IDPF Policies and Procedures
Document Version: 20100308
v31
Date: Changes
approved by Board of Directors March 08, 2010
2.3.3.2 Announcement of
results
3 Officers
& Board of Directors
4.1 Working Group Representatives
4.1.1 Working group membership
4.1.3 Right to Attend Working Group
Meetings as Observers
4.1.4 Right to Attend Working Group
Meetings as Guest
4.1.6 Restrictions on Size of the Working
Group
4.1.7 Face-to-Face Meeting Participation
4.1.8 Teleconference Participation
4.2.1.5 Duties of Representatives
4.3 Creation of a Working Group
4.4 Operation of a Working Group
4.4.2.2 Meeting Rules and Conduct
4.4.2.6 Participation Criteria
4.4.2.7 Face-to-Face Meeting Participation
4.4.2.8 Teleconference Meeting
Participation
4.4.3 Working Group Status Reports
4.5 Modification of a Working Group
4.6.1 Classes of Output Documents
4.6.2 Approving an Official Document
4.6.2.1 Submission of a Submitted Document
to Board for Review
4.6.2.2 Submission of a Draft Document to
Membership by Board with Comments
4.6.2.3 Notice Period as Defined by IP
Policy
4.6.2.4 Membership Review of Draft Document
4.6.2.5 Public Review of Draft Document
(optional)
4.6.2.7 Final Notice Period as Defined by
the IP Policy
5.1.5 Other Approved IDPF activities
5.1.6 Approving an Informational Document
Appendix A: IDPF Working Group
Proposal Template
Appendix B: IDPF Submitted Document
Appendix C: Working Group Reporting
Standard Operating Procedures
Board
of Directors -
Elected group of IDPF members who provide guidance to the IDPF. (Also referred
to as BOD and Board)
Chair – A leader of a Working
Group. (See Vice-Chair)
Charter - The formal definition of a
Working Group.
Draft
Document (/Specification) – A document prepared for review by the Membership.
Final
Notice Period – A
period of time, as defined in the IP Policy
Forum – the International Digital
Publishing Forum
Guest - A non-Member of the IDPF,
invited by the Working Group Chair to attend a Working Group meeting.
IDPF – The International Digital
Publishing Forum.
Initial
Document (/Specification) -- A document in preparation by a Working Group before it becomes a
Submitted Document
In
writing – A
written form of correspondence including letter, FAX, e-mail or in some cases
HTML forms served by the official IDPF website
Informational
Document - A
document that a Working Group has produced and the Board has recommended that
the Membership review.
Informational documents have no official status.
Intermediate
Notice Period---a period of time, as defined in the IP Policy.
IP
Policy -- The
IDPF’s Intellectual Property Policy for Members.
Lead
Representative - A
member of a Working Group designated by an IDPF Member to be their lead or
primary representative to the Working Group.
Member -- Any Member of the IDPF.
Membership - The collective group of Members
of the IDPF.
Notice
Period – A
period of time, as defined in the IP Policy.
Observer - A designee of a Member to a
Working Group who may attend a Working Group but may not vote.
IDPF
Document Library
– The collection of Recommended
Documents, Informational Documents, Notes and other materials that the IDPF
maintains. (see Section 4)
Output
Documents - Documents with official status,
produced by Working Groups.
Process
Document - A
document that describe OeBF policies and procedures, position papers, best
practices, etc.
Recommended
Document - A
document approved by the Membership; also known as a Recommendation.
Remote
Vote - Votes
communicated in writing (including fax, e-mail, letters, etc.) as opposed to in
person at a meeting.
Representative - A participant designated by a
Member to a Working Group
Secondary
Representative - A
member of a Working Group who is designated by the Member to be their alternate
Representative to a Working Group. (See Lead Representative)
Specification – An Output Document
describing technical specifications or processes.
Vice-Chair – A Working Group leadership
position.
Working
Group – A
subset of IDPF Members and others participants who engage in projects in
furtherance of the IDPF’s purpose and mission.
