1 TR41Chairs’ Training Presented by: Billie Zidek-Conner Manager, Standards Secretariat Services Susan Hoyler Director, Standards Development and Promotion

2 Overview Requirements Relative to Meetings –Agendas –Quorums –IP Disclosure –Conduct of Meeting –Meeting Reports

3 Overview Requirements for Physical vs. Virtual Meetings –Requirement Differences

4 Overview Requirements Relative to Projects –Project Requests –Ballot Procedures –Ballot Resolution –Publication

5 Requirements to Hold a Meeting Meeting Notices and Agendas

6 Meeting Notices –24 days before the start of the meeting to TIA –14 days before the start of the meeting TIA sends it to all registered interested parties in the TIA database –See Section of the 2001 Engineering Manual –Send to Bari St. Cyr and copy Billie Zidek-Conner –Standards Secretariat posts the notice and sends an to all registered parties in the TIA database

7 Meeting Notices and Agendas (continued) Contents of the agenda –Examples of contents can be found in Section –Sample of agenda can be found in Annex D

8 Quorum for a Meeting Quorum consists of simple majority (50% plus one) of the eligible member companies –See Section –If no quorum is present, the meeting can be conducted but no decisions can be made

9 Contribution Template Section 6.5.1, Annex G Gives TIA permission from the contributor to use material in a derivative work (i.e. standard) New template clarifies that it is the company rather than the individual that is granting permission New template contains optional language for early disclosure Does not offer licensing rights to other companies

10 Early Disclosure Three forms of early disclosure –Chairs Create Awareness –Contribution Template Option –Reminder on Ballot

11 Patent Holder Statement In a nutshell, the options are: –Disavow –Declare without compensation OR reasonable terms and conditions that are demonstrably free of any unfair discrimination –Declare and modify –Decline Submitted statements must be worded exactly as stated in Annex H. It is acceptable to submit on company letterhead; however, no modifications to the prescribed wording are allowed.

12 Conduct of Meeting (1) Represent the consensus of the Group even when said position is not aligned with the person’s company position. (2) Lead the Group to consensus even when the consensus position is not aligned with the person’s company position. Section 3.3 and 5.3

13 Meeting Reports Meeting Reports are due to TIA prior to the start of the next meeting Only reports with legal approval are considered official TIA posts the reports on the committee website, and notifies all identified registered interested parties in the TIA database –See Section –Must be on file for ANSI Audit

14 Requirements for Physical vs. Virtual Meetings

15 ANS and Non-ANS Documents ANS = American National Standard –Document that has been put through the ANSI public review period –Received approval by the ANSI Board of Standards Review (BSR) –Must be reviewed every five years (starts with the ANSI approval date)

16 ANS and Non-ANS Documents Non-ANS Documents –TIA only (old interim standards) –TSB – Telecommunications Systems Bulletin –New five year review cycle (old review was every year for TSBs and three years for interim standards

17 Physical vs. Virtual Meetings Both require appropriate notice and agenda for the meeting Quorum must be present and called at both meetings Quorum vote should be conducted for all virtual meeting votes (cannot hear someone raising their hand)

18 Physical vs. Virtual Meetings Virtual (conference calls) shall be coordinated through Stephanie Montgomery or Rosa Ibar Meeting reports are required for all duly called virtual or physical meetings Attendance rosters (produced by TIA) are required for both meetings

19 Requirements for Projects Project Number Assignment Balloting Publishing

20 Request for Project Number Chair or duly appointed representative fills out and submits a request for a new project number (see Section 6.3) URL = /sfg/procedures/new_pn_request form.cfm /sfg/procedures/new_pn_request form.cfm

21 New Project Number Assignments Five days after the new project request has been received a project number is assigned by TIA On the 15 th of every month TIA sends a report to the chairs with the project number assignments New project numbers are available from Ray Anderson at

22 Existing Project Request Chair or duly appointed representative fills out and submits a request for an existing project request (see Section 6.3.3) URL = /sfg/procedures/pn_request_form.cf m /sfg/procedures/pn_request_form.cf m

23 Existing Project Number Assignments Unsure of the Project Number previously assigned or what extension to use? –Contact Ray Anderson or Billie Zidek- Conner These are available immediately (no waiting period)

24 Existing Project Number Assignments Extensions to be used RV = Revision UG = Upgrade (no revision) WD = Withdrawal RF = Reaffirmation URV = Upgrade and revision AD = Addendum

25 Existing Project Number Assignments These are sent out to the chairs on the 15 th of every month

26 Balloting Documents All documents must have a completed ballot authorization on file at TIA (see Section for TIA only documents and Section for ANS documents This authorization is completed by the chair or duly authorized representative URL = ocedures/ballot.cfm ocedures/ballot.cfm

27 Balloting Documents Document to be balloted is sent to TIA under separate cover Currently TIA does not require a document for reaffirmations or withdrawals Ballot posting notification is automatically sent to all registered interested parties in the TIA database by the TIA balloting system

28 Balloting TIA Documents PN Ballots (TIA documents and TSBs) are for no less than 30 days (see Section for balloting TIA documents) –Can be longer at the discretion of the committee

29 Balloting ANS Documents SP Ballots (American National Standard Candidates) are balloted for no less than 45 days and up to 60 days (see Section for balloting ANS documents) –Can be longer at the discretion of the committee

