https://ocgwiki.etsi.org/api.php?action=feedcontributions&feedformat=atom&user=Clarkel 2026-06-05T02:51:42Z User contributions MediaWiki 1.39.3 https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=632 2025-11-04T10:20:06Z

<p>Clarkel: /* Code of Conduct for ETSI delegates */</p> <hr /> <div>== Introduction ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate. <br /> <br /> It has been formatted to be used as a reference guide according to the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Directives] version 51, released June 2025. If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The structure of ETSI consists of a General Assembly, a Board, a National Standards Organisations Group, a National Standardisation Bodies Group, Technical Groups composed of Technical Committees, ETSI Projects, and ETSI Partnership Projects, Special Committees, Industry Specification Groups, Software Development Groups and Coordination Groups. The ETSI Secretariat is headed by the Director-General.<br /> <br /> The scope of this guide covers Technical Committees (TCs), Special Committees (SCs), Industry Specification Groups (ISGs), and Software Development Groups (SDGs). It does not cover ETSI Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of an ETSI delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> An ETSI delegate participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies as detailed in the ETSI Directives. &lt;pre&gt;References: ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct for ETSI delegates===<br /> The Code of Conduct is intended as a broad guide to appropriate behaviour while carrying out activities in or for ETSI, and to encourage certain collaborative styles of interaction. The respect of other delegates, the ETSI Secretariat and the professional culture of standardisation is foremost. <br /> <br /> ETSI operates according to the principles of international standardisation: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence.<br /> <br /> An ETSI delegate:<br /> <br /> -      Should discuss and debate in a moderate, professional, and respectful manner without prejudice.<br /> <br /> -      Is expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and to promote a culture of fair and ethical behaviour.<br /> <br /> -      Is expected to act on a fully informed basis and take decisions with due diligence, in order to engage constructively in ETSI activities.<br /> <br /> -      Is invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal.<br /> <br /> -      Shall value diversity and act against any discrimination, as outlined in the ETSI Values, e.g. regarding gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.<br /> <br /> -      Shall acknowledge that speakers should not be interrupted; delegates may speak once recognised by the Convenor/Chair of the call or meeting. Speakers should keep their interventions short and to the point.<br /> <br /> -      Should take the views of all meeting attendees (including those whose first language is not English) into consideration.<br /> <br /> -      Shall inform the Chair or the ETSI Secretariat of any issue requiring escalation so a solution may be reached in a timely manner. <br /> <br /> - Shall endeavour to avoid conflict of interest. If any actual or potential conflicts of interest are identified, they shall immediately be disclosed through the appropriate mechanisms. <br /> <br /> - Shall take into account the interests and the objectives of the European Union, e.g. as laid down in EU legislation, EU policy documents or outlined by ETSI's Counsellors, when developing deliverables in support of EU policies and legislation. <br /> <br /> &lt;pre&gt;References: Code of Conduct for ETSI Members; ETSI Values.<br /> &lt;/pre&gt;<br /> <br /> == Technical Organisation==<br /> <br /> === Introduction ===<br /> Participation in the technical work is governed by the ETSI Technical Working Procedures (TWPs) and ETSI Drafting Rules (EDRs) as defined in the ETSI Directives.<br /> <br /> An ETSI Technical Group (TC, ISG, SC, SDG) provides a forum for technical discussions and development of the work programme that lead to the publication of ETSI deliverables. <br /> <br /> A TC is the primary decision-making body for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. The activity is organised around a set of ETSI work items addressing a specific technology area. <br /> <br /> A SC may be established by the General Assembly (GA) for defined tasks and follows the ETSI Technical Working Procedures (TWPs) unless otherwise stipulated in their ToR. <br /> <br /> An ISG is an activity organised around a set of ETSI Work Items addressing a specific technology area as defined in the ToR of the ISG and may establish Working Groups, if required.<br /> <br /> An SDG is a Software or open-source Software development activity hosted by ETSI addressing a specific technology area where the Software and related documentation is made publicly available. An SDG does not produce standards.&lt;pre&gt;References: ETSI TWPs clauses 1.1,3.1 &amp; 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br /> A delegate from an ETSI Full and Associate member has the right to participate in any ETSI TC or SC meeting, access documents and provide contributions. <br /> <br /> A delegate may only represent one (1) organisation during a TC or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> <br /> Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> <br /> A delegate subscribed to the TC or SC membership list with their EOL account email address is eligible for voting by correspondence (Decision tool or Remote Consensus tool). <br /> <br /> Prior to participating to a TC or SC meeting, every delegate shall register by logging in the ETSI portal/Meetings application with their ETSI-On-Line (EOL) account.<br /> <br /> Upon registration to a TC or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TC/SC membership list, if not already subscribed. <br /> <br /> An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TC or SC meetings subject to the agreement of the ETSI Director-General.  <br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TC/SC meetings. <br /> <br /> A Counsellor may attend meetings of a TC/SC and participate in the work without the right to vote.<br /> <br /> A Guest may attend ETSI TC or SC meetings as a non-member or as an ETSI Observer, following authorisation by the Chair for three meetings or six months (whichever is the shorter). <br /> <br /> An ETSI Observer and an ETSI non-member may present a document for Information, and answer questions related to the information provided in their document, if authorised by the Chair. <br /> <br /> An ETSI Observer is not permitted to: <br /> <br /> ·        submit written contributions for discussion or decision. <br /> <br /> ·        contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective Technical Group.<br /> <br /> ·        vote or have the possibility to take part in any decision-making process.<br /> <br /> ·        subscribe to a TC or SC mailing list.<br /> <br /> The above points also apply to Working Groups and Task Groups. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 &amp; 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Participation in ISG activities ===<br /> The singularity of an Industry Specification Group is that each one has a relative Agreement and an Annex entitled “Specific rules complementing the ETSI Technical Working Procedures applying to the ISG” that sets out the operational rules, voting rules, duration, budget mechanism.