The General Voting section provides definitions and procedures for voting by the Board, the General Membership, and Working Groups.
No vote that requires a Quorum will be considered valid if the number of electors is less than the specified quorum. For purposes of a Quorum, the total eligible members shall be defined as the membership at the start of the Voting Period.
An acceptable level of participation for formal voting, exists when at least one half of the eligible voting members are present in person or by proxy.
An acceptable level of participation for formal voting exists when at least two thirds of the eligible voting members are present in person or by proxy.
A "simple majority" is represented by one-half plus one of the votes cast.
A "super majority" is represented by two-thirds (rounded up) of the number of votes cast.
Votes may be held by secret ballot, by roll call or by acclamation.
All announcements of votes will be made in an approved method by the Board or by whom the Board designates. The announcement will declare the issue, the voting procedure, the type of vote, and the duration of the voting period.
These are votes where the electorate is using written communication (e.g. fax, e-mail, letters, etc.)
The voting period will last a minimum of seven (7) calendar days with a maximum, set by the caller of the vote, not to exceed 30 calendar days. The vote announcement will declare the date and time of the close of the voting period.
In the event all possible votes have been cast, the Secretary may call the voting closed, even if the minimum voting period has not been met.
Within one business day of the close of vote, the results will be reported by the Secretary to the electorate.
These are votes held where the electorate is present either physically or via real-time electronic means.
For a Live vote, a Member may designate another Member to cast their vote, using the Forum’s Proxy Form. The Proxy cannot be held responsible for miscasting votes; it is up to the absent member to insure that the Proxy will act in the absent member’s behalf. Proxies will not be accepted for Remote votes.
Background: Alternative votes are used to choose a sub-set from a set of alternatives. Primarily for election of Board Members, this may also be used to choose Meeting locations, restaurant choices, logo choices, etc.
Given N alternatives in which M choices must be made (M < N). Each elector is asked to “approve”/vote for up to M choices and may vote for each alternative only once. Each “approved” choice receives one point; the choice(s) with the most points win. In the event of a tie, for the choices with the least meaningful points, a run off will be held for those choices using Alternative voting.
Tiebreaker examples:
Scenario A: Given
seven (7) alternatives and five (5) choices, the alternatives receive the
following point totals:
A-7, B-6, C-5, D-4, E-3, F-3, and G-1.
A, B, C, & D would be declared winners and a run-off would be held for E & F using Alternative voting.
Scenario B: Given seven (7) alternatives and five (5)
choices, the alternatives receive the following point totals:
A-7, B-7, C-7, D-4, E-4, F-4, and G-1.
A, B & C would be declared winners and a run-off would be held for D, E, & F using Alternative voting.
Scenario C: Given seven (7) alternatives and five (5)
choices, the alternatives receive the following point totals:
A-7, B-7, C-7, D-7, E-7, F-7 and G-1. No winners would be declared and a
run-off would be held for A, B, C, D, E, & F using Alternative voting.
Scenario D: Given seven (7) alternatives and five (5)
choices, the alternatives receive the following point totals:
A-7, B-5, C-5, D-5, E-4, F-1 and G-1. A, B, C, D, & E will be declared
winners and no run-off will be held, no tie occurred in the least meaningful
position.
This scheme is used by the following organizations:
Further discussion of AV may be found at:
http:// bcn.boulder.co.us/government/approvalvote/altvote.html .
Each elector may cast a vote as FOR, AGAINST, or ABSTAIN and any comments. At the end of the voting period, the total votes are counted. The resolution is considered to have passed if:
ABSTAIN count only for the purposes of a Quorum.
The announcement of the vote will indicate the tallies of the FOR votes, the AGAINST votes and the ABSTAIN votes plus any comments.
A Consent vote can be used to validate the recommendation of leadership when a quorum is not present.
In votes where:
The vote will at the end of the voting period unless the AGAINST votes outnumber the FOR votes. If the proposition is defeated, the proponents may re-propose it for a Material Vote if no quorum was present.
