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[802SEC] FW: Proposed SAB P&P revisions

Title: CS SAB P&P
fyi. Note that the SAB is the Standards Activities Board of the Computer Society (our Society Sponsor).
The next SAB meeting is:
November at the Westin Tabor Center in Denver, Colorado, USA.
SAB - Tuesday, 6 November
Roger, since this is in your neck of the woods (so to speak), can you attend? 

Jim Carlo ( Phone:1-214-693-1776 Fax:1-214-853-5274
J.Carlo Consulting LLC (Focus on Telecom Strategy/Standards/Patents)
Vice Chair, IEEE-SA Standards Board
Chair, IEEE802 LAN/MAN Standards Committee

-----Original Message-----
From: SAB []On Behalf Of Jim Isaak
Sent: Thursday, October 25, 2001 12:35 PM
Subject: Proposed SAB P&P revisions

IEEE Computer Society

Standards Activities Board

UnApproved - Proposed for SAB approval Oct. 2001

  Recent Changes

  • Proposed revision: fall 2001:  Added text is marked red/underline; removed text is marked blue/line-through
    Issue 1: Section 7.2 and 7.3 - default working group draft development and proceedural issues
    Issue 2: Section 6 - clarification of sponsor/SEC (based on 1999 ballot comments)
  • Updated 1999 for electronic balloting (6.7), project evaluation (Annex B), minor changes in 6.2 and 5.4, SAB Par approval (4.12) and SAB role in service awards (5.1) (Approved by SAB letter ballot, Fall 1999)
  • Updated to include SA procedures references and alignment (Appeal window) [September 1998]
  • Updated to include Entity Balloting as an alternative to Individual Balloting [September 1998]


1.1 Purpose

Standards development activities in the IEEE CS are the responsibility of the SAB and comply with the policies and procedures of the documents listed below. Additional policies and procedures, when necessary, are defined in this document.

1.2 Background

The objectives of the Institute of Electrical and Electronics Engineers standards activities are to develop and publish broadly accepted standards that will advance the theory and practice of electrical engineering, electronics, computer science, radio, and allied branches of engineering or the related arts and sciences, and to work in conjunction with other standardizing bodies, both national and international, to make available needed standards in the field of electrotechnology.

IEEE standards activities operate under the umbrella of the American National Standards Institute as one of several accredited standards developing organizations. Details of the IEEE organization are provided in the IEEE Constitution and Bylaws. The IEEE Computer Society is a member society of the IEEE. Details of the IEEE CS organization, are provided in the IEEE Computer Society Constitution and Bylaws, and the IEEE Computer Society Policies and Procedures.


In the event of inconsistencies between two or more of the above documents, the document with higher precedence (indicated by earlier appearance on the following list) shall take precedence: [IEEE Standards Association procedures are available at: ]


3.1 Abbreviations

ANSI: American National Standards Institute
BRC: Ballot Review Committee
CS: IEEE Computer Society
CSSC: CS Standards Committees, i.e. SAB, Sponsors, WGs, SGs
IEEE: Institute of Electrical and Electronic Engineers, Inc.
IEEESB: IEEE Standards Board
NesCom: IEEE Standards Board New Standards Committee
NHL: Next-higher-level committee
OR: Organizational Representative
P&P: Policies and Procedures
RevCom: IEEE Standards Board Review Committee
RROO: Robert's Rules of Order, Newly Revised
SA: IEEE Standards Association
SAB: IEEE CS Standards Activities Board
SBB: Sponsor Balloting Body
SDC: Standards Developing Committee, i.e. WG or SG
SDO: Standards Developing Organization, e.g. IEEE
SEC: Sponsor Executive Committee
SG: Study Group
WG: Working Group

3.2 Definitions

Approval: a vote of the CSSC which meets defined criteria.
Guidelines: Suggested policies and procedures in this P&P.
Individual: A single human being (as distinct from "Person" which may include organizations).
Individual Expert: a direct and materially interested individual
  Letter ballot: a ballot sent to all eligible CSSC voters.
Liaison: an individual approved by the CSSC and recognized by another organization to act as one organization's official representative to the other.
  Next-higher-level (NHL) and subsidiary committees:
CSSC NHL committee Subsidiary committee
SG Sponsor N/A
WG Sponsor N/A
Sponsor SAB WG/SG 
SAB CS Board of Governors Sponsor

Observer: any person present at a CSSC meeting other than a Member or Liaison of that CSSC

Organizational Entity: Any corporation, government agency, partnership or association, consultant or self-employed or self-financed individual, academic institution, consortia, or other legal or commercial entity.

Organizational Representative: An individual designated by an external standards-developing organization or other organization approved by the IEEE-SA Standards Board.

Person: a legal entity, including an individual.

Sponsor: A group of individuals who have a professed interest in the development of standards (either by direct participation or by the process of review) In technological areas that fall under the general scope of interest of the Computer Society.

Sponsor Balloting Body: Eligible IEEE or CS-affiliate members, SA members, invited experts, ORs, and Organizational Entities who have returned a properly completed Invitation to Ballot within the established deadline, on a specific draft standard.

Sponsor Executive Committee: A subcommittee of a Sponsor that has been delegated certain duties and responsibilities by the Sponsor's P&P.

3.3 Relation of this P&P to CSSC P&P documents

Default requirement: This P&P document specifies certain default requirements for all CSSC's.
     Any changes must be in an approved, written CSSC P&P.

