1. Tutorial for leadership teams of ITU-T study groups, TSAG, tariff groups and focus groups Working methods and best practices of ITU-T Simão Campos Counsellor, SG 16 ITU Geneva, 15-16 December 2008

2. 2 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Outline 1.High level overview of ITU CS/CV/GR, Council 2.Role of chairmen, Rapporteurs, editors, liaison officers etc. 3.Creation of groups 4.Modifying or creating new Questions 5.Types of meeting document and their usage 6.Coordination of the work (liaisons, GSI, JCA …) 7.Working with outside organizations: A.4, A.6 and A.5; A.23 8.Languages 9.Focus Groups 10.Meetings outside Geneva 11.Electronic meetings 12.Rapporteur meetings 13.Participation of non-members

3. 3 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 High level overview of ITU CS/CV/GR, Council Covered in a separate presentation – Constitution – Convention – General rules – Council meetings Defined at Plenipotentiary conferences CS: Constitution / CV: Convention / GR: General Rules

4. 4 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Role of chairmen, Rapporteurs, editors, liaison officers etc. Res*.1 §3 Rec. A.1 * In this presentation, unless otherwise noted, Resolutions mentioned refer to Res. adopted at WTSA-08

5. 5 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Q = Questions Develop RecommendationsJCA: Joint Coordination Activity GSI: Global Standards InitiativeTSB: Telecommunication Standardization Bureau (= ITU-T Secretariat) Note: Experts progressing the work of a Question are frequently referred to as Rapporteur Group (RG) WORLD TELECOMMUNICATION STANDARDIZATION ASSEMBLY WORLD TELECOMMUNICATION STANDARDIZATION ASSEMBLY TELECOMMUNICATION STANDARDIZATION ADVISORY GROUP TELECOMMUNICATION STANDARDIZATION ADVISORY GROUP Governance and structure IPR ad hoc Workshops, Seminars, Symposia, … Consensus WORKING PARTY Q WORKING PARTY WORKING PARTY STUDY GROUP Q Q Q Focus Groups Q WORKING PARTY GSIs JCA ITU Plenipotentiary Assemblies (PP) (every 4 years)

6. 6 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Study group management Normally understood as SG chair & VCs, WP chairs & VCs and variants, plus SG Counsellor/Engineer + Assistant SG Officials: add Rapporteurs (and variants), liaison officers Res.1 §3

7. 7 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Range of official roles Chairmen: SG, WP – Variations: WP co-chairs Vice-chairmen: SG, WP Rapporteurs – Variations: co-Rapporteurs, Associate Rapporteurs, Vice-Rapporteurs Liaison officers: one- or two-way – Representatives of the SG elsewhere – Representatives of other groups into the SG Not necessarily the same person (in particular for ISO/IEC) – Variations: liaison Rapporteur, liaison representative – Not possible for Associates! Editors (not codified) Other: EWM (ex EDH) coodinator; Promotion officer; Vocabulary Rapporteur (Res.67/SCV) Vice versus Co-* – choice between hierarchic or equal-footing

8. 8 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Who nominates? SG chairs and VCs – WTSA-08 by agreement (normally expressed with acclamation) based on proposal from the heads of delegations WP Chairs and variations – Study group by acclamation based on SG management proposal – Normally well coordinated and accommodating the membership views to avoid problems/surprises Rapporteurs and variations – SG / WP chair to propose names (in coordination with the other members of the SG management) – Formally by agreement of the WP (SG only if the Question is not allocated to a specific WP) But normally also endorsed at SG level Editors – Appointed by Rapporteur with the agreement of the Rapporteurs Group

9. 9 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Criteria for chairs, vice-chairs Top SG positions have more political components in the nomination but managerial and technical skills are fundamental Preference is given to VCs for WP chair positions BUT frequently other qualified experts take up those roles – Variations can be used to allow the most effective choices Expected to have the necessary support of the Member State or Sector Member to fulfil this commitment throughout the study period – ITU does not provide financial assistance to Chairmen and Vice-chairmen