The announcement of the vote will indicate the tallies of the FOR votes and the AGAINST votes.
A Principal Member may appeal a vote to the Board if the Member alleges the vote was conducted in contravention to the by-laws of the Forum. The Board will hear the appeal if made within seven (7) calendar days of the vote. The appeal may be filed where the Member alleges the vote did not follow the appropriate procedure, may be invalid due to procedural defects or may have been unfair. The Board must respond within fourteen (14) calendar days on the validity of the vote. The decision of the Board is final.
The Board will hold face-to-face meetings quarterly. The Board may hold face-to-face meetings on a more regular basis. It is expected that the Board will hold frequent conference calls.
A meeting may be held if a Quorum is not present, however no decision in the name of the Board may be made.
Each Director shall have one vote. The votes of individual Directors will be entered into the Board minutes.
Working
Groups engage in projects in furtherance of the IDPF’s purpose and mission.
Members of
the IDPF may designate representatives to participate in Working Groups. Member
organizations must ensure that any representative they designate will adhere to
the terms and conditions specified in the Membership Agreement.
One
representative to each Working Group is designated the Lead Representative.
Additional representative(s) participating in the same Working Group are
Secondary Representative(s). The
Chair of a Working Group may limit the number of Representatives from any
Member. If a Member has been granted or has the right to representation then
the Member is entitled to a minimum of two representatives on that Working
Group. The Member organization must inform the Working Group Chair using the
IDPF Working Group Application Form, found at the website of the IDPF
(www.idpf.org), of the name(s) of its Representative(s).
Any Member
may join any Working Group at any time. The Primary or Alternate Representative
of the Member organization must inform the Working Group Chair using the IDPF
Working Group Application Form, found at the website of the IDPF (www.idpf.org), of its intent to join.
A Member
joining a Working Group must assign a Lead Representative to the Working Group,
and may assign Secondary Representatives.
While more than one Representative may represent a Member in a Working
Group, there is only one vote per Member.
Representatives
from Members not represented on the Working Group may attend meetings as
Observers. The Working Group Chair will determine the ways in which an Observer
may participate, but in any case an Observer cannot vote on Working Group
matters.
A Working
Group Chair may invite Guests to Working Group meetings. The Working Group Chair must ensure
that the Guest complies with the non-disclosure requirements of the IDPF. This provision is not to be used in
lieu of other forms of IDPF participation (Membership, Observers, etc.)
The Chair
of a Working Group, acting in good faith, may remove any Representative from a
Working Group. The Representative being removed may appeal in writing to the
Board. The Board will render a decision within 14 calendar days of receipt of
the appeal. The Representative being removed, or the Chairperson of the Working
Group, may appeal the Board’s decision to the Membership. In the event of such
an appeal, the Board will submit the issue to the Membership and a Super
Majority of a Remote Vote will be required to reinstate the Representative.
A Member
may change those individuals who are its Working Group Representatives. If a Working Group Representative
ceases participation in the Working Group, the Member may appoint a substitute.
In all situations, Members must inform the Chair of the Working Group in
writing of the replacement.
The
Working Group Chair has the right to limit the total number of Representatives
(including Observers) from any given Member. However, in no event can the Chair limit this number to less
than two.
Working
Group Representatives must make reasonable efforts to attend face-to-face
meetings. Failure to attend several consecutive meetings without contacting the
Chair is sufficient cause for the Chair to remove the Representative from the
Working Group.
Working
Group Representatives must make reasonable efforts to attend teleconferences.
Failure to attend several consecutive teleconferences without contacting the
Chair is sufficient cause for the Chair to remove the Representative from the
Working Group.
The Chair
must be a Representative of a Member. The Chair is selected as part of the
Working Group creation process; see Section 4.3.
A Working
Group must have at least one Vice-Chair.
A Vice-Chair should normally be a Representative of a Member different
than the Chair. When the Chair is
temporarily absent, a Vice-Chair will fulfill the roles and responsibilities of
the Chair. Additionally, the Chair
of the Working Group may choose to assign additional roles and responsibilities
to the Vice-Chair. The position of Vice-Chair is filled during the creation of
a Working Group.