Minimum/maximum requirement: This P&P document specifies certain default requirements for all CSSC's.
    Any CSSC specific changes must be in an approved, written CSSC P&P.


4.1 Overview

The IEEE standards development process includes two volunteer groups: a Sponsor, who supervises all phases of the development and maintenance of a standard, and a standards developing committee such as a WG or SG, which is responsible to the Sponsor, and which develops the draft standard. A draft standard is forwarded to the IEEE Standards Board by the Sponsor for action once it has met the IEEE approval criteria.

The development of standards in the CS is governed by a committee structure comprising the SAB at the highest level, to which report Sponsors. Reporting to these Sponsors are WGs which may be responsible for one or more standards projects [large Sponsors, e.g. those with more than 10 WGs, may choose to form Steering Committees responsible for a number WGs with closely related scope and interests]. In turn, WGs may choose to form subcommittees to deal with specific issues, such as a particular document, or a chapter in a document.

4.2 Use of Robert's Rules of Order

CSSCs shall operate under Robert's Rules of Order, Newly Revised [Ref. 10].

4.3 Document Availability

All interested persons shall be permitted to obtain all committee documents, including draft standards prior to approval by the IEEESB.

4.4 Meetings

4.4.1 Purpose:

CSSC meetings shall be held as determined by the committee, to conduct business such as making assignments, receiving reports of work, considering standards business, resolving differences among subcommittees and considering views and objections from all interested parties.

4.4.2 Openness:

CSSC meetings shall be open meetings with the sole exception of executive sessions, which shall be limited to the consideration of confidential personnel matters such as removal of Officers, and for the purpose of discussing waiver of meeting or other fees. [An open meeting is one in which any person with a direct and material interest who wishes to observe the proceedings may do so. "Executive sessions" are not permitted except for the purpose of discussing requests for a waiver of meeting or other fees, or candidates for officer positions prior to an election; individuals asked to leave the room for the discussion do so as a purely voluntary action should they chose to do so. In no circumstances should persons with a direct and material interest be required to leave the room against their will.]

4.4.3 Location

CSSCs shall meet at such time, place and manner to maximize the attendance of all directly and materially affected participants. In general, committee meetings shall be organized in such a manner as to provide the opportunity for all relevant communities to participate. [Associating CSSC meetings with CS conferences and other events, where interested persons are likely to find it convenient to attend, is an appropriate method to achieve both of these objectives, and is encouraged. It is recommended that CSSC should no more than 50% of their meetings each year in any one geographic area.  The consideration of multi-site video conferences as a means to increase geographical diversity is encouraged, if appropriate.]

4.4.4 Notice:

Meeting notices for CSSC meetings shall be distributed by email or  on paper either via postal mail or FAX,  and sent at a minimum to Members, Liaisons, and ORs. Such notice shall be distributed a minimum of thirty (30) days prior to the meeting, and shall include at a minimum the date, time, location, and preliminary agenda of the meeting. [Proper notice would be considered constructively provided if the CSSC in question publishes an annual meeting schedule, including date, time, and location of meetings. Longer notice periods, such as forty-five (45) days, are recommended.]  Email notice should be distributed multiple times.

4.4.5 Minutes:

Written minutes of CSSC meetings shall be published to the committee either on paper or in machine readable form (so long as paper copies are available upon request) a maximum of sixty (60) days following each meeting, or two-thirds (2/3) of the CSSC's regularly scheduled inter-meeting period, whichever is less.

4.5 Quorum

The default quorum for CSSCs shall be one-half (50%) of the voting membership. [However, see the discussion of quorum in RROO.]

4.6 Conflicts of Interest

Holding multiple positions within one or more CSSCs shall not necessarily be perceived as a source of conflict of interest. While a standards organization may be more sensitive to this issue, the openness and fairness principles are designed to maintain the integrity of the system. Officers shall, however, follow a step-aside policy whenever a conflict situation arises between multiple roles. In the event that it becomes necessary for one individual to hold positions as both a CSSC chair and the NHL chair to which the CSSC reports, approval of the committee to which the NHL committee reports shall be required prior to the person individual assuming responsibility for the second role, except on an interim basis limited to ninety (90) days, due to a resignation or removal. [Chairs are discouraged from holding multiple positions in a directly reporting chain.]

4.7 Membership

4.7.1 Requirements:

There are two types of membership for working groups or a sponsor balloting body: Individual Expert and Organizational Entity. These are mutually exclusive and decided upon at the PAR approval stage and remain until the end of the project. Individual Expert

The default requirement for CSSC membership is a direct and material interest and willingness to participate in the activities of the CSSC, and attendance of at least two (2)  of the three (3) previous regularly-scheduled CSSC meetings, except in the case of newly formed CSSCs, for which voting privileges shall apply to all eligible attendees at the initial three meetings.  Membership also may be granted on the basis of written participation, provided that the CSSC P&P specifies the detailed circumstances of such grant.  Multi-day CSSC meetings shall not be interpreted as multiple CSSC meetings for purposes of achieving membership. Except for Organizational Representatives, CSSC Members shall participate in committees in a manner consistent with their professional expert opinion as individuals. Organizational Representative (OR)

Organizational Representatives are appointed by the Standards Association Standards Board for participation in Individual Expert balloting groups (see SA Operations Manual, 5.4.1, and SA Bylaws  ORs shall achieve membership immediately upon appointment. Organizational Entity

The default requirement for membership as an Organizational Entity is a direct and material interest and willingness to participate in the activities of the CSSC. For voting membership, the Principal or Alternate Representative of the Organizational Entity shall have attended at least two (2) of the last three (3) previous regularly scheduled CSSC meetings, except in the case of newly formed CSSC's for which voting membership shall apply for all eligible attendees at the initial three (3) meetings. Multi-day CSSC meetings shall not be interpreted as multiple CSSC meetings for purposes of achieving voting status.