10. 10 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Criteria for Rapporteurs, editors Appointment primarily based on their expertise in the subject to be studied / text to be developed Rapporteurs: Commitment should be for the whole study period, but there is more turn around at this level Editors: Commitment at least until the approval of the work item – … and support for maintenance issues

11. 11 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Role of SG chairman The chairman shall direct the debates during the meeting, with the assistance of TSB – General Rules, specific Sector provisions Proposes to the plenary new chairs and vice-chairs of WPs and Rapporteurs Ensure all members can fully express themselves Authorized to decide that there shall be no discussion on Questions on which insufficient Contributions have been received IPR roll call Judgement after AAP LC/AR Authorize Rapporteur group meetings Ensure that work progresses in between meetings

12. 12 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Chairmans powers* (GR11, 17) Open and close the meetings Direct the deliberations Ensure that the rules of procedure are applied Give the floor to speakers Put questions to the vote and announce the decisions adopted Responsible for the general direction of all the work of the meeting Ensure that order is maintained at meetings Rule on motions of order and points of order Empowered to close the lists of speakers and to propose that discussion on a question be postponed or closed, or that a meeting be suspended or adjourned Postpone the convening of a plenary meeting Protect the right of each delegation to express its opinion freely and fully on the point at issue Ensure that discussion is limited to the point at issue, and may interrupt any speaker who departs therefrom – request such speakers to confine their remarks to the subject under discussion Submit proposals likely to accelerate the debates Decide whether proposals during discussions be presented orally or in writing * Extensible as appropriate to chairs of other groups under the SG

13. 13 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Responsibilities: SG Chairmen Perform the duties required of them within their study groups or within joint coordination activities Attend Chairmens meetings that precede TSAG meetings Participate in the regular Chairmens conference calls (every 2-3 months) – Chairing rotates amongst the TSAG/SG chairs Represent SG and/or ITU at events – Joint meetings of ITU & other SDOs (GSC, IETF, ISO/IEC JTC1, etc) – Workshops, other meetings Lead preparations for formal meetings – Collective letter preparation with TSB – Coordination meetings / conference calls / etc

14. 14 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Responsibilities: SG Vice-chairmen Assist the chairman in matters relating to the management of the study group – Including substitution for the chairman at meetings or permanent replacement of the chairman WTSA-08 Res.56: – SG Vice-chairs from developing countries are to perform as ambassadors of their group (SG or TSAG) in their regions – Expected deliverables listed: mobilize all ITU members in the region to participate in the ITU standardization activities; make mobilization and participation reports to the ITU body concerning the region; prepare and submit a mobilization programme for the regions that they represent at the first meeting of TSAG or applicable SG

15. 15 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Responsibilities: WP chairs, Editors WP chairmen – Provide technical and administrative leadership – Recognized as having a role of equal importance to that of a study group vice chairman Editors – Fine line to walk: editors while editors are not contributors – separation of roles – Record the consensus points, maintain issues lists, etc

16. 16 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Responsibilities: Rapporteurs [1] Coordinate the detailed study following guidelines provided by WP or SG Basic goal: assist in producing Recommendations – Not obliged to produce them (e.g. lack of contributions) – Based on contributions received Liaison role with other groups within and outside ITU, as needed and authorized by the SG Adopt appropriate work methods – TSB EDH system, meetings of experts, etc Provide timely progress reporting to parent WP/SG – particularly for work by correspondence or otherwise outside SG & WP meetings – Rapporteur Group meetings, editing meetings, etc – TD not later than the first day of the meeting – Draft new/rev Recommendations: whenever possible submit TD at least 6 weeks before the SG/WP meeting

17. 17 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Responsibilities: Rapporteurs [2] Advance notice to SG/WP & TSB of intention to hold Rapporteur Group meetings, especially unplanned ones – See slide ahead with further details concerning Rapporteur Group meetings. Establish a group of active "collaborators" where appropriate – Updated list of collaborators given to TSB at each WP/SG meeting Delegate the relevant functions from the list above to associate rapporteurs, editors and/or liaison rapporteurs as necessary – Delegation does not transfer responsibility