A Working
Group Chair shall ensure that IDPF antitrust policies and IP policies and all
other policies and procedures are adhered to, and that the Working Group
operates only within its Charter.
It is the
responsibility of the Chair to publish a status report to the Board (see 4.5)
and manage all Output Documents and related procedures in a timely manner. The Chair shall be permitted to appoint
a secretary and/or librarian for the Working Group to assist in the performance
of his/her duties.
The Chair
shall be responsible for deciding if a consensus has been reached. The Chair shall document minority views
and if necessary include them in the deliverables.
It will be
the responsibility of the Vice-Chair to carry out the duties of the Working
Group Chair in the Chair's absence and to carry out those duties delegated to
the Vice-Chair by the Chair.
Working
Group Lead and Secondary Representatives shall attend most or all meetings of
the Working Group. Representatives are encouraged to participate, to promote
the goals and charter of the Working Group and honor their commitments in a
timely manner.
To create
a Working Group, at least two Members shall submit a Proposal, using the IDPF
Working Group Proposal Template (refer to Appendix A), to the Board describing
the Working Group. The Board will
ensure that the Proposal is complete.
A complete Proposal must contain:
The Board
and the proposing Members may collaboratively edit the proposal for a period
not to exceed thirty (30) calendar days.
This
package shall be submitted to the Membership for a fourteen (14) day Comment
Period.
After the
Comment Period:
2. The Board will submit the final proposal to the membership for approval. The Board will attach to the proposal:
a. A statement of alignment of the proposed Working Group with the IDPF bylaws and strategic plan.
The
Approved Charter governs the scope of activities of the Working Group. Specifically, the Working Group may
pursue only those activities defined in its Approved Charter. See 4.5.
Meetings
of the Working Group should encourage and promote attendance or participation
by a quorum of representatives. If
the Chair determines that substantive issues are being discussed and a quorum
is not present, the Chair can defer the discussion of the substantive
issues. In no event can a vote be
taken if a quorum is not present.
The Chair has some discretion to define a quorum based on a count of
active, recent representatives; see section 4.4.2.6.
The Chair
or Vice Chair should promote and maintain an orderly meeting. Because Working Groups often engage in
long discussions, it is suggested that the Chair or Vice Chair take steps to
ensure the meetings are productive and discussions are managed. Working Group Chairs and Vice Chairs
are encouraged to rely on Robert’s Rules of Order for guidance on procedures
for conducting an orderly meeting.
Chairs also shall follow other prescribed rules for conducting IDPF
meetings, including antitrust provisions and intellectual property policy.
The
following procedures are recommended to promote orderly and balanced meetings.
Speakers should seek recognition from the Chair before speaking or interrupting
except on points of order or privileged motions. The Chair should make an
effort to balance the discussion by asking for dissenting opinions. This may be promoted by recognizing
speakers out of order. Speakers should avoid personal attacks and innuendo and
should not speculate openly on the motives of other participants.
Chairs and
Vice Chairs are responsible to see that Working Group meeting agendas are
prepared in advance of any Working Group meeting. Chairs shall deliver a copy of the agenda to the IDPF staff
to be placed into the IDPF Document Library to be available for all IDPF
Members.
Chairs and
Vice Chairs are responsible to see that Working Group meeting minutes are
recorded. Within seven (7) days of
the minutes being approved, Chairs shall deliver a copy of the minutes to the
IDPF staff to be placed into the IDPF Document Library to be available for all
IDPF Members. Normally minutes are approved at the subsequent meeting of the
Working Group.
Working
Groups should strive to reach substantial consensus on issues by orderly
discussion and debate. The minutes shall record minority views. The determination of consensus shall be
at the discretion of the Chair. If
the Chair determines that consensus has not been achieved, the Chair or Vice
Chair shall call for the matter to be put to a vote by those eligible to
vote. It is recommended that the
Quaker Vote be used to aid in developing consensus and to ascertain the
relative strength of issues.