Organizational Entity Detail Requirements:

(a). Corporation: There shall be only one voting membership for each corporation. A corporation is defined as an entity which has a controlling body, such as a Board of Directors, that does not report to another controlling body.

(b). Government Agency: There shall be only one voting membership for a separate government subdivision or agency. A separate government subdivision or agency is defined as an entity that reports to its parent executive, legislative, or judicial branch of government. (c). Partnership or Association: There shall be only one voting membership for each partnership or association.

(d). Consultant, Self-Employed, Self-Financed Individual: There shall be only one voting membership for each consultant, self-employed, or self-financed individual. In order to be a voting member, each consultant, self-employed, or self-financed individual shall declare that their participation is not being funded by any other voting Organizational Entity member of the CSSC.

(e). Academic Institution: There shall be only one voting membership for each separate educational institution.

(f). Consortia, Vendor Specific User Groups, Professional Societies, and Other Standards Developing Organizations: There shall be only one voting membership for each separate Consortia, Vendor Specific User Groups, Professional Societies, and Other Standards Developing Organizations. For these types of organizational entities, the principal and alternate representatives may be employed by other organizational entities that have voting membership in the affected group.

(g). All Other Organizational Entities: for other legal or commercial entities not specified in (a) through (f), there shall be only one voting membership for each entity No employee of an Organizational Entity that has voting membership as specified in (a) through (f) shall serve as either principal or alternate representative under this section (g). Employees of Organizational Entities that do not have voting membership , but would be eligible under (a) through (f) may serve as the principal or alternate representative of no more than one organizational entity that meets the criteria of this section (g).

Principal Representative: Each Organizational Entity shall appoint one Principal Representative who represents the Organizational Entity for voting purposes. The Principal Representative may appoint one or more Alternate Representatives. An Alternate Representative may vote for the Organizational Entity in the absence of the Principal Representative.

4.7.2 Expiration/Revocation:

Membership for CSSC members (other than Officers) shall by default expire upon the third (3rd) consecutive regularly-scheduled meeting of the CSSC not attended by the member, unless there is good cause for an absence.

[A notice should be sent by the CSSC Secretary to the member whose membership status is at risk thirty (30) days in advance of the meeting at which the membership would expire.] Membership shall be revoked upon the second consecutive letter ballot not returned in advance of the deadline, provided however that a warning notice to that effect was sent to the Member, whose membership is subject to revocation, a minimum of thirty (30) days in advance of the deadline of the second letter ballot. Membership may be suspended upon serious delinquency in payments of mandatory CSSC fees, provided that the CSSC P&P specifies the detailed circumstances of such suspension.

4.8 Elections and Removals

4.8.1 Elections of Chairs and Vice-Chairs:

Except for SAB Chair and Vice-Chair, as their existing terms expire, CSSC Chairs and Vice-Chairs shall be elected by the CSSC and confirmed by the NHL committee. The default and maximum term for Chair and Vice-Chair is two (2) years. Initial appointments, and temporary appointments to fill vacancies due to resignations or removals may be made by the Chair of the NHL committee, and shall be valid for no longer than six (6) months. Chairs and Vice-Chairs may be re-elected up to four (4) times.

4.8.2 Elections of Other Officers:

Officers other than Chair and Vice-Chair shall be elected by a majority vote of the CSSC. The default and maximum term of office for such elections shall be two (2) years. Such officers may be re-elected up to four (4) times.

4.8.3 Removal: Removal of Chairs or Vice-Chairs

The NHL committee may remove the Chair or Vice-Chair of a subsidiary committee for cause. The Chair of the NHL committee shall give the individual subject to removal a minimum of thirty (30) days written mail notice, with proof of delivery, of a meeting of the NHL committee at which the removal is to be decided.

Such notice shall include the specific reasons for the proposed removal. The individual subject to removal shall have the opportunity to confront the evidence for removal, and to argue in his or her behalf. In the clear and documented case of gross misconduct, the Chair of the NHL committee may suspend the Chair of the subsidiary committee, with the concurrence of the CS VP of Standards. A meeting or teleconference of the NHL committee shall be convened as soon as practical, but in no case later than thirty (30) days, to review the suspension as provided for above. Removal of Other Officers

The NHL committee may remove Officers other than Chair or Vice-Chair for cause. Removal of Officers other than Chair or Vice-Chair for cause before their term is up may be accomplished by the CSSC only by a two-thirds (2/3) vote, except in the clear and documented case of gross misconduct. The Chair of the CSSC shall give the individual subject to removal a minimum of thirty (30) days written mail notice, with proof of delivery, of a meeting of the committee at which the removal is to be decided. Such notice shall include the specific reasons for which the removal is contemplated. The individual subject to removal shall have the opportunity to confront the evidence for removal, and to argue in his or her behalf. In the clear and documented case of gross misconduct, a CSSC Officer other than Chair or Vice-Chair may be suspended by the Chair of the committee, with the concurrence of the Chair of the NHL committee. A meeting of the CSSC shall be convened as soon as practical, but in no case later than thirty (30) days, to review the suspension as provided above. Appeal, Removal and Announcement

Any Officer suspended or removed against their wishes has the option of appeal. The appeal shall be made to the CSSC (if the action was taken by the CSSC), then to the NHL committee, then to the Sponsor, then to the SAB, and then to the CS Board of Governors. If an individual so suspended or removed provides notice in writing within ten (10) days to CS VP of Standards that an appeal will be made, public announcement of a change of Officer shall not take place until after the appeal has been heard and a decision rendered. Deliberations Regarding Removals

All deliberations regarding removals shall be held in Executive Session.

