1 tr41chairs’ training presented by: billie zidek-conner manager, standards secretariat services...

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TR41Chairs’ TrainingPresented by:

Billie Zidek-ConnerManager, Standards Secretariat

ServicesSusan Hoyler

Director, Standards Development and Promotion

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Overview

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

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Overview

Requirements for Physical vs. Virtual Meetings– Requirement Differences

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Overview

• Requirements Relative to Projects– Project Requests– Ballot Procedures– Ballot Resolution– Publication

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Requirements to Hold a Meeting

Meeting Notices and Agendas

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Meeting Notices and Agendas

• 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 5.2.1 of the 2001 Engineering Manual– Send to Bari St. Cyr (bstcyr@tia.eia.org) and copy

Billie Zidek-Conner (bzidekconner@tia.eia.org)– Standards Secretariat posts the notice and sends an

email to all registered parties in the TIA database

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Meeting Notices and Agendas

(continued)• Contents of the agenda– Examples of contents can be found in

Section 5.2.2– Sample of agenda can be found in Annex D

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Quorum for a Meeting

• Quorum consists of simple majority (50% plus one) of the eligible member companies– See Section 5.3.2– If no quorum is present, the meeting can be

conducted but no decisions can be made

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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

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Early Disclosure

• Three forms of early disclosure– Chairs Create Awareness– Contribution Template Option– Reminder on Ballot

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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.

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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

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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 5.2.3– Must be on file for ANSI Audit

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Requirements for

Physical vs. Virtual Meetings

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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)

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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

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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)

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Physical vs. Virtual Meetings

• Virtual (conference calls) shall be coordinated through Stephanie Montgomery (smontgomery@tia.eia.org) or Rosa Ibar (ribar@tia.eia.org)

• Meeting reports are required for all duly called virtual or physical meetings

• Attendance rosters (produced by TIA) are required for both meetings

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Requirements for Projects

Project Number AssignmentBalloting

Publishing

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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 = http://www.tiaonline.org/standards/sfg/procedures/new_pn_request form.cfm

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New Project Number Assignments

• Five days after the new project request has been received a project number is assigned by TIA

• On the 15th of every month TIA sends a report to the chairs with the project number assignments

• New project numbers are available from Ray Anderson at randerson@tia.eia.org

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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 = http://www.tiaonline.otg/standards/sfg/procedures/pn_request_form.cfm

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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)

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Existing Project Number Assignments

• Extensions to be usedRV = Revision

UG = Upgrade (no revision)

WD = Withdrawal

RF = Reaffirmation

URV = Upgrade and revision

AD = Addendum

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Existing Project Number Assignments

• These are sent out to the chairs on the 15th of every month

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Balloting Documents• All documents must have a completed

ballot authorization on file at TIA (see Section 6.3.3.1 for TIA only documents and Section 6.3.3.2 for ANS documents

• This authorization is completed by the chair or duly authorized representative

• URL = http://www.tiaonline.org/standards/sfg/procedures/ballot.cfm

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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

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Balloting TIA Documents

• PN Ballots (TIA documents and TSBs) are for no less than 30 days (see Section 6.6.1 for balloting TIA documents)– Can be longer at the discretion of the

committee

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Balloting ANS Documents

• SP Ballots (American National Standard Candidates) are balloted for no less than 45 days and up to 60 days (see Section 6.6.2 for balloting ANS documents)– Can be longer at the discretion of the

committee

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Balloting Documents

• No public review required on TIA only and TSB documents

• 45 or 60 day public review required on American National Standard Candidates

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Balloting Documents

• ANSI Standards Action Publication Schedule on TIA website

• URL = http://www.tiaonline.org/standards/sfg/procedures/action.cfm

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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

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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 email to the chair and duly authorized person when the ballot closes stating what is needed to proceed to the next step

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Reballot vs. Default

• Reballoting document (see Section 6.11.3)

• Default ballot on a document (see Section 6.11.4)

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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

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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

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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

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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

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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

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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

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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

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Response Letters and Blue Cards

• Response letters must:– Inform the commentor of his/her right to

appeal (See Sections 6.11.6 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 = http://www.tiaonline.org/standards/sfg/procedures/blue_card.cfm

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Publishing

ANS and TIA Documents

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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 = http://www.tiaonline.org/standards/sfg/procedures/publication.cfm

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Publishing Documents

• Document status can be viewed on the TIA website (updated bi-weekly soon to be weekly)

• URL = http://www.tiaonline.org/standards/sfg/sp_report.cfm

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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 6.12.2)

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Publishing Documents

• TIA only documents are sent to the TSSC chair for review and approval (see Section 6.12.1)

• ANSI sends TIA an approval letter, a copy of this letter is forwarded to the chair of the committee

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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 email, but if the

document is large, the voter will receive a CD from TIA with the final approved document on it

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Tools

URLs for the documents

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Tools

IPR Statement

http://www.tiaonline.org/standards/ipr/

Blue Card

http://www.tiaonline.org/standards/sfg/procedures/blue_card.cfm

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Tools

Ballot Authorization

http://www.tiaonline.org/standards/sfg/procedures/ballot.cfm

New TIA Project Request Form

http://www.tiaonline.org/standards/new_pn_request_form.cfm

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Tools

Interim Standard Upgrade Form

http://www.tiaonline.org/standards/sfg/procedures/interim.cfm

Reaffirmation/Withdrawal Form for TSB and TIA Only Documentshttp://www.tiaonline.org/standards/sfg/procedures/reaffirmation.cfm

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Tools

Existing Project ANSI PINS form

http://www.tiaonline.org/standards/sfg/procedures/ansi_form0.cfm

New ANSI PINS form

http://www.tiaonline.org/standards/sfg/procedures/new_ansi_form.cfm

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Tools

Engineering Manualhttp://www.tiaonline.org/standards/sfg/engineering _manual.cfm

Style Manualhttp://www.tiaonline.org/standards/sfg/style.cfm

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Tools

Scope Manualhttp://www.tiaonline.org/standards/sfg/scope.cfm

Publication Authorizationhttp://www.tiaonline.org/standards/sfg/publication.cfm

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ToolsExisting Project Request formhttp://www.tiaonline.org/standards/sfg/procedures/pn_request_form.cfm

ANSI Standards Action Publication Schedulehttp://www.tiaonline.org/standards/sfg/procedures/action.cfm

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Tools

Open SP Ballot Status Report http://www.tiaonline.org/standards/sfg/sp_report.cfm

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Who Can Answer Your Questions

Staff Information

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Procedures

Billie Zidek-ConnerManager, Standards Secretariat Services703.907.7706bzidekconner@tia.eia.org

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Balloting or Publication Questions

Ray AndersonStandards Coordinator703.907.7961randerson@tia.eia.org

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Meeting Agendas,Reportsand Ballot Summaries

Bari St. CyrStandards Secretariat Assistant703.907.7416bstcyr@tia.eia.org

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Database Questions

Rosa IbarStandards Database Assistant703.907.7491ribar@tia.eia.org

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FTP Site QuestionsCommittee Liaison

Stephanie MontgomerySr. Manager, Standards Development and Promotion703.907.7735smontgomery@tia.eia.org

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IPR and Copyright Questions

Susan HoylerDirector, Standards Development and Promotion703.907.7704shoyler@tia.eia.org