Otherwise the Working Group shall conduct a Material Vote, either in
public or by secret ballot.
A Quaker
Vote is a method to test or gauge the relative positions of participants on a
contested issue. When arguments
over implementation details or other details intrude on a policy discussion, a
“Quaker vote” may be useful to see whether there is consensus, or can be
consensus, on the presumed end result. A Quaker Vote has a ballot that contains
three choices:
Strongly
agree
Neutral
Strongly
disagree
This
process may be useful to promote progress in arriving at a consensus on an
issue.
The
results of all Material Votes (i.e., the yeas, nays, and abstentions) shall be
recorded in the meeting minutes.
To remain
an active Representative with standing to vote in a Working Group and for a
Representative to have their name included as a contributor to work products;
participation is essential.
Nonparticipation
may mean loss of voting privileges within the Working Group. The Chair may
remove working Group Lead and Secondary Representatives if they repeatedly fail
to attend meetings or fail to provide deliverables in a timely fashion. The
Chair shall apply the standards fairly, taking into consideration the expense
of attending meetings.
Working
Group Representatives must make reasonable efforts to attend face-to-face
meetings. Failure to attend several consecutive meetings without prior notice
to the Chair is sufficient cause for the Chair to remove the Representative
from the Working Group. In exceptional circumstances, if prearranged with the
Chair and technically feasible, a Representative may arrange remote
participation in a face-to-face meeting.
Between
face-to-face meetings, teleconferences of the Working Group may be used to
promote the activities and mission of the Working Group. The Chair shall schedule conference
calls of reasonable length to minimize expense both to the members and to the
IDPF, and should accommodate time zone differences of the Members. The Chair is encouraged to
carefully communicate the meeting time, details and agenda to promote efficient
and productive meetings..
Working
Group Representatives must make reasonable efforts to attend teleconference
meetings. Failure to attend several consecutive teleconference meetings without
prior notice to the Chair is sufficient cause for the Chair to remove the
Representative from the Working Group.
It is
required that each Working Group Chair provide a status report (no less often than monthly) to IDPF staff
to be published to Members on the IDPF Web Site. See Appendix C.
A Working
Group may create a Subgroup to research and pursue details of Working Group
matters. The Working Group Chair
may create a subgroup composed of Working Group representatives. Subgroups shall operate under the
following principles:
To modify
a Working Group Charter, the Chair of the Working Group shall submit a Proposal
to revise the charter of the
Working Group to the Board of Directors.
The Board shall determine if the proposed revisions to the charter are
substantive or nonsubstantive.
In the
event the Board determines a proposed revision to a Working Group Charter is
substantive, it shall advise the Working Group Chair of its determination. In the event the Working Group desires
to proceed with the proposed revisions, it will be required to go through the
same process as is required for the formation of a new Working Group.
In the
event the Board determines a proposed revision to a Working Group Charter is
nonsubstantive, the Board will notify the Working Group Chair of its approval,
rejection, or comments to the proposal.
The Board will notify the membership of any nonsubstantive modifications
to the Working Group Charter.
Any
Working Group Chair or Vice-Chair may resign at any time. Such resignation shall be made in
writing and shall take effect at the time specified therein, or if no time be
specified, at the time of its receipt by the President or Secretary. The acceptance of a resignation shall
not be necessary to make it effective.
Removal of
a Working Group Chair or Vice-Chair requires one of the following:
When the
Chair or Vice-Chair position is open on an existing Working Group, the Board
will select a new Chair or Vice-Chair.
While the replacement is being identified and approved, the Board may
appoint a temporary Chair or Vice-Chair.
The output
of a Working Group is an Output Document.
There are
two classes of Output Documents:
Official
Documents - within
the class of Official Documents are three sub-classes:
Informational
Documents –
The Working Group may produce Informational documents as well. These are documents the Working
Group feels are relevant to the members of the IDPF and that it wants to
recommend to the members for review.