4.9 Liaison Appointments

The CSSC may appoint Liaisons from itself to other standards-developing   organizations, and may approve Liaisons appointed to it by another standards-developing organization. However, such Liaisons shall not become members of the CSSC by virtue of their Liaison status.

4.10 Proxies

By default, proxies are not permitted. [The CSSC P&P may provide for voting by correspondence in the case of committee members who have demonstrated substantial contributions and for whom travel to the committee meetings presents a hardship.]

4.11 Recovery of Expenses

CSSCs are authorized to recover the costs of administrative and meeting costs, international program fees, and for supplying copies of documents to Members, Observers and any others expressing interest. Procedures for the establishment of committee checking accounts, and requirements for financial reporting are described in the CS Policies and Procedures Manual [Ref. 7].

4.12 Letter Ballots

Email ballots are recommended.  Ballot responses shall be confirmed   to participants, with follow-up (email or phone) to non-respondents at the end of the balloting period.  In the case of e-mail ballots, positive confirmation of receipt of the ballot by each member must be obtained or that member's ballot must be counted as a NO vote.

SAB approval of PAR's, where SAB operates as the sponsor, shall be done by a 10 day email circulation of the PAR, with a 'default consent ballot' (i.e. No response is considered to be affirmative.) The SAB chair or SCC chair may choose to not submit the PAR if negative comments are provided and there is less than a majority of the SAB explicitly responding affirmative.

Except as otherwise provided herein, the minimum time allowed for return of letter ballots shall be ten (10) days plus an allowance for mailing delays if appropriate. [If appropriate, longer return periods are recommended, e.g. forty-five (45) days. It is recommended that five (5) days each way should be allowed for domestic mailing delays.]

4.13 Duties of Officers

The Officers of CSSCs other than SGs, shall be at a minimum a Chair, Vice-Chair, and Secretary. SGs shall at a minimum have a Chair.

    4.13.1 Chair:

CSSC Chairs shall be at a minimum CS-affiliate members, and shall be encouraged to be members of the IEEE. The Chair is a representative of, and responsible to, the CS. Therefore the Chair shall at all times act as a moderator and monitor the activities of the group to ensure that these procedures are followed. Except as provided for in RROO, the Chair shall not take part in discussion, nor may the Chair use the authority of the position to impose a solution. If the Chair wishes to participate in the discussion and voice an opinion, then he or she shall relinquish the position of Chair to a non-prejudiced participant for the duration of the discussion. The Chair may render decisions on the day-to-day operating requirements of the business of the committee outside the meetings, however, all such decisions shall be subject to the concurrence of the CSSC at its next regularly scheduled meeting. The Chair is responsible for providing an annual report on the activities of its committees to its NHL committee, and ensuring that the membership list is reviewed annually with respect to the criteria established for the CSSC. All official correspondence between the IEEE Standards Board and CSSCs shall be with the Sponsor Chair and/or relevant Sponsor Vice-Chairs and WG chairs, as appropriate. The Chair of a NHL committee is responsible for ensuring that the election procedures are carried out for each subsidiary committee, according to the NHL P&P. By default, only the Chair, Vice-Chair, and appropriate Liaisons of a CSSC are authorized to represent the CSSC before other CSSCs.

    4.13.2 Vice-Chair:

CSSC Vice-Chairs shall be at a minimum CS-affiliate members, and shall be encouraged to be members of the IEEE. The position of Vice-Chair exists to assist with the official business of the CSSC, and to provide a line of succession for the training of new volunteers in CS activities. A Vice-Chair shall be called upon to take over the responsibilities of the Chair in the absence of the Chair, or to represent the committee at other committee meetings when delegated, or when called for.

    4.13.3 Secretary:

The position of Secretary exists to formally document the actions of and attendance at meetings of the CSSC. The Secretary shall maintain a current and accurate committee roster and shall make it available for official committee business use only to the members of the committee at least annually, and otherwise on request. The roster shall include the following: Title of the committee and its designation; Scope and Purpose of the committee; Name of the next NHL and their officers; CSSC Officers; Names of the  persons who are voting members or observers of the committee, and their postal mail addresses, phone numbers, and when available, FAX numbers and email addresses. The Secretary shall send notice to the CSSC's members at risk of membership expiration due to non-attendance, a minimum of thirty (30) days in advance of the meeting at which the membership would expire.

    4.13.4 Treasurer:

The duties of a Treasurer are: annually to request CSSC and subsidiary   committees to submit budget requests; annually to submit proposed budgets to NHL committee; collection of fees and disbursements as appropriate; and adherence to the budget.