18. 18 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Responsibilities: Rapporteurs [3] Responsible for the quality of their texts – Delegation to editors does not relinquish the responsibility Progress on the basis of written contributions Establish and update the Questions work programme

19. 19 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Intermission Work programme database

20. 20 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Creation of groups Study Groups: WTSA, TSAG Working parties, Rapporteur groups: SG – Joint working parties: concerned SGs Recommendations submitted to Lead SG Regional groups: SG Focus Groups: SG, TSAG JCAs: SG, TSAG Ad hoc groups Other groups Res.1 §2

21. 21 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Modifying or creating new Questions

22. 22 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Rev/new Questions between WTSAs Res.1 §7

23. 23 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Sequence for deletion of Questions Steps: By agreement at SG meeting First Circular letter informing membership of the intention to delete the Question Two months deadline for Member States to comment No opposition: another Circular announcing deletion Opposition (with reasons): back to SG at its next meeting for reconsideration Periodic check should be performed at SG meetings to identify Questions that are candidate for deletion, e.g. – work terminated – not receiving Contributions for current and two previous meetings Special consideration can be given to strategic Questions Res.1 §7.4

24. 24 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Types of meeting documents and their usage

25. 25 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 SG Meeting documents Formal meetings – Contributions members only – Reports produced by TSB – Temporary documents SG officials Also: Liaison Statements – Working documents these do not exist – [TSB] Circular Letters whole ITU membership – [SG] Collective Letters only SG membership Rapporteur group meetings – Rapporteur group documents (single or multiple series)

26. 26 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 GSIs, JCAs, focus groups GSIs – Even though GSIs are not a group per se, some have a separate document series Increase coordination of documents when meeting of RGs (not SGs) Better visibility – Handling similar to formal meeting documents Focus groups – They define their own series, from simple (single series) to complex ones (Inputs, outputs, TDs, LS, reports, etc) BUT Practice shows it should be as simple as possible JCAs – Also define their own documentation system, usually kept simple, if exists at all

27. 27 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Coordination of the work (liaisons, GSI, JCA …)

28. 28 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Coordinating activities – high level Liaison statements Workshops Groups of representatives from concerned groups – PCP-TDR, JCAs When GSIs are concerned: – Specific JCA and TSR TSAG – higher instance PCP-TDR =Partnership coordination panel on telecoms for disaster relief and mitigation

29. 29 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Coordinating activities – technical Liaison statements Liaison representatives Collocated meetings of parent groups – Important to have joint sessions – ITU-T and with other groups, e.g. IEEE, ISO/IEC JTC 1 MPEG Joint meetings of Rapporteur groups – Agreed on a case-by-case basis – Ad hoc for smaller projects GSI on a pre-defined theme – Major projects involving various SGs where tight coordination and short response times are required

30. 30 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Joint Coordination Activities Multi-purpose Need to address a broad subject covering the area of competence of more than one study group Does not perform technical work Representatives from within and outside ITU-T (as needed) Proposed by SG or TSAG – Approved by SG: subject under its mandate – Approved by TSAG: various SGs are concerned Rec.A.1, §2.2

31. 31 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Approval of JCAs

32. 32 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Working with outside organizations Rec. A.4, A.6 and A.5 Rec. A.23

33. 33 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Workshops, seminars Both a promotion and a working tool Logistic support of TSB, technical lead from the SG Two formats: – Workshops – demonstrations, technical issue resolution, and for the creation of specific deliverables – Seminars – sharing ITU-T vision and technical knowledge – Various designations: workshops, seminars, tutorials, symposia, forums, etc Various focus: – Study group strategy focused – Information focused – Tutorial focused – Promotion focused Audio and written archives: promotion and education tools Updated list (and link to past ones): http://itu.int/ITU-T/worksem http://itu.int/ITU-T/worksem