<br /> <br /> === '''ETSI Full and Associate Members''' ===<br /> An ETSI Full and Associate Member may participate in the work of any ISG without the need to sign an ISG Agreement. <br /> <br /> An Applicant to Full or Associate membership may be authorised by the Director-General to attend meetings of an ISG and to participate in the work of the ISG with the right to vote, before the application to ETSI membership is formally approved by the General Assembly.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. A maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> Prior to participating to an ISG meeting, every delegate shall register by logging in the ETSI portal/Meeting Application with their ETSI-On-Line (EOL) account.<br /> <br /> The right to vote is reserved for ISG Members only. The voting rules for each ISG are defined in the ISG ToR. <br /> <br /> An ETSI member is subscribed to the ISG membership list (mailing list) upon registration to an ISG meeting.<br /> <br /> === '''Non-ETSI members''' ===<br /> Participation of a non-ETSI member (known as ISG Participant) in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> <br /> Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, and shall be paid prior to attendance of a meeting. <br /> <br /> An ISG Participant can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> <br /> An ISG Participant may hold a Rapporteur and/or a WG Vice-Chair position. <br /> <br /> An ISG Participant may not hold a Chair or a WG Chair position. <br /> <br /> An ETSI Observer may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> <br /> An ISG Guest may attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair. <br /> <br /> An ISG Guest may not be subscribed to the ISG membership list. <br /> <br /> A Counsellor can attend an ISG meeting without the need to sign an ISG agreement.<br /> <br /> Neither a Counsellor or a non-ETSI member shall support new work items, vote or hold an ISG leadership position.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ISG meetings. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 3.4, 3.5 and 3.7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in '''SDG activities''' ===<br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution.<br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation  in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may attend an SDG meeting without the right to vote or contribute to the Software or related documentation. In order to contribute to the Software or related documentation, the Counsellor shall agree to be bound by the terms of the Contributor’s License Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 7.4, 7.5 and 7.7. <br /> &lt;/pre&gt;<br /> <br /> === '''Preparing for an ETSI meeting (physical or online)''' ===<br /> Meetings are held to coordinate the technical activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI headquarters in Valbonne-Sophia Antipolis, France, at an external location, online or hybrid.  <br /> <br /> The nearest airport to ETSI is Nice Côte d’Azur (NCE) and the nearest train station is Antibes. <br /> <br /> See the ETSI webpage on how to reach ETSI and find a hotel room close by.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> <br /> ·        Registration before the meeting via the ETSI portal.<br /> <br /> ·        Details of the meeting invitation including the QR code for the printing of the meeting badge, if the meeting is hosted at ETSI.<br /> <br /> ·        Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> ·        Awareness of the guidelines for contributions and deliverables:<br /> <br /> * IPR<br /> * Copyright<br /> * Trademarks<br /> * Third party material<br /> &lt;pre&gt;References: References: ETSI TWPs clauses 1.5.4; ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1; ETSI Rules of Procedure, Annex 6; ETSI Drafting Rules, Clause 4. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> The technical experts collaborate to produce ETSI Standards, ETSI Guides, ETSI European Standards, ETSI Harmonised European Standards under Standardisation Requests from the European Commission, Specifications, Reports, White Papers and Publicly Available Specifications.<br /> <br /> Contributions related to drafting of the aforementioned deliverables shall comply with ETSI Drafting Rules. <br /> <br /> ETSI Delegates shall follow the Technical Working Procedures (TWPs) on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board, as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC/SC proposes Work Item(s) identified in a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSB vote.&lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.6.1.2.3, 1.6.3.2, 1.6.5.2 and 2.2.2; RoPs Articles 20 and 21, TWPs Annex N.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force  ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TC, SC, ISG or SDG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members are encouraged.<br /> <br /> &lt;pre&gt;References: ETSI TWPs clauses 1.10, 1.11 and Annex H; ETSI Chair’s Guide “STF/TTF Management and Chair’s responsibilities”; ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === '''Technical Group Open Sessions''' ===<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> == ETSI Working Tools ==<br /> ETSI offers a set of electronic means to work and collaborate via the ETSI portal for which an ETSI on-line (EOL) account (username and password) is required. See also Reset my password, Change my password and Update my personal contact details.<br /> <br /> Guidance on how to use these electronic tools is available from the [https://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TC/SC/ISG/SDG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Drafts application.<br /> <br /> * View [https://portal.etsi.org/People/Commitee-Support-Staff contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI TCs, SCs SDGs and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the TCs, SCs SDGs and ISGs in their decision-making processes by the means of a vote. Formal voting procedures are predefined, i.e. the vote for the approval of a draft, selecting a technology and electing officials.<br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards under a Standardisation Request, and also enables consultation and/or results of votes on such documents.  <br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: https://portal.etsi.org/Resources/ETSI-Directives <br /> <br /> ETSI Drafting Rules: https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules <br /> <br /> ETSI Brands and Trademarks: https://www.etsi.org/media-library/brand-and-trademarks <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find and download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform for ETSI members to collaborate and experiment with code around ETSI standardised technologies, developing demos, prototypes and proofs of concept. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates. <br /> <br /> '''Other ETSI Guides:''' <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide Rapporteur's Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s Guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> * [https://portal.etsi.org/Portals/0/TBpages/nso/Docs/NSOs_Guide.pdf?ver=2022-03-29-154044-577 NSO Guide]. <br /> * [https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines Meeting Host guidelines]. <br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> * [https://www.etsi.org/e-brochure/WritingWorldClassStandards/mobile/index.html#p=1 Writing World Class Standards]. <br /> * [https://www.etsi.org/e-brochure/ETSIAchievingTechnicalExcellenceBrochure202324/mobile/index.html#p=1 Achieving Technical Excellence]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy r1.png|frameless|714x714px]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards <br /> * administrative support to ETSI Technical Groups <br /> * assistance in the promotion of Technical Group activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> |Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS)<br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org] <br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |-<br /> |Policy Affairs<br /> |Driving policy engagement, regulatory alignment, EU-funded international projects in digital standardisation, global cooperation and partnerships, and strategic outreach with policymakers and other stakeholders for ETSI<br /> |Contact: [mailto:Policy@etsi.org policy@etsi.org]<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> CCLA Corporate Contribution License Agreement<br /> <br /> CTI ETSI Centre for Testing and Interoperability team<br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group<br /> <br /> OPS ETSI Operations Division<br /> <br /> NSBG National Standardisation Bodies Group<br /> <br /> NSOG National Standards Organisations Group<br /> <br /> NWI New Work Item<br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee <br /> <br /> SReq Standardisation Request <br /> <br /> SEP Standard Essential Patents<br /> <br /> SNS ETSI Software and Standards team<br /> <br /> SRdAP Standardisation Request deliverables Approval Process<br /> <br /> SReq Standardisation Request<br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee<br /> <br /> TG Technical Group<br /> <br /> ToR Terms of Reference  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group<br /> <br /> WISR Work Item Standardisation Request </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=631 2025-11-04T10:11:59Z

<p>Clarkel: /* Code of Conduct for ETSI delegates */</p> <hr /> <div>== Introduction ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate. <br /> <br /> It has been formatted to be used as a reference guide according to the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Directives] version 51, released June 2025. If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The structure of ETSI consists of a General Assembly, a Board, a National Standards Organisations Group, a National Standardisation Bodies Group, Technical Groups composed of Technical Committees, ETSI Projects, and ETSI Partnership Projects, Special Committees, Industry Specification Groups, Software Development Groups and Coordination Groups. The ETSI Secretariat is headed by the Director-General.<br /> <br /> The scope of this guide covers Technical Committees (TCs), Special Committees (SCs), Industry Specification Groups (ISGs), and Software Development Groups (SDGs). It does not cover ETSI Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of an ETSI delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> An ETSI delegate participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies as detailed in the ETSI Directives. &lt;pre&gt;References: ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct for ETSI delegates===<br /> The Code of Conduct is intended as a broad guide to appropriate behaviour while carrying out activities in or for ETSI, and to encourage certain collaborative styles of interaction. The respect of other delegates, the ETSI Secretariat and the professional culture of standardization is foremost. <br /> <br /> ETSI operates according to the principles of international standardisation: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence.<br /> <br /> An ETSI delegate:<br /> <br /> -      Should discuss and debate in a moderate, professional, and respectful manner without prejudice.<br /> <br /> -      Is expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and to promote a culture of fair and ethical behaviour.<br /> <br /> -      Is expected to act on a fully informed basis and take decisions with due diligence, in order to engage constructively in ETSI activities.<br /> <br /> -      Is invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal.<br /> <br /> -      Shall value diversity and act against any discrimination, as outlined in the ETSI Values, e.g. regarding gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.<br /> <br /> -      Shall acknowledge that speakers should not be interrupted; delegates may speak once recognized by the Convenor/Chair of the call or meeting. Speakers should keep their interventions short and to the point.<br /> <br /> -      Should take the views of all meeting attendees (including those whose first language is not English) into consideration.<br /> <br /> -      Shall inform the Chair or the ETSI Secretariat of any issue requiring escalation so a solution may be reached in a timely manner. <br /> <br /> - Shall endeavour to avoid conflict of interest. If any actual or potential conflicts of interest are identified, they shall immediately be disclosed through the appropriate mechanisms. <br /> <br /> - Shall take into account the interests and the objectives of the European Union, e.g. as laid down in EU legislation, EU policy documents or outlined by ETSI's Counsellors, when developing deliverables in support of EU policies and legislation. <br /> <br /> &lt;pre&gt;References: Code of Conduct for ETSI Members; ETSI Values.<br /> &lt;/pre&gt;<br /> <br /> == Technical Organisation==<br /> <br /> === Introduction ===<br /> Participation in the technical work is governed by the ETSI Technical Working Procedures (TWPs) and ETSI Drafting Rules (EDRs) as defined in the ETSI Directives.<br /> <br /> An ETSI Technical Group (TC, ISG, SC, SDG) provides a forum for technical discussions and development of the work programme that lead to the publication of ETSI deliverables. <br /> <br /> A TC is the primary decision-making body for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. The activity is organised around a set of ETSI work items addressing a specific technology area. <br /> <br /> A SC may be established by the General Assembly (GA) for defined tasks and follows the ETSI Technical Working Procedures (TWPs) unless otherwise stipulated in their ToR. <br /> <br /> An ISG is an activity organised around a set of ETSI Work Items addressing a specific technology area as defined in the ToR of the ISG and may establish Working Groups, if required.<br /> <br /> An SDG is a Software or open-source Software development activity hosted by ETSI addressing a specific technology area where the Software and related documentation is made publicly available. An SDG does not produce standards.&lt;pre&gt;References: ETSI TWPs clauses 1.1,3.1 &amp; 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br /> A delegate from an ETSI Full and Associate member has the right to participate in any ETSI TC or SC meeting, access documents and provide contributions. <br /> <br /> A delegate may only represent one (1) organisation during a TC or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> <br /> Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> <br /> A delegate subscribed to the TC or SC membership list with their EOL account email address is eligible for voting by correspondence (Decision tool or Remote Consensus tool). <br /> <br /> Prior to participating to a TC or SC meeting, every delegate shall register by logging in the ETSI portal/Meetings application with their ETSI-On-Line (EOL) account.<br /> <br /> Upon registration to a TC or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TC/SC membership list, if not already subscribed. <br /> <br /> An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TC or SC meetings subject to the agreement of the ETSI Director-General.  <br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TC/SC meetings. <br /> <br /> A Counsellor may attend meetings of a TC/SC and participate in the work without the right to vote.<br /> <br /> A Guest may attend ETSI TC or SC meetings as a non-member or as an ETSI Observer, following authorisation by the Chair for three meetings or six months (whichever is the shorter). <br /> <br /> An ETSI Observer and an ETSI non-member may present a document for Information, and answer questions related to the information provided in their document, if authorised by the Chair. <br /> <br /> An ETSI Observer is not permitted to: <br /> <br /> ·        submit written contributions for discussion or decision. <br /> <br /> ·        contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective Technical Group.<br /> <br /> ·        vote or have the possibility to take part in any decision-making process.<br /> <br /> ·        subscribe to a TC or SC mailing list.<br /> <br /> The above points also apply to Working Groups and Task Groups. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 &amp; 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Participation in ISG activities ===<br /> The singularity of an Industry Specification Group is that each one has a relative Agreement and an Annex entitled “Specific rules complementing the ETSI Technical Working Procedures applying to the ISG” that sets out the operational rules, voting rules, duration, budget mechanism.<br /> <br /> === '''ETSI Full and Associate Members''' ===<br /> An ETSI Full and Associate Member may participate in the work of any ISG without the need to sign an ISG Agreement. <br /> <br /> An Applicant to Full or Associate membership may be authorized by the Director-General to attend meetings of an ISG and to participate in the work of the ISG with the right to vote, before the application to ETSI membership is formally approved by the General Assembly.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. A maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> Prior to participating to an ISG meeting, every delegate shall register by logging in the ETSI portal/Meeting Application with their ETSI-On-Line (EOL) account.<br /> <br /> The right to vote is reserved for ISG Members only. The voting rules for each ISG are defined in the ISG ToR. <br /> <br /> An ETSI member is subscribed to the ISG membership list (mailing list) upon registration to an ISG meeting.<br /> <br /> === '''Non-ETSI members''' ===<br /> Participation of a non-ETSI member (known as ISG Participant) in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> <br /> Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, and shall be paid prior to attendance of a meeting. <br /> <br /> An ISG Participant can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> <br /> An ISG Participant may hold a Rapporteur and/or a WG Vice-Chair position. <br /> <br /> An ISG Participant may not hold a Chair or a WG Chair position. <br /> <br /> An ETSI Observer may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> <br /> An ISG Guest may attend an ISG meeting on an exceptional and temporary basis, if invited or authorized by the ISG Chair. <br /> <br /> An ISG Guest may not be subscribed to the ISG membership list. <br /> <br /> A Counsellor can attend an ISG meeting without the need to sign an ISG agreement.<br /> <br /> Neither a Counsellor or a non-ETSI member shall support new work items, vote or hold an ISG leadership position.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ISG meetings. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 3.4, 3.5 and 3.7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in '''SDG activities''' ===<br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution.<br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation  in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may attend an SDG meeting without the right to vote or contribute to the Software or related documentation. In order to contribute to the Software or related documentation, the Counsellor shall agree to be bound by the terms of the Contributor’s License Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 7.4, 7.5 and 7.7. <br /> &lt;/pre&gt;<br /> <br /> === '''Preparing for an ETSI meeting (physical or online)''' ===<br /> Meetings are held to coordinate the technical activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI headquarters in Valbonne-Sophia Antipolis, France, at an external location, online or hybrid.  <br /> <br /> The nearest airport to ETSI is Nice Côte d’Azur (NCE) and the nearest train station is Antibes. <br /> <br /> See the ETSI webpage on how to reach ETSI and find a hotel room close by.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> <br /> ·        Registration before the meeting via the ETSI portal.<br /> <br /> ·        Details of the meeting invitation including the QR code for the printing of the meeting badge, if the meeting is hosted at ETSI.<br /> <br /> ·        Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> ·        Awareness of the guidelines for contributions and deliverables:<br /> <br /> * IPR<br /> * Copyright<br /> * Trademarks<br /> * Third party material<br /> &lt;pre&gt;References: References: ETSI TWPs clauses 1.5.4; ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1; ETSI Rules of Procedure, Annex 6; ETSI Drafting Rules, Clause 4. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> The technical experts collaborate to produce ETSI Standards, ETSI Guides, ETSI European Standards, ETSI Harmonised European Standards under Standardisation Requests from the European Commission, Specifications, Reports, White Papers and Publicly Available Specifications.<br /> <br /> Contributions related to drafting of the aforementioned deliverables shall comply with ETSI Drafting Rules. <br /> <br /> ETSI Delegates shall follow the Technical Working Procedures (TWPs) on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board, as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC/SC proposes Work Item(s) identified in a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSB vote.&lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.6.1.2.3, 1.6.3.2, 1.6.5.2 and 2.2.2; RoPs Articles 20 and 21, TWPs Annex N.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force  ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TC, SC, ISG or SDG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members are encouraged.<br /> <br /> &lt;pre&gt;References: ETSI TWPs clauses 1.10, 1.11 and Annex H; ETSI Chair’s Guide “STF/TTF Management and Chair’s responsibilities”; ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === '''Technical Group Open Sessions''' ===<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> == ETSI Working Tools ==<br /> ETSI offers a set of electronic means to work and collaborate via the ETSI portal for which an ETSI on-line (EOL) account (username and password) is required. See also Reset my password, Change my password and Update my personal contact details.<br /> <br /> Guidance on how to use these electronic tools is available from the [https://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TC/SC/ISG/SDG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Drafts application.<br /> <br /> * View [https://portal.etsi.org/People/Commitee-Support-Staff contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI TCs, SCs SDGs and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the TCs, SCs SDGs and ISGs in their decision-making processes by the means of a vote. Formal voting procedures are predefined, i.e. the vote for the approval of a draft, selecting a technology and electing officials.