4.14 Conflicts between CSSCs and Other SDO WGs

It is likely that overlaps of working group activities within and between the CS and other SDOs will occur. Overlaps should be avoided and inter-SDO cooperation should be encouraged in order to facilitate the efficient and effective development of standards. However a working group within one SDO should not be prohibited from developing a standard, even though a working group in another SDO is working on similar standards.

The marketplace should be allowed to decide which standard(s) to adopt. Should a CSSC become aware of a potential project overlap between a CSSC and another SDO WG, it shall: (1) inform the involved CS Sponsor Chair of the potentially-overlapping work or proposed work in the SDO; (2) inform the SDO's liaison to the CS of the existence of the potential IEEE working group and the nature of the potential overlap; and (3) if appropriate, request the appointment of an ad-hoc committee of the SAB, to consist of the IEEE and SDO sponsor chairs, the CS VP of Standards, and the SDO's liaison to the CS, to seek ways to facilitate cooperation.

This ad-hoc committee's recommendations shall be reported at the next CSSAB and to the SDO, but shall be non-binding, that is PARs shall not be withheld on the basis of an overlap. Six months after PAR approval, the ad-hoc committee, if formed, shall reconvene to hear from both interested parties in both the CS and SDO working groups. The purpose of the meeting shall be to counsel both working groups to continue or improve cooperation. Some of the methods to facilitate cooperation that the ad-hoc committee should consider are:

  •     (a) Mutual liaison appointments -- Liaisons serve as the formal   communications   channel between the working groups. In an environment where lack of communications leads to misunderstandings and discord, liaison appointments are critical. Rather than depending on one individual to serve as a liaison to both working groups, it is suggested that each working group appoint a different individual as liaison. This redundancy reduces the pressure which would bear on one individual to accurately communicate all of the issues between the working groups.
  •     (b) Unofficial "grass roots" meetings including participants from both the CS and SDO WGs. Non-binding "Grass roots" meetings, outside of both organization's official meeting policy, can serve to increase cooperation by facilitating informal communications between the participants. Such meetings normally should not be chaired by either working group chair, and might be informally organized along the lines of a brainstorming session.
  •     (c) Co-located meetings --The purpose of co-located meetings is to foster trust by encouraging both informal and formal communications between the members of CS and SDO working groups. Therefore, the meetings should be arranged such that participants can attend meetings of the relevant working groups of both organizations.
  •     (d) Including both the CS and SDO WG participants on both mailing   lists.
  •     (e) Seeking organizational representative status in the case of the SDO on the CS ballot, if the same be provided for in the SDO.
  •     (f) Actively encourage individuals within one SDO to participate in the other SDOs activities. Whenever practical, given the differing membership requirements, individuals within the SDO should be actively encouraged to participate in CS standards activities, and IEEE working group members should be actively encouraged to participate in the SDO's standards activities. This effort should include education on each organization's rules and procedures. CS working groups are required to follow IEEE rules, and SDO working groups are required to follow the SDO's rules. Alleged violations of an organization's rules shall be dealt with through that organization's appeals process and mechanisms for addressing such issues. In the case of the CS, such allegations shall be made first to the WG or SG, then to the Sponsor of the working group, then to the SAB, then to the IEEESB. The Sponsor may choose to sponsor multiple PARs covering the same problem space.

4.15 PAR Numbering

CS Sponsors may request specific PAR numbers from the IEEE Standards   Department.

4.16 Executive Committee

CSSCs, in their P&Ps, may delegate to a subcommittee the exercise of any of their rights and responsibilities. However the NHL committee shall look to the CSSC itself, and not to the subsidiary committee, as the responsible committee.


5.1 Responsibilities of the SAB

As established in Section 1 of Article XI of the IEEE CS Constitution   and   Bylaws [Ref. 6], the SAB is responsible for: recommending to the CS Board of Governors all policies and practices with respect to standards; oversight responsibility for all standards activities to assure conformance to approved policies and procedures; and to provide guidance and resolution of issues in areas not specifically covered by the policies and procedures. Specifically, the SAB shall:

(a) Be a forum for discussion of Committee and common WG issues, procedures; and

(b) Establish budgets as appropriate to allow sponsored groups to operate; and

(c) Meet all Sponsor executive responsibilities. Including: review of submission of PARs; formation of steering committees and WGs; submission of a standards activities budget; preparation of a financial activities report; representation at SAB meetings; and coordination of the publication of draft standards; and

(d) Ensure that all WGs attain and maintain the necessary level of participation required to develop an acceptable standard in an expeditious manner; and

(e) Approval of all Sponsor P&Ps.

(f) Arbitrate between Sponsors in the event of an inter-Sponsor dispute.

(g) To approve 'un-named' Computer Society Service Awards based on criteria approved by SAB and notified to the CS awards committee.

5.2 Attendance and Reports

 Each Sponsor Chair (or their Vice-Chairs) shall attend, in person   or electronically via teleconference, at least two (2) SAB meetings each calendar year. Each Sponsor Chair shall submit a report of CSSC activities to the SAB Secretary in advance of each SAB meeting.

5.3 Commissioning and Decommissioning of Sponsors

 The SAB may commission and decommission new and existing Sponsors,   respectively, by three-quarters (75%) approval of a ninety (90) day letter ballot.

5.4 Membership

SAB Membership shall include the SAB Officers and Sponsor Chairs. All SAB members shall be members of the IEEE or CS-affiliate members. The SAB Officers are defined in the IEEE CS P&P [Ref. 7].

