeting site selection. 4.2 Becoming a Building Member or Observer Observers make themselves known to 802.1 by joining its Email exploder or registering attendance at an 802.1 meeting. Building Membership is attained by notifying the Secretariat of the participant's intent to become a Voting Member of 802.1, and supplying sufficient contact information to participate in ballots on attaining Voting Membership. 4.3 Removal from Building Membership and Loss of Current Observer Status Building Members may at any time retract their declaration of intent to build Voting Membership by notifying the Secretariat. The Secretariat may drop a Building Member, or regard an Observer as not current, if that individual has no current attendance credit and is not in contact with 802.1 via the Email list. Those removed from Building Membership may regain that status by a redeclaration of intent to become a Voting Member. ===== Topic: Attendance Credit in Working Group 802.1 1 Introduction This section of the 802.1 Handbook describes the Working Group practices in recording attendance. 2 Attendance and Attendance Credit Most IEEE 802 memberships are attained by meeting attendance requirements set by the 802 Operating Rules. Record-keeping and attendance sheets are an unfortunate but necessary consequence. As a logical necessity, the 802.1 Secretariat actually tracks "attendance credit," according to its records, as opposed to actual attendance. The objective is to keep the credited attendance sufficiently close to reality that participants are not deprived of legitimately earned membership privileges. Unless they would make a real difference in establishing membership, attempts to correct the record after the fact are discouraged. 3 Attendance Sheets Sign-up sheets record attendance at 802.1 meetings. All participants are invited and requested to sign in, whether they are building membership privileges or not. If you attend an 802.1 meeting and don't see the attendance sheet, ask! If you missed an attendance sheet, and believe it is important to get credit for attendance at that session, it may be possible to amend the record. This generally requires that another participant, whose attendance was recorded at that session, be willing to vouch for your presence. (It is preferred that such amendments be kept to a minimum; the Chair has the power to override attendance requirements in any case.) As might be expected in a Working Group which is heavily concerned with MAC Bridging, circulation of the attendance sheets is governed by forwarding, flooding, and filtering procedures. 3.1 Attendance Sheet Forwarding After recording your own attendance, pass the sheet to someone else near you, preferably not the person who passed it to you. 3.2 Attendance Sheet Flooding If the sheet returns to you, try forwarding it to a different person, unless it's plain that all participants have been reached. 3.3 Attendance Sheet Filtering Please don't forward the sheet to a "waiting area" (or "dead zone") in the hope it will be restarted by someone who is engaged in activity that would interfere with their keeping it moving. In such a case, it is acceptable to add that person's name, as their proxy, so you can forward it immediately without undue concern. 3.3.1 Dynamic Filtering Database Someone who is presenting material or involved heavily in a debate, especially if they have left their place to speak, is so engaged. 3.3.2 Permanent Filtering Database In particular, Mick Seaman is always deemed to be so engaged. 4 Qualifying Attendance Sufficient qualifying attendance establishes an automatic claim to Voting Membership in 802.1, provided other requirements are met. Qualifying attendance at a meeting is defined by Project 802 as 75% participation in Working Group activities. The degree of participation is determined by credited attendance at 802.1 sessions. To claim Voting Membership, the participant must arrive at a meeting already credited with qualifying attendance for two prior 802.1 meetings-- at least one of them a Project 802 plenary--within the span of the previous four 802 plenaries. 4.1 Qualifying Attendance at an 802 Plenary Attendance credit at an 802 plenary is tracked by half-day sessions. This is both the maximum and the minimum granularity, for practical reasons. An IEEE 802 plenary schedule allows seven Working Group sessions: Monday afternoon (following the 802 opening plenary) and morning and afternoon sessions Tuesday through Thursday. The 802 Operating Rules set qualifying participation in the Working Group at 75%; recorded attendance at five sessions (71.4%) is therefore regarded as sufficient. The following specific cases frequently arise: - An extra 802.1 session (usually Monday morning, or Sunday) held in conjunction with an 802 plenary counts as equivalent to a session within the official time-span of the plenary, if properly announced in advance. - Extra 802.1 sessions do not "raise the bar" above five sessions for qualifying participation. Those who cannot extend beyond the normal plenary meeting schedule are not put at any disadvantage by extra work sessions. Note: The underlying principle is that a decision to add meetings is not allowed to reduce the value of attendance at the regular sessions during a plenary. - If 802.1 does not meet during one or more of the seven Working Group sessions at an 802 plenary, the required attendance credit for qualifying participation is reduced accordingly. - All attendance credit for the same half day counts as one session. If 802.1 holds multiple sessions in parallel, credit cannot be increased by hopping from one to another. 4.2 Qualifying Attendance at an Interim Meeting Attendance credit may be earned at an interim 802.1 meeting (i.e., one held between 802 plenaries) if it meets certain criteria set by the 802 Executive Committee. The number of sessions required to meet the 75% standard for qualifying attendance is determined at each meeting, based on its schedule. Note: The 802 Operating Rules do not allow a claim to Voting Membership based solely on interim meetings. At least one Project 802 plenary is required, and therefore at most one interim meeting counts.