<br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards under a Standardisation Request, and also enables consultation and/or results of votes on such documents.  <br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: https://portal.etsi.org/Resources/ETSI-Directives <br /> <br /> ETSI Drafting Rules: https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules <br /> <br /> ETSI Brands and Trademarks: https://www.etsi.org/media-library/brand-and-trademarks <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find and download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform for ETSI members to collaborate and experiment with code around ETSI standardised technologies, developing demos, prototypes and proofs of concept. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates. <br /> <br /> '''Other ETSI Guides:''' <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide Rapporteur's Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s Guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> * [https://portal.etsi.org/Portals/0/TBpages/nso/Docs/NSOs_Guide.pdf?ver=2022-03-29-154044-577 NSO Guide]. <br /> * [https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines Meeting Host guidelines]. <br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> * [https://www.etsi.org/e-brochure/WritingWorldClassStandards/mobile/index.html#p=1 Writing World Class Standards]. <br /> * [https://www.etsi.org/e-brochure/ETSIAchievingTechnicalExcellenceBrochure202324/mobile/index.html#p=1 Achieving Technical Excellence]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy r1.png|frameless|714x714px]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards <br /> * administrative support to ETSI Technical Groups <br /> * assistance in the promotion of Technical Group activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> |Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS)<br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org] <br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |-<br /> |Policy Affairs<br /> |Driving policy engagement, regulatory alignment, EU-funded international projects in digital standardisation, global cooperation and partnerships, and strategic outreach with policymakers and other stakeholders for ETSI<br /> |Contact: [mailto:Policy@etsi.org policy@etsi.org]<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> CCLA Corporate Contribution License Agreement<br /> <br /> CTI ETSI Centre for Testing and Interoperability team<br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group<br /> <br /> OPS ETSI Operations Division<br /> <br /> NSBG National Standardisation Bodies Group<br /> <br /> NSOG National Standards Organisations Group<br /> <br /> NWI New Work Item<br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee <br /> <br /> SReq Standardisation Request <br /> <br /> SEP Standard Essential Patents<br /> <br /> SNS ETSI Software and Standards team<br /> <br /> SRdAP Standardisation Request deliverables Approval Process<br /> <br /> SReq Standardisation Request<br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee<br /> <br /> TG Technical Group<br /> <br /> ToR Terms of Reference  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group<br /> <br /> WISR Work Item Standardisation Request </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=630 2025-11-04T10:04:36Z

<p>Clarkel: /* Introduction */</p> <hr /> <div>== Introduction ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate. <br /> <br /> It has been formatted to be used as a reference guide according to the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Directives] version 51, released June 2025. If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The structure of ETSI consists of a General Assembly, a Board, a National Standards Organisations Group, a National Standardisation Bodies Group, Technical Groups composed of Technical Committees, ETSI Projects, and ETSI Partnership Projects, Special Committees, Industry Specification Groups, Software Development Groups and Coordination Groups. The ETSI Secretariat is headed by the Director-General.<br /> <br /> The scope of this guide covers Technical Committees (TCs), Special Committees (SCs), Industry Specification Groups (ISGs), and Software Development Groups (SDGs). It does not cover ETSI Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of an ETSI delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> An ETSI delegate participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies as detailed in the ETSI Directives. &lt;pre&gt;References: ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct for ETSI delegates===<br /> The Code of Conduct is intended as a broad guide to appropriate behaviour while carrying out activities in or for ETSI, and to encourage certain collaborative styles of interaction. The respect of other delegates, the ETSI Secretariat and the professional culture of standardization is foremost. <br /> <br /> ETSI operates according to the principles of international standardisation: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence.<br /> <br /> An ETSI delegate:<br /> <br /> -      Should discuss and debate in a moderate, professional, and respectful manner without prejudice.<br /> <br /> -      Is expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and to promote a culture of fair and ethical behaviour.<br /> <br /> -      Is expected to act on a fully informed basis and take decisions with due diligence, in order to engage constructively in ETSI activities.<br /> <br /> -      Is invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal.<br /> <br /> -      Shall value diversity and act against any discrimination, as outlined in the ETSI Values, e.g. regarding gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.<br /> <br /> -      Shall acknowledge that speakers should not be interrupted; delegates may speak once recognized by the Convenor/Chair of the call or meeting. Speakers should keep their interventions short and to the point.<br /> <br /> -      Should take the views of all meeting attendees (including those whose first language is not English) into consideration.<br /> <br /> -      Shall inform the Chair or the ETSI Secretariat of any issue requiring escalation so a solution may be reached in a timely manner. <br /> <br /> - Shall endeavour to avoid conflict of interest. If any actual or potential conflicts of interest are identified, they shall immediately be disclosed through the appropriate mechanisms. <br /> <br /> - Shall take into account the interests and the objectives of the European Union, e.g. as laid down in EU legislation, EU policy documents or outlined by ETSI's Counsellors, when developing deliverables in support of EU policies and legislation. <br /> <br /> &lt;pre&gt;References: Code of Conduct for ETSI Members; ETSI Values.<br /> &lt;/pre&gt;<br /> <br /> == Technical Organisation==<br /> <br /> === Introduction ===<br /> Participation in the technical work is governed by the ETSI Technical Working Procedures (TWPs) and ETSI Drafting Rules (EDRs) as defined in the ETSI Directives.<br /> <br /> An ETSI Technical Group (TC, ISG, SC, SDG) provides a forum for technical discussions and development of the work programme that lead to the publication of ETSI deliverables. <br /> <br /> A TC is the primary decision-making body for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. The activity is organised around a set of ETSI work items addressing a specific technology area. <br /> <br /> A SC may be established by the General Assembly (GA) for defined tasks and follows the ETSI Technical Working Procedures (TWPs) unless otherwise stipulated in their ToR. <br /> <br /> An ISG is an activity organised around a set of ETSI Work Items addressing a specific technology area as defined in the ToR of the ISG and may establish Working Groups, if required.