34. 34 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 ISO/IEC Special relationship, sister organizations WSC, joint activities Rec.A.23, Annex A – Joint teams – Common text (=identical publication) – Twin text (=identical technical content, distinct publication) X-series, H-series Easy normative referencing, access upon request to their texts and meetings

35. 35 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Forums, consortia and regional SDOs Qualification for exchanging information: – Forums, consortia: Rec. A.4 – Regional SDOs: Rec. A.6 – Exchange of messages with non-qualified organizations is also possible Qualification for normative referencing – Rec. A.5 – Objective: ensure implementability of ITU-T Recommendations (access to text, RAND IPRs, stability of text, consensus-based, etc) Initiated by the SG or by the external organization – Via the TSB director List of qualified organizations on ITU-T website http://itu.int/ITU-T/lists/qualified.aspxhttp://itu.int/ITU-T/lists/qualified.aspx

36. 36 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Requirements for A.4/A.6 Qualification (1) Objectives: development of globally applicable standards Organization: legal status, geographic scope (A.4) / accreditation (A.6), secretariat, representative Membership (openness, in particular towards ITU Member States & Sector Members) Technical subject areas relevant to ITU-T SG(s) IPR Policy and Guidelines on patents, software copyright, marks & copyright consistent with ITU-Ts

37. 37 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Requirements for A.4/A.6 Qualification (2) Working methods/processes: open, fair, well- documented, supporting competition, explicitly addressing anti-trust issues Document publication and maintenance process: well-defined and availability to ITU members Requirements concerning documents submitted to ITU-T: – No proprietary info – Indicate approving entity – Indicate stability, degree or stage of approval of document, change control process, etc

38. 38 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Requirements for A.5 normative referencing (1) In practice, allowed for organizations already qualified under A.4/A.6 Clear description of the document (type of document, title, number, version, date, etc.) Status of approval Justification for the specific reference (including why incorporation of the full text in the Recommendation is inappropriate) Current information, if any, about IPR issues (including patents, copyrights, trademarks) The degree of stability or maturity of the document

39. 39 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Requirements for A.5 normative referencing (2) Relationship with other existing or emerging documents Other useful information describing the "Quality" of the document (e.g. length of time it has existed, whether products have been implemented using it, whether conformance requirements are clear, whether the specification is readily and widely available) When a document is referenced in an ITU-T Recommendation, all explicit references within that referenced document should also be listed Qualification of referenced organization: from A.4/A.6 Qualification Other (for any supplementary information)

40. 40 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Intermission A.4/A.6 & A.5 databases

41. 41 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Use of languages in ITU-T

42. 42 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 42 Languages PP-06 Res.154 Use of the six official languages of the Union on an equal footing, resolves: to take all necessary measures to maximize interpretation and the translation of ITU documentation in the six languages on an equal footing, although some work in ITU (for example working groups, study groups, regional conferences) might not require the use of all six languages Current language policy and practice in ITU-T: see Council document C08/56, Cor.1 Various aspects: – Interpretation at meetings – Translation (written texts) – Other issues

43. 43 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Interpretation at meetings Provided upon request at least one month before the meeting – Full time in TSAG and SG 3 meetings for one meeting room – Closing plenary of the other SG meetings – Full time at WTSAs In principle not provided for other meetings (e.g. workshops, JCAs, Rapporteur group meetings) WTSA-08 Res.70 – Accessibility brings in sign language requirements yet to be addressed at policy and budget levels

44. 44 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Interpretation team rules Teams are always booked for the whole day Whole day = 3 hour session + 1.5 hours break + 3 hour session – Interpreters work in pairs they do not need coffee breaks – Exceed by more than 15 minutes, ITU has to pay another full day for all teams involved – No longer than 2 additional hours with a 30 min break Any change to the basic agreement, ask interpreters OK Alternatives: ask the meeting whether to – Stop the meeting short of the excess of 15 mins – Continue without interpretation (dont say continue in English-only)