30 Balloting Documents No public review required on TIA only and TSB documents 45 or 60 day public review required on American National Standard Candidates

31 Balloting Documents ANSI Standards Action Publication Schedule on TIA website URL = /sfg/procedures/action.cfm /sfg/procedures/action.cfm

32 Balloting Documents It is up to the individual to decide whether or not they want to vote on the document Chair and duly authorized representative(s) (editor) can view the ballot summary and comments coming in on the document

33 Balloting Documents Reminder sent to those who did not vote half way through the balloting cycle and again two days before the ballot is due to close TIA sends an to the chair and duly authorized person when the ballot closes stating what is needed to proceed to the next step

34 Reballot vs. Default Reballoting document (see Section ) Default ballot on a document (see Section )

35 Reballot vs. Default Reballot the complete document is sent out for comment –The whole document is subject to comment –No response letters or blue cards are required on the original ballot

36 Reballot vs. Default Default ballot –Only a section or portion of the document is being balloted –Comments must be confined to the scope of the default ballot (only those sections identified) –Response letters and blue cards are required on the previous ballot and the default ballot TIA internal test – if more than 20% of the document changes as a result of technical comments it should be sent out as a reballot

37 Reballot vs. Default PN Reballot and default ballot are no less than 30 days SP reballot can be either 45 or 60 day SP default ballot can be for 30 days –Must go for either a 45 or 60 day ANSI public review –If the default ballot consists of no more than 100 words a 30-day public review can be requested –If after the vote closes, and it is determined that there is no support, the committee can publish the document with continuing objections

38 Final Default Ballot If all efforts have been exhausted to resolve continuing disapprovals the committee has one last option –A default ballot is sent to the voters to determine if there is support for the objections

39 Comment Resolution Comment disposition must be recorded in the meeting report (see Section 6.10) Response letters detailing the disposition of the comments must be sent to commentor. The commentor must also be advised of the right to appeal

40 Response Letters and Blue Cards Currently TIA does not require response letters and blue cards be on file at TIA for PN balloted documents (TIA only and TSBs) TIA does require response letters and blue cards be on file at TIA for SP balloted documents

41 Response Letters and Blue Cards A copy of the response letter for SP ballots must be on file with the TIA Standards Secretariat TIA currently does not require response letters and blue cards on PN ballots

42 Response Letters and Blue Cards Response letters must: –Inform the commentor of his/her right to appeal (See Sections and A.5) –Inform them of where to go to fill out the “blue card” (vote change form) – required only for disapprove with comment votes –URL = edures/blue_card.cfm edures/blue_card.cfm

43 Publishing ANS and TIA Documents

44 Publishing Documents Once response letters have been sent to commentors and agreement has been reached, the chair or duly authorized representative fills out the publication authorization URL = /sfg/procedures/publication.cfm /sfg/procedures/publication.cfm

45 Publishing Documents Document status can be viewed on the TIA website (updated bi- weekly soon to be weekly) URL = /sfg/sp_report.cfm /sfg/sp_report.cfm

46 Publishing Documents Document is sent to TIA under separate cover ANS documents go through a legal review, and then sent to ANSI for Board of Standards Review (BSR) approval (see Section )

47 Publishing Documents TIA only documents are sent to the TSSC chair for review and approval (see Section ) ANSI sends TIA an approval letter, a copy of this letter is forwarded to the chair of the committee

48 Publishing Documents TIA puts the front and back matter on the document and sends it to Global Engineering for publication TIA sends one complimentary electronic copy of the document to the authorized voter –This is usually sent in the form of an , but if the document is large, the voter will receive a CD from TIA with the final approved document on it

49 Tools URLs for the documents

50 Tools IPR Statement /ipr/ Blue Card /sfg/procedures/blue_card.cfm

51 Tools Ballot Authorization /sfg/procedures/ballot.cfm New TIA Project Request Form /new_pn_request_form.cfm

52 Tools Interim Standard Upgrade Form /sfg/procedures/interim.cfm Reaffirmation/Withdrawal Form for TSB and TIA Only Documents /sfg/procedures/reaffirmation.cfm

53 Tools Existing Project ANSI PINS form /sfg/procedures/ansi_form0.cfm New ANSI PINS form /sfg/procedures/new_ansi_form.cfm

54 Tools Engineering Manual /sfg/engineering _manual.cfm Style Manual /sfg/style.cfm

55 Tools Scope Manual /sfg/scope.cfm Publication Authorization /sfg/publication.cfm

56 Tools Existing Project Request form /sfg/procedures/pn_request_form.cf m ANSI Standards Action Publication Schedule /sfg/procedures/action.cfm

57 Tools Open SP Ballot Status Report /sfg/sp_report.cfm

58 Who Can Answer Your Questions Staff Information

59 Procedures Billie Zidek-Conner Manager, Standards Secretariat Services

60 Balloting or Publication Questions Ray Anderson Standards Coordinator

61 Meeting Agendas,Reports and Ballot Summaries Bari St. Cyr Standards Secretariat Assistant

62 Database Questions Rosa Ibar Standards Database Assistant

63 FTP Site Questions Committee Liaison Stephanie Montgomery Sr. Manager, Standards Development and Promotion

64 IPR and Copyright Questions Susan Hoyler Director, Standards Development and Promotion