<br /> <br /> An SDG is a Software or open-source Software development activity hosted by ETSI addressing a specific technology area where the Software and related documentation is made publicly available. An SDG does not produce standards.&lt;pre&gt;References: ETSI TWPs clauses 1.1,3.1 &amp; 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br /> A delegate from an ETSI Full and Associate member has the right to participate in any ETSI TC or SC meeting, access documents and provide contributions. <br /> <br /> A delegate may only represent one (1) organisation during a TC or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> <br /> Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> <br /> A delegate subscribed to the TC or SC membership list with their EOL account email address is eligible for voting by correspondence (Decision tool or Remote Consensus tool). <br /> <br /> Prior to participating to a TC or SC meeting, every delegate shall register by logging in the ETSI portal/Meetings application with their ETSI-On-Line (EOL) account.<br /> <br /> Upon registration to a TC or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TC/SC membership list, if not already subscribed. <br /> <br /> An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TC or SC meetings subject to the agreement of the ETSI Director-General.  <br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TC/SC meetings. <br /> <br /> A Counsellor may attend meetings of a TC/SC and participate in the work without the right to vote.<br /> <br /> A Guest may attend ETSI TC or SC meetings as a non-member or as an ETSI Observer, following authorisation by the Chair for three meetings or six months (whichever is the shorter). <br /> <br /> An ETSI Observer and an ETSI non-member may present a document for Information, and answer questions related to the information provided in their document, if authorised by the Chair. <br /> <br /> An ETSI Observer is not permitted to: <br /> <br /> ·        submit written contributions for discussion or decision. <br /> <br /> ·        contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective Technical Group.<br /> <br /> ·        vote or have the possibility to take part in any decision-making process.<br /> <br /> ·        subscribe to a TC or SC mailing list.<br /> <br /> The above points also apply to Working Groups and Task Groups. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 &amp; 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Participation in ISG activities ===<br /> The singularity of an Industry Specification Group is that each one has a relative Agreement and an Annex entitled “Specific rules complementing the ETSI Technical Working Procedures applying to the ISG” that sets out the operational rules, voting rules, duration, budget mechanism.<br /> <br /> === '''ETSI Full and Associate Members''' ===<br /> An ETSI Full and Associate Member may participate in the work of any ISG without the need to sign an ISG Agreement. <br /> <br /> An Applicant to Full or Associate membership may be authorized by the Director-General to attend meetings of an ISG and to participate in the work of the ISG with the right to vote, before the application to ETSI membership is formally approved by the General Assembly.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. A maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> Prior to participating to an ISG meeting, every delegate shall register by logging in the ETSI portal/Meeting Application with their ETSI-On-Line (EOL) account.<br /> <br /> The right to vote is reserved for ISG Members only. The voting rules for each ISG are defined in the ISG ToR. <br /> <br /> An ETSI member is subscribed to the ISG membership list (mailing list) upon registration to an ISG meeting.<br /> <br /> === '''Non-ETSI members''' ===<br /> Participation of a non-ETSI member (known as ISG Participant) in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> <br /> Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, and shall be paid prior to attendance of a meeting. <br /> <br /> An ISG Participant can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> <br /> An ISG Participant may hold a Rapporteur and/or a WG Vice-Chair position. <br /> <br /> An ISG Participant may not hold a Chair or a WG Chair position. <br /> <br /> An ETSI Observer may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> <br /> An ISG Guest may attend an ISG meeting on an exceptional and temporary basis, if invited or authorized by the ISG Chair. <br /> <br /> An ISG Guest may not be subscribed to the ISG membership list. <br /> <br /> A Counsellor can attend an ISG meeting without the need to sign an ISG agreement.<br /> <br /> Neither a Counsellor or a non-ETSI member shall support new work items, vote or hold an ISG leadership position.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ISG meetings. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 3.4, 3.5 and 3.7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in '''SDG activities''' ===<br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution.<br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation  in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may attend an SDG meeting without the right to vote or contribute to the Software or related documentation. In order to contribute to the Software or related documentation, the Counsellor shall agree to be bound by the terms of the Contributor’s Licence Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 7.4, 7.5 and 7.7. <br /> &lt;/pre&gt;<br /> <br /> === '''Preparing for an ETSI meeting (physical or online)''' ===<br /> Meetings are held to coordinate the technical activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI headquarters in Valbonne-Sophia Antipolis, France, at an external location, online or hybrid.  <br /> <br /> The nearest airport to ETSI is Nice Côte d’Azur (NCE) and the nearest train station is Antibes. <br /> <br /> See the ETSI webpage on how to reach ETSI and find a hotel room close by.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> <br /> ·        Registration before the meeting via the ETSI portal.<br /> <br /> ·        Details of the meeting invitation including the QR code for the printing of the meeting badge, if the meeting is hosted at ETSI.<br /> <br /> ·        Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> ·        Awareness of the guidelines for contributions and deliverables:<br /> <br /> * IPR<br /> * Copyright<br /> * Trademarks<br /> * Third party material<br /> &lt;pre&gt;References: References: ETSI TWPs clauses 1.5.4; ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1; ETSI Rules of Procedure, Annex 6; ETSI Drafting Rules, Clause 4. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> The technical experts collaborate to produce ETSI Standards, ETSI Guides, ETSI European Standards, ETSI Harmonised European Standards under Standardisation Requests from the European Commission, Specifications, Reports, White Papers and Publicly Available Specifications.<br /> <br /> Contributions related to drafting of the aforementioned deliverables shall comply with ETSI Drafting Rules. <br /> <br /> ETSI Delegates shall follow the Technical Working Procedures (TWPs) on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board, as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC/SC proposes Work Item(s) identified in a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSB vote.&lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.6.1.2.3, 1.6.3.2, 1.6.5.2 and 2.2.2; RoPs Articles 20 and 21, TWPs Annex N.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force  ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TC, SC, ISG or SDG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members are encouraged.<br /> <br /> &lt;pre&gt;References: ETSI TWPs clauses 1.10, 1.11 and Annex H; ETSI Chair’s Guide “STF/TTF Management and Chair’s responsibilities”; ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === '''Technical Group Open Sessions''' ===<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> == ETSI Working Tools ==<br /> ETSI offers a set of electronic means to work and collaborate via the ETSI portal for which an ETSI on-line (EOL) account (username and password) is required. See also Reset my password, Change my password and Update my personal contact details.<br /> <br /> Guidance on how to use these electronic tools is available from the [https://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TC/SC/ISG/SDG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Drafts application.<br /> <br /> * View [https://portal.etsi.org/People/Commitee-Support-Staff contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI TCs, SCs SDGs and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the TCs, SCs SDGs and ISGs in their decision-making processes by the means of a vote. Formal voting procedures are predefined, i.e. the vote for the approval of a draft, selecting a technology and electing officials.<br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards under a Standardisation Request, and also enables consultation and/or results of votes on such documents.  <br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: https://portal.etsi.org/Resources/ETSI-Directives <br /> <br /> ETSI Drafting Rules: https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules <br /> <br /> ETSI Brands and Trademarks: https://www.etsi.org/media-library/brand-and-trademarks <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find and download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform for ETSI members to collaborate and experiment with code around ETSI standardised technologies, developing demos, prototypes and proofs of concept. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates. <br /> <br /> '''Other ETSI Guides:''' <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide Rapporteur's Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s Guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> * [https://portal.etsi.org/Portals/0/TBpages/nso/Docs/NSOs_Guide.pdf?ver=2022-03-29-154044-577 NSO Guide]. <br /> * [https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines Meeting Host guidelines]. <br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> * [https://www.etsi.org/e-brochure/WritingWorldClassStandards/mobile/index.html#p=1 Writing World Class Standards]. <br /> * [https://www.etsi.org/e-brochure/ETSIAchievingTechnicalExcellenceBrochure202324/mobile/index.html#p=1 Achieving Technical Excellence]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy r1.png|frameless|714x714px]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards <br /> * administrative support to ETSI Technical Groups <br /> * assistance in the promotion of Technical Group activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> |Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS)<br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org] <br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |-<br /> |Policy Affairs<br /> |Driving policy engagement, regulatory alignment, EU-funded international projects in digital standardisation, global cooperation and partnerships, and strategic outreach with policymakers and other stakeholders for ETSI<br /> |Contact: [mailto:Policy@etsi.org policy@etsi.org]<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> CCLA Corporate Contribution License Agreement<br /> <br /> CTI ETSI Centre for Testing and Interoperability team<br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group<br /> <br /> OPS ETSI Operations Division<br /> <br /> NSBG National Standardisation Bodies Group<br /> <br /> NSOG National Standards Organisations Group<br /> <br /> NWI New Work Item<br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee <br /> <br /> SReq Standardisation Request <br /> <br /> SEP Standard Essential Patents<br /> <br /> SNS ETSI Software and Standards team<br /> <br /> SRdAP Standardisation Request deliverables Approval Process<br /> <br /> SReq Standardisation Request<br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee<br /> <br /> TG Technical Group<br /> <br /> ToR Terms of Reference  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group<br /> <br /> WISR Work Item Standardisation Request </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=629 2025-11-04T09:57:15Z

<p>Clarkel: update ETSI Directives version</p> <hr /> <div>== Introduction ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate. <br /> <br /> It has been formatted to be used as a reference guide according to the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Directives] version 51, released June 2025. If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The structure of ETSI consists of a General Assembly, a Board, a National Standards Organizations Group, a National Standardisation Bodies Group, Technical Groups composed of Technical Committees, ETSI Projects, and ETSI Partnership Projects, Special Committees, Industry Specification Groups, Software Development Groups and Coordination Groups. The ETSI Secretariat is headed by the Director-General.<br /> <br /> The scope of this guide covers Technical Committees (TCs), Special Committees (SCs), Industry Specification Groups (ISGs), and Software Development Groups (SDGs). It does not cover ETSI Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of an ETSI delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> An ETSI delegate participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies as detailed in the ETSI Directives. &lt;pre&gt;References: ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct for ETSI delegates===<br /> The Code of Conduct is intended as a broad guide to appropriate behaviour while carrying out activities in or for ETSI, and to encourage certain collaborative styles of interaction. The respect of other delegates, the ETSI Secretariat and the professional culture of standardization is foremost. <br /> <br /> ETSI operates according to the principles of international standardisation: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence.<br /> <br /> An ETSI delegate:<br /> <br /> -      Should discuss and debate in a moderate, professional, and respectful manner without prejudice.<br /> <br /> -      Is expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and to promote a culture of fair and ethical behaviour.<br /> <br /> -      Is expected to act on a fully informed basis and take decisions with due diligence, in order to engage constructively in ETSI activities.<br /> <br /> -      Is invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal.<br /> <br /> -      Shall value diversity and act against any discrimination, as outlined in the ETSI Values, e.g. regarding gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.<br /> <br /> -      Shall acknowledge that speakers should not be interrupted; delegates may speak once recognized by the Convenor/Chair of the call or meeting. Speakers should keep their interventions short and to the point.<br /> <br /> -      Should take the views of all meeting attendees (including those whose first language is not English) into consideration.