These may include white papers, commentaries, or other relevant
documents. These documents are to be treated as informational only and do not have
any official status within the IDPF.
For the approval process, see section 5.1.6.
All output
documents from the Working Group must be approved by a Formal Vote using a
Simple Majority of a quorum of the Working Group.
Specifications
and Process Documents will have the following life cycle. The Documents start
at the Submitted state and may be elevated at each stage to the next level
until reaching the stage of being Recommended.
1. Initial
2. Submitted
3. Draft
4. Proposed
5. Recommended
Specifications
and Process Documents have the following approval process:
1. Submission of an Initial Document to Board for Review, to see
whether the Document should be elevated from Submitted to Draft status.
2. Submission of Draft to Membership by Board with Comments and
the results, if any, of the Intermediate Notice Period(s)
3. Membership Review
4. Final Board Review, to see whether the Document should be
elevated from Draft to Proposed status, and Recommendation to the membership
and the results, if any, of the Final Notice Period
5. Vote by the Membership for Approval as a Recommended Document.
All
Specifications and Process Documents must be submitted to the Board for Review.
Such documents must be submitted in the form of a Submitted Document using the
IDPF Submitted Document Template (see Appendix B).
This would
be the appropriate point in the process for the Board to receive input from the
Systems Working Group and to conduct an antitrust review if required.
The
Working Group and the Board will have thirty (30) calendar days to collaborate
on the Submitted Document. At the discretion of the Board or Chair, comments by
the Board must be submitted to the Working Group in writing and the Working
Group must respond to the Comments in writing within seven (7) calendar days.
At the end of the collaboration period the Board may recommend that the
Submitted Document plus the Board and the Working Group's collaborative edits be
elevated to a Draft Document or it may send the Submitted Document back to the
Working Group for further work, stating the reasons in writing that the
Submitted Document is not ready for elevation to a Draft Document. If the Working Group members feel that
the Board is unreasonably withholding a recommendation, the document may be
elevated to a Draft Document by a supermajority of a quorum of the Working
Group.
The Board
will submit the Draft Document to the Membership with Board Comments and the
results, if any, of any fully completed Intermediate Notice Period(s) as
defined by the IP Policy.
At anytime
during the development of the Output Document within the Working Group and
during the Output Document’s Draft phase in the output process, an Intermediate
Notice Period may be called by the Working Group as defined by, and in
accordance with, the procedures set forth in the IP Policy.
In
addition to any Intermediate Notice Period, the Membership will have a period
of no less than fourteen (14) and no more than thirty (30) calendar days to
review and Comment on the Draft Document (hereinafter the “Comment Period”).
All Comments from the Membership must be submitted in writing to the Working
Group Chair.
Comment
Periods and Intermediate Notice Periods do not have to run concurrently. In the event a Comment Period is called
during an Intermediate Notice Period, the timetables for the Comment Period and
the Intermediate Notice Periods shall be unrelated.
The
Working Group may choose to conduct a public review during the same period as
the membership review during the Comment Period, or it may conduct a subsequent
public review. Public review is
optional.
The
Working Group will maintain a record of all Member Comments during the Comment
Period. At the end of the Comment Period the Working Group will record their
Action on each Comment and submit the revised Draft Document, Comments and
Actions to the Board.
In
addition to any Intermediate Notice Period, the public may be given a minimum
of twenty-one (21) calendar days and maximum of ninety (90) days to review and
Comment on the Draft Document(hereinafter, a “Public Review”). If a Public
Review is conducted, the materials provided for the review must include the
Draft Document and Board Comments and may include any other information or
documents as may be provided by the Working Group. All Comments from the public
must be submitted in writing to the Working Group Chair. The Working Group will
maintain a record of all public Comments. At the end of the Public Review the
Working Group will record their Action on each Comment and submit the revised
Draft Document, Comments and Actions to the Board. In the event a Public Review
is called during an Intermediate Notice Period, the timetables for the Public
Review and the Intermediate Notice
Periods shall be unrelated.