45. 45 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Translation AAP Recommendations: only English version is published – Budget constraints – Summaries translated TAP Recommendations translated into 6 languages (after Determination but before Decision meeting)

46. 46 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Other languages issues Multi-lingual, multi-cultural environment GR §20.2: Speakers must express themselves slowly and distinctly, separating their words and pausing as necessary in order that everybody may understand their meaning Frequently presenters use notes – They script what they are going to say – Give them time to react (questions, comments, etc) – Make sure they understand what is the conclusion on a topic – Do not rush moving from one agenda item to the next

47. 47 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Focus Groups

48. 48 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Focus Groups Defined in Rec.A.7 Very powerful tool as the group can define its own membership, working methods, deliverables, financing, working language – Constraints: clear ToR; consensus-based; country where members are from must be a MS; limited financial burden on ITU; ITU IPR policy; periodic reporting to SGs; only ITU-T members for strategic/structural/operational FGs Aimed at quickly developing work not already been done by ITU-T SGs – Also: internalization of work done elsewhere (e.g. FS-VDSL) Short life term, usually one meeting cycle – Can be longer if justified Very important: transparency & coordination – Creation, processes, deliverables, meeting schedule, etc Two cases: single or multiple SG concerned – In any case, only one parent group

49. 49 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 FG establishment at SG meetings

50. 50 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 FG establishment between SG meetings

51. 51 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 FG establishment at TSAG meetings

52. 52 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 FG establishment between TSAG meetings

53. 53 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 About meetings

54. 54 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Types of meetings Formal meetings: – TSAG, Study Group and Working Party meetings Informal meetings: – Electronic meetings – Rapporteur & ad hoc group meetings – Correspondence groups (mostly TSAG) Focus groups: case apart, as FGs define their own working methods Focus here: SG and subordinated groups

55. 55 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Comparison Formal meetings – Documentation controlled by TSB – Convened by a Collective Letter – Strict rules for documentation deadline and participation eligibility – Decision-making capability – Participation of secretariat Final reports by TSB Informal meetings (incl. Rapporteur Group ones) – Documentation controlled by Rapporteur/Convener Template, numbering, availability, archiving – Rapporteur is responsible for convening the meeting (see next slides re: steps) – Participation of non-members Attendance versus written contributions – Consensus-building but not decision-making – Secretariat not present reporting by Rapporteur/Convener BOTH types of meeting must be equally transparent

56. 56 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 SG/WP Meetings outside Geneva Invited by a member or with the OK from a Member State (especially if inviter is not a member) – Invitation submitted to a WTSA or SG meeting – Needs agreement of TSB Director – Host must commit to cover at least costs surpassing allocated TSB budget – Host to provide suitable facilities and services normally at no cost to participants Cancelation: fall back to original dates in Geneva Specific requirements vary from SG to SG TSB has example requirements based on recent experiences (e.g. WiFi, Internet access, size & number of meeting rooms, etc)

57. 57 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Electronic meetings Increase in use (live, off-line) – Audio-conferences – E-mail or forum based discussion threads – Web-based collaboration ITU-T trial, launched by TSAG in Dec 2007, to evaluate remote participation tools – GoToMeeting: used extensively within ITU for short (>2 hours) meetings, with up to 30 participants – GoToWebinar: used for covering Climate Change symposium in Kyoto, with up to 200 participants over 2 days (archived) – WebEx: one year trial offered by Cisco Systems Important aspects to consider: – All concerned experts be informed about them – Clear beginning and end times/dates – Take time differences into consideration – For live events, keep times short (<3 hours), share the pain

58. 58 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Rapporteur group meetings Rec.A.1 §s 2.3.3.6, 2.3.3.10, 11, 13, 14, 15

59. 59 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Six steps Pre-authorize Plan Authorize Confirm Hold Report

60. 60 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Rapporteur meetings: pre- authorization At SG or WP meeting, obtain agreement in principle to hold a RG meeting Provide – Host, venue, dates (tentative or confirmed) – Mandate for the meeting (e.g. items for discussion) Controversial topics: need to be more specific Normally at least 2 months notice List of pre-authorized RG meetings are listed in the SG home page Urgent cases: SG management can authorize holding non-planned RG meetings – Announcement needs to go out with extra antecedence