5.5 Officers

5.5.1 Chair:

The SAB Chair shall: appoint, subject to the concurrence of the SAB, additional SAB members; appoint, subject to the concurrence of the SAB, CS Liaison representatives to other standards developing organizations; recommend to the SAB an annual CSStandards Activity budget and, after approval by the SAB and IEEE Board of Governors, supervise its allocation; and carry out delegated and assigned responsibilities for international standardization activities such as technical advisory groups, recommendations for members of delegations to international meetings and recommendations to the President of the CS for approvals for international travel for members supported by the CS SAB budget.


6.1 Sponsor Scope

 Each Sponsor shall have a scope approved by the SAB.

The sponsor SEC shall consist of the following persons by default: the chair, vice-chair, secretary, other elected officers, and chair or designee of each of the working groups with one or more active PARs.

The sponsor SEC is delegated the responsibility for sponsor decision making by the SAB including, but not limited to, PAR actions, proposal of sponsor P&P's, proposal/confirmation/election of sponsor officers, initiating sponsor balloting group formation, and establishing the forum for spnsor ballot resolution.

It is not expected that sponsors have a defined membership beyond the SEC, specific working or study groups, the balloting pool for invitations to ballot, and active balloting groups.

6.2 Standards Development Process [Informative]

The Standards Development Process should normally consist of: optional SG operation not to exceed six (6) months; PAR approval by the Sponsor; PAR approval by the IEEESB; WG development of a draft standard; approval to ballot by the Sponsor; recirculation/negative ballot resolution by the WG as necessary; RevCom submission approval by the Sponsor; and standard approval by the IEEESB.

6.3 PAR Approval

The SAB delegates to the Sponsor, authority to submit Project   Authorization   Requests (PARs) directly to the IEEESB, provided that the following procedures shall be carried out. Sponsors shall consider criteria in Annex B in making sponsorship decision. The number, title, scope,  purpose of the PAR, and membership type: Individual Expert or Entity shall be considered an integral part of the PAR document. A single Sponsor may have both Entity and Individual Expert activities simultaneously under different projects.

  •     (a) Any CSSC whose aim is to produce a Standard, Recommended Practice, or Guide, shall either submit a PAR within six months of beginning their work or terminate.
  •     (b) The following shall be considered in determining whether or not the Sponsor should approve a PAR: potential participation; existence of base documents; a proposed Chair; and avoidance of duplication of standards.
  •     (c) The proposed PAR shall be approved by an action of the Sponsor.
  •     (d) An electronic version of the sponsor approved PAR, or an email with the title/scope/purpose and public URL of the PAR form shall be distributed to the CS new projects email reflector ( by the time the PARis submitted to the IEEESB.
  •     (e) Should a substantive issue related to the Scope of a PAR or the charter of a Sponsor be identified and communicated to the SAB in writing (electronic mail or FAX is acceptable), and should there be no intervening SAB meeting at which to discuss the issue, the SAB Chair shall direct the CS Liaison to the Standards Board to request of NesCom that sponsorship be assigned to the SAB until such issues can be resolved.

6.4 Balloting

6.4.1 Process:

(The balloting process should consists of the following steps (the directly responsible party and the party providing oversight are shown in parenthesis):

  •     Approval to ballot (Sponsor)
  •     Invitation to ballot (IEEE)
  •     Creation of balloting body (IEEE)
  •     Ballot (IEEE)
  •     Ballot resolution (WG/Sponsor)
  •     Approval to forward to RevCom (Sponsor)
  •     RevCom review (RevCom)
  •     IEEESB approval (IEEESB)

  6.4.2 Balance:

The SBB shall be balanced in accordance with reference X. By default, the following categories shall be used for determining balance in SBBs: User; General; Producer; and Other. SBBs shall consist of no more than one-half (50%) of participants from any category except "General." Only IEEE or CS-affiliate members, and ORs shall be eligible to participate in SBBs.

6.5 Sponsor Ballot

 The WG Chair, Sponsor Chair and SAB Chair shall at all times   endeavor   to expedite the development of IEEE standards under their control, in particular the decision to recommend that the Sponsor forward a document to Sponsor Ballot shall be made by the WG. An action of the Sponsor, or its SEC, shall then be required for approval to forward to Sponsor Ballot. The action required to approve a document for forwarding to Sponsor Ballot shall by default be a vote of the Sponsor.

6.6 Balloting Body

The Sponsor Chair or Vice-Chair shall request that the IEEE   Standards   Department form a balloting body for the purpose of conducting the ballot. [This function is performed by the IEEE Standards Department, by soliciting the sponsor pool of interested persons, although anyone eligible to ballot may respond. The balloting body for a standard is be comprised of IEEE or CS-affiliate members, and ORs approved to ballot on a standard, who have expressed a direct and material interest in the scope of the proposed standard.

Those returning a request to the IEEE Standards Department to be included in the Sponsor Ballot should indicate their interest category (chosen from a list offered by the Sponsor), and their agreement to return the ballot form and their comments within thirty (30) days of receipt of the ballot. The Sponsor Chair is responsible for ensuring that the balloting body meets the requirements of balance at the time the balloting body is formed, as described in the IEEE Standards Operations Manual [Ref. 5], and that there is no attempt to dominate the ballot by a special interest group.]

6.7 Balloting Body

CS Sponsors may chose to form balloting groups and conduct standards ballots electronically. The process for carrying out an electronic ballot shall be approved by the SAB. Annex A of these procedures defines one approved process. All balloting processes shall be handled by Balloting Services (see 6.4.1)."