The Board
will review the Draft, Comments and Actions. The Board and the Working Group
will have up to thirty (30) calendar days to collaborate on the Draft. At the
end of the collaboration period the Board may recommend that the Draft Document
plus the edits based upon Membership comments be (i) elevated to a Proposed
Document; or (ii) it may send the Draft Document back to the Working Group for
further work, stating the reasons in writing that the Draft Document is not
ready for elevation to a Proposed Document, in which case it shall remain in
the Draft Document stage. If the Working Group members feel that the Board is
unreasonably withholding a recommendation, the Draft Document may be elevated
to a Proposed Document by a supermajority vote of a quorum of the Working
Group.
In the
event a Draft Document is elevated to a Proposed Document as set forth herein,
a Working Group may call for a Final Notice Period as defined by, and in
accordance with the procedures set forth in, the IP Policy.
A Remote Material Vote will be held requiring a Super Majority to approve the Proposed Document.
If the
Proposed Document is approved it will be elevated to the status of Recommended
Document and added to the IDPF Library.
In all
instances of closing of a Working Group the Board will notify the Membership of
the closing and request comments during a fourteen (14) calendar day Comment
Period before closing the Working Group.
If the
Working Group Charter expires the Board may disband the Working Group or issue
a Charter extension. The Board may extend the Charter any number of times.
However, no single extension may exceed the duration of the original
charter. For example, a Working
Group originally chartered for one year may be extended only in one-year
increments.
In the
event the Board determines that the Working Group is in violation of its
Charter, the Board will first work with the Working Group to correct the
Charter violation. If the Working Group Chair requests, the Board will publish
how the Working Group violated the Charter and what remedies the Board
requires. In the event the violation cannot be remedied, the Board may elect to
replace the Working Group leadership or may terminate the Working Group.
In the
event the Board determines that the Working Group lacks sufficient resources to
continue, the Board may disband the Working Group.
In the
event the Board determines that the Working Group has completed its Charter,
the Board may disband the Working Group.
The IDPF will maintain a document library containing the Output Documents of
Working Groups, the Board and other IDPF activities.
Sections
of the library will be made available to the following groups.
A
collection of documents approved by the Membership and/or the Board will be
maintained and made available to the general public. This will include
Recommended Documents, Press Releases, selected Informational Documents, and
other official documents.
A
collection of documents approved by the Membership and/or the Board will be
maintained and made available to the Members. This will include minutes of
Board Meetings and Working Group meetings, the Bylaws, Informational Documents,
and other relevant documents.
A
collection of documents used internally by the Board.
A
collection of documents used internally by Working Groups and posted on their
pages of the Web site. These documents are primarily for the use of the Working
Group members but are accessible to all IDPF members.
A
collection of documents used for other IDPF Approved activities.
Revision
or Informational Documents may be produced as work-product of Working Groups or
may be produced by other entities that the Board may recognize or authorize
from time to time. All such documents must be submitted to the Board for review
and approval. The Board and the Working Group or other author may
collaboratively edit the document for a period not to exceed sixty (60)
calendar days. If approved by a Super Majority vote of the Board, the document
will be presented to the Membership with or without Comments. If not so approved, the Board may send
the document back to the author for further work, stating in writing the
deficiencies of the document.
Revision
and Informational Documents require no vote of approval by the Membership.
Informational Documents have no official IDPF status.
The IDPF will maintain many E-mail Lists (reflectors) including one or more for each Working Group. E-mail Lists shall be archived in the IDPF document library and be made available for browsing and searching by all IDPF Members for a period of at least five (5) years.
Each E-mail List shall have a designated List Monitor. In the case of Working Groups that List Monitor is the Chair unless otherwise designated. In addition to making sure that the E-mail List is properly archived and made available to Members, the List Monitor shall monitor all list traffic and ensure compliance with the IDPF Antitrust Policies and Procedures and IP Policies.
To be
supplied: A template for Working
Group Proposals.
To be
supplied: A template for Submitted
Documents.