61. 61 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Rapporteur meetings: planning TSB does not circulate convening letters for meetings below working party level – notice is posted on the SG web page, as provided by the study group and update it as needed – Rapporteur is responsible for circulating meeting notices to the concerned experts (e.g. via mailing lists) soliciting contributions and participation Rapporteur meetings, as such, should not be held during working party or study group meetings – Discussion on a Question during the SG/WP meeting is not a meeting of the Question – it is just part (i.e. a session) of the SG/WP meeting – During SG & WP meetings, the more relaxed rules at RG meetings are not applicable document approval, submission deadlines, documentation availability RG meetings in Geneva: as soon as possible, ask TSB for room availability RG meetings outside Geneva: participants should not be charged for meeting facilities, unless agreed in advance by the study group and on an exceptional and fully justified case – Caveat: no participant should be excluded from participation if he or she is unwilling to pay the charge – Additional services offered by the host shall be voluntary, and there shall be no obligation on any of the participants resulting from these additional services

62. 62 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Rapporteur meetings: authorization Authorization by SG management – Typically: by the SG chairman in consultation with TSB and the concerned WP chair – Management can agree on a different arrangement Three criteria to be met: – clear terms of reference – sufficient documentation to be discussed – sufficient number of participants / membership representation Further considerations – collocated with other related Questions? – strategic importance of holding the meeting

63. 63 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Rapporteur meetings: confirm Circulate confirmation of date and venue: – After authorization by SG management – see next slide – At least three weeks before the meeting to participants Copy to TSB and SG & WP chairmen Update displayed in the SG website

64. 64 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Rapporteur meeting reports Obligation, as a TD, before the start of the next meeting of the parent group – If contains draft Recs: as much as possible at least six weeks before the meeting Should include: – Date, venue and chairman – Attendance list with affiliations – Agenda of the meeting – Summary of technical inputs & results – Result of IPR roll call – LSs sent to other organizations Additionally: stable archive of meeting documents needed – Default: SG Informal FTP Area Transparency of the process succinct, clear, timely

65. 65 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Participation of non-members WTSA-08 Res.1 §2.3.1: … Chairmen of meetings may invite individual experts as appropriate. PP-06 Res.135 resolves 3: that the participation of other observers in conferences, assemblies and meetings of the Union shall be guided by the terms of Annex 3 to this resolution PP-06 Res.135 Annex 3: Based on long-standing practice, the participation in ITU Sector meetings such as study groups or their subordinate groups by those organizations which have no status in ITU other than that of observers in an advisory capacity may include the submission of contributions and oral interventions in meetings.

66. 66 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Conclusion

67. 67 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Conclusions WTSA-08 introduced only evolutionary changes in working methods: – Focus Group creation process changed – GSIs defined, JRG no longer codified Stability indicates a solid, flexible set of rules ITU standardization environment is very flexible but complex – Experienced TSB staff is ready to assist Multi-lingual, multi-cultural, multi-interest environment – Need to be sensitive to differences

68. 68 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Final thoughts The just power of governments is derived from the consent of the governed. Thomas Jefferson Compared to rigidity, flexibility usually brings more benefits in multi-cultural / multi-interest environments – Open mind and willingness to come to a middle ground

69. 69 Tutorial for SG & TSAG leadership teams Geneva, 15-16 December 2008 Acronyms CSConstitution CVConvention GR General Rules GSCGlobal Standards Collaboration GSI Global Standards Initiative IFAInformal FTP Area IPR Intellectual Property Rights JCAJoint Coordination Activity MSMember State PCP-TDRPartnership coordination panel on telecoms for disaster relief and mitigation RG Rapporteur Group Res Resolution SG Study Group SMSector Member TSRTelecommunication Standardization Review WP Working Party WSCWorld Standards Collaboration