Add new Annex A: Annex A: Email Balloting Process [This annex may be modified by a majority vote of the SAB members responding approve/disapprove in a 30 day electronic ballot.]

The following process is approved by the CS/SAB, on a non-exclusive basis, others may be approved.

1. The invitation pool shall be established by the balloting service as an email reflector. (Invitations may be sent to other lists as well.) This list may be formed by the sponsor well in advance of a PAR being submitted, and may be applicable for many projects in related areas. This list shall be public (no membership requirements, etc.) even though those eligible to ballot may be limited by CS, IEEE and/or other guidelines.

2. Invitations to ballot shall be sent out at least 60 days before the beginning of balloting, but not more than 120 days, and not earlier than the submission of the PAR to the Computer Society list (see 6.3). The invitation shall include the PAR, or shall point to an on-web, publicly accessible version of the PAR. A requirement for email and/or web access may be established for Computer Society sponsor balloting groups. The invitation response shall include at least one email address, and provide for a second; also, for individual expert balloting, a home phone or other employer independent contact channel shall be provided.

3. A separate, limited duration, email distribution list shall be created by the Balloting Service for those persons who have properly joined the balloting group. Members of the balloting group shall have the right to post material to this list, and an archive of the list distributions shall be maintained until 90 days after the final approval of the document.

4. The Ballot and balloting cover letter shall be sent by email to all persons who have properly joined the balloting group. The draft standard may be attached to the email, or a URL provided. Said draft shall have applicable IEEE/Computer Society Copyright notices, and shall be limited in distribution to members of the balloting group by notice and/or password protections. The preferred format for draft documents is HTML, or PDF. (Note: with HTML, line numbers may not be consistent between different balloting group members.) It is encouraged that the draft be posted and available to the balloting group as quickly as possible, ideally notifying persons as they join the balloting group of the URL and password. This is to provide the greatest time for review by that group.

4. The balloting period shall not be less than 10 days. At least one additional day shall be provided for each 50 pages of the document beyond the first 50.

5. Balloting group members shall be instructed to return ballots in a single defined format to an email address provided by the balloting service for this purpose. This address shall be used to archive responses and to distribute copies to the ballot coordinator(s) designated by the sponsor. Ballots that do not follow the designated format may be declared non-responsive. The Computer Society shall post one or more suggested ballot response formats, and any related publicly available tools on the SAB web site. The ballot archive shall be accessible to persons in the balloting group.

6. Recirculation(s) of unresolved objections/rebuttals and changes to the document shall be distributed via email, with reference to web posted revised documents where applicable. Recirculation(s) shall permit at least 5 days for response.


7.1 Chair and Vice-Chair

 The Chair, and Vice-Chair of Working Groups shall be IEEE or   CS-affiliate   members.

7.2 Development of a Draft Document (default requirement)

The WGs are chartered to formulate and develop draft standards based on a consensus of the participants.  Concensus does not mean 'unanimity'. The balloting group will have the ultimate authority over the technical content of the document with it's 75% approval requirement. Where possible document contents should be adopted with little or no objections, a simple majority is not sufficent to build the required concensus for balloting success. While not standard procedure, "straw polls" may be used, at the WG chair's discretion, to help focus and advance meeting decisions and agendas. It is the responsibility of the WG chair to promote consensus of the WG by ensuring that:

  • Sufficient time is given for a clear statement of all relevant views.
  • Each participant has a sufficient opportunity to understand the views being presented to make a decision.
  • All participants have the opportunity to adequately present their view
  • The WG has sufficient information to make a decision.
  • Dissenting opinions are clearly recorded when a trial resolution is proposed to determine if sufficient consensus has been reached.
  • A rationale statement about the WG's majority view is included in the draft document whenever expressed dissent is considered likely to result in a negative ballot.

7.3 Procedural Issues (default requirement)

WG procedural issues shall be resolved by the WG chair. A WG chair's ruling regarding who may participate in the WG decision process at a specific meeting may be overruled by a majority vote of those present who have attended at least two (2) of the last three (3) meetings including the current meeting.

A working group quorum shall consist of an officer of the working group, a secretary, and no fewer than two additional persons (minimum of four persons).


The purpose of a Study Group shall be to determine whether sufficient   interest   and resources exist to develop a draft standard, and in the affirmative case, to develop the scope and purpose statements for a PAR. The Chair of a SG shall be appointed by the Sponsor Chair, for a period not to exceed six (6) months. SGs shall exist for no longer than six (6) months, at which time the SG shall either submit a PAR to the Sponsor, or be dissolved by the Sponsor Chair. The SG shall elect officers, other than Chair, as necessary.


9.1 Purpose

Persons who have directly and materially affected interests and who have been or will be adversely affected by a standard within a CSSC's jurisdiction, or by the lack thereof, shall have the right to appeal procedural actions or inaction of the committee or its officers. Appeals first shall be made to the Chair of the CSSC, before escalation to the next higher level committee. [Every attempt should be made to resolve concerns informally, since it should be recognized that a formal appeals process has a tendency to negatively, and sometimes permanently, affect the goodwill and cooperative relationships between and among persons. If the informal attempts to resolve a concern are unsuccessful, the following formal procedure shall be invoked.]

9.2 Complaint

The appellant shall file a written complaint with the CSSC Chair as soon as possible after an action, but not later than thirty (30) days after the appellant knew, or reasonably should have known, of the action to be appealed. The complaint shall state: the nature of the objection(s), including any adverse affects; the sections(s) of those procedures or the standard(s) that are at issue; actions or inaction that are at issue; and the specific remedialaction(s) that would satisfy the appellant's concerns. Previous efforts to resolve the objection(s) and the outcome of each shall be noted, and the official record of all challenged actions shall be included.

9.3 Response

 Within thirty (30) days after receipt of the complaint, the   respondent   (Chair, Vice-Chair or Secretary) shall respond in writing to the appellant, specifically addressing each allegation of fact in the complaint to the extent of the respondent's knowledge.

9.4 Hearing

 If the appellant and the respondent are unable to resolve the   written   complaint in a manner consistent with these procedures, the Chair or the Secretary of the CSSC shall schedule a hearing with an appeals panel on a date agreeable to all participants, giving at least ten (10) working days notice.

9.5 Appeals Panel

 The appeals panel shall consist of three (3) individuals who have not been directly involved in the matter in dispute and who will not be materially or directly affected by any decision made, or to be made, in the dispute. At least two (2) members shall be acceptable to the appellant and at least two(2) shall be acceptable to the respondent.

9.6 Conduct of the Hearing

 The appellant has the burden of documenting adverse effects,   improper   actions or inaction, and the efficacy of the requested remedial action. The respondent has the burden of demonstrating that the CSSC and the officers took all actions in compliance with these procedures, and that the requested remedial action would be ineffective or detrimental. Each party may adduce other pertinent arguments, and members of the appeals panel may address questions to individuals.

9.7 Decision

 The appeals panel shall render its decision in writing within   thirty   (30) days, stating findings of fact and conclusions, with reasons therefor, based on a preponderance of the evidence. Consideration may be given to the following positions, among others, in formulating the decision:

  •     (a) Finding for the appellant, remanding the action to the CSSC or the NHL committee with a specific statement of the issues and facts in regard to which fair and equitable action was not taken.
  •         (b) Finding for the respondent, with a specific statement of the facts that demonstrate fair and equitable treatment of the appellant and the appellant's objections
  •     (c) Finding that new, substantive evidence has been introduced, and remanding the entire action to the CSSC or the NHL committee for appropriate reconsideration.

9.8 Further Appeal

 If the appellant gives notice that further appeal is intended, a full record of the complaint, response, hearing and decision shall be submitted to the Chair of the NHL committee. The appeal may proceed through each level of committee up to and including the SAB, for standards projects which have not yet been approved by the IEEE Standards Board. For Projects which have already been approved by the IEEE Standards Board, the appeals process described in the IEEE Standards Operations Manual [Ref. 5] and IEEE Standards Board Bylaws [Ref. 13] shall apply, and shall be directed to the IEEE Standards Board.


Requests for interpretations of this document shall be directed to the CSVP for Standards. The CS VP for Standards, or delegate, shall respond to the request within thirty (30) days of receipt. Such response shall indicate either an interpretation, or a specified time limit when such an interpretation will be forthcoming. The time limit shall be no longer than is reasonable to allow consideration of and recommendations on the issue by, for example, the Policies and Procedures Committee of the SAB. Interpretations offered by the CS VP of standards, either directly, or on the recommendation of the SAB Policies and Procedures Committee, are subject to the concurrence of the SAB, should the requester of the interpretation choose to appeal the interpretation.


CSSCs may propose amendments in writing to their P&Ps, which shall have been approved by a letter ballot of the Sponsor, and shall become valid upon approval by a letter ballot of the NHL committee. The minimum time allowed for return of such letter ballots shall be thirty (30) days. A minimum of three-quarters (75%) affirmative vote shall be required to approve such amendments.


References to documents within this P&P refer to the then current edition of such documents, unless a specific document revision is called out explicitly in the reference. (References are listed in no particular order.)

Annex B: Project Evaluation Criteria

[This annex may be modified by a majority vote of the SAB members responding approve/disapprove in a 30 day electronic ballot.]

The following criteria shall be considered by CS sponsors when evaluating project proposals. These may be a basis for denial of sponsorship, but projects that do not meet these may be approved for sponsorship after due consideration.

1. Broad market potential consider: broad set(s) of applications multiple suppliers, and users

2. Compatibility with related standards

3. Distinct identity consider: substantially different from other projects unique solution for scope/purpose easy for document reader to select relevant specification

4. Technical feasibility consider: demonstrated feasibility proven technology confidence in reliability

5. Viable volunteer leadership & participation consider: identified project leader, project editor employer support sufficient active participants

6. Realistic objectives consider: scope of work and focus time frame for completion potential for "subdivision" into deliverables

7. Opportunity to establish new areas of expertise within the Computer Society consider: emerging technology providing a focal point for diverse interests avoiding conflict with other standards development groups

Attached is an HTML file with updated SAB P&P
There are two areas of change in this version:
1) to section 7, establishing 'default' working group
procedures (we had virtually nothing in this before,
and the question of  what applies in WG's that do
not have sponsor procedures (including SAB sponsored

2) to section 6 based on feedback from 1999 ballot
on sponsor & membership.

As I understand it, we will review these at the SAB meeting,
and follow this (quickly) with a letter ballot on the resulting


Jim Isaak
Internet/Standards Strategist
Candidate for the IEEE Board of Directors:
Chair: Internet Best Practices Standards Committee