<br /> <br /> -      Shall inform the Chair or the ETSI Secretariat of any issue requiring escalation so a solution may be reached in a timely manner. <br /> <br /> - Shall endeavour to avoid conflict of interest. If any actual or potential conflicts of interest are identified, they shall immediately be disclosed through the appropriate mechanisms. <br /> <br /> - Shall take into account the interests and the objectives of the European Union, e.g. as laid down in EU legislation, EU policy documents or outlined by ETSI's Counsellors, when developing deliverables in support of EU policies and legislation. <br /> <br /> &lt;pre&gt;References: Code of Conduct for ETSI Members; ETSI Values.<br /> &lt;/pre&gt;<br /> <br /> == Technical Organisation==<br /> <br /> === Introduction ===<br /> Participation in the technical work is governed by the ETSI Technical Working Procedures (TWPs) and ETSI Drafting Rules (EDRs) as defined in the ETSI Directives.<br /> <br /> An ETSI Technical Group (TC, ISG, SC, SDG) provides a forum for technical discussions and development of the work programme that lead to the publication of ETSI deliverables. <br /> <br /> A TC is the primary decision-making body for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. The activity is organised around a set of ETSI work items addressing a specific technology area. <br /> <br /> A SC may be established by the General Assembly (GA) for defined tasks and follows the ETSI Technical Working Procedures (TWPs) unless otherwise stipulated in their ToR. <br /> <br /> An ISG is an activity organised around a set of ETSI Work Items addressing a specific technology area as defined in the ToR of the ISG and may establish Working Groups, if required.<br /> <br /> An SDG is a Software or open-source Software development activity hosted by ETSI addressing a specific technology area where the Software and related documentation is made publicly available. An SDG does not produce standards.&lt;pre&gt;References: ETSI TWPs clauses 1.1,3.1 &amp; 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br /> A delegate from an ETSI Full and Associate member has the right to participate in any ETSI TC or SC meeting, access documents and provide contributions. <br /> <br /> A delegate may only represent one (1) organisation during a TC or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> <br /> Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> <br /> A delegate subscribed to the TC or SC membership list with their EOL account email address is eligible for voting by correspondence (Decision tool or Remote Consensus tool). <br /> <br /> Prior to participating to a TC or SC meeting, every delegate shall register by logging in the ETSI portal/Meetings application with their ETSI-On-Line (EOL) account.<br /> <br /> Upon registration to a TC or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TC/SC membership list, if not already subscribed. <br /> <br /> An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TC or SC meetings subject to the agreement of the ETSI Director-General.  <br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TC/SC meetings. <br /> <br /> A Counsellor may attend meetings of a TC/SC and participate in the work without the right to vote.<br /> <br /> A Guest may attend ETSI TC or SC meetings as a non-member or as an ETSI Observer, following authorisation by the Chair for three meetings or six months (whichever is the shorter). <br /> <br /> An ETSI Observer and an ETSI non-member may present a document for Information, and answer questions related to the information provided in their document, if authorised by the Chair. <br /> <br /> An ETSI Observer is not permitted to: <br /> <br /> ·        submit written contributions for discussion or decision. <br /> <br /> ·        contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective Technical Group.<br /> <br /> ·        vote or have the possibility to take part in any decision-making process.<br /> <br /> ·        subscribe to a TC or SC mailing list.<br /> <br /> The above points also apply to Working Groups and Task Groups. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 &amp; 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Participation in ISG activities ===<br /> The singularity of an Industry Specification Group is that each one has a relative Agreement and an Annex entitled “Specific rules complementing the ETSI Technical Working Procedures applying to the ISG” that sets out the operational rules, voting rules, duration, budget mechanism.<br /> <br /> === '''ETSI Full and Associate Members''' ===<br /> An ETSI Full and Associate Member may participate in the work of any ISG without the need to sign an ISG Agreement. <br /> <br /> An Applicant to Full or Associate membership may be authorized by the Director-General to attend meetings of an ISG and to participate in the work of the ISG with the right to vote, before the application to ETSI membership is formally approved by the General Assembly.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. A maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> Prior to participating to an ISG meeting, every delegate shall register by logging in the ETSI portal/Meeting Application with their ETSI-On-Line (EOL) account.<br /> <br /> The right to vote is reserved for ISG Members only. The voting rules for each ISG are defined in the ISG ToR. <br /> <br /> An ETSI member is subscribed to the ISG membership list (mailing list) upon registration to an ISG meeting.<br /> <br /> === '''Non-ETSI members''' ===<br /> Participation of a non-ETSI member (known as ISG Participant) in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> <br /> Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, and shall be paid prior to attendance of a meeting. <br /> <br /> An ISG Participant can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> <br /> An ISG Participant may hold a Rapporteur and/or a WG Vice-Chair position. <br /> <br /> An ISG Participant may not hold a Chair or a WG Chair position. <br /> <br /> An ETSI Observer may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> <br /> An ISG Guest may attend an ISG meeting on an exceptional and temporary basis, if invited or authorized by the ISG Chair. <br /> <br /> An ISG Guest may not be subscribed to the ISG membership list. <br /> <br /> A Counsellor can attend an ISG meeting without the need to sign an ISG agreement.<br /> <br /> Neither a Counsellor or a non-ETSI member shall support new work items, vote or hold an ISG leadership position.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ISG meetings. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 3.4, 3.5 and 3.7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in '''SDG activities''' ===<br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution.<br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation  in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may attend an SDG meeting without the right to vote or contribute to the Software or related documentation. In order to contribute to the Software or related documentation, the Counsellor shall agree to be bound by the terms of the Contributor’s Licence Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 7.4, 7.5 and 7.7. <br /> &lt;/pre&gt;<br /> <br /> === '''Preparing for an ETSI meeting (physical or online)''' ===<br /> Meetings are held to coordinate the technical activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI headquarters in Valbonne-Sophia Antipolis, France, at an external location, online or hybrid.  <br /> <br /> The nearest airport to ETSI is Nice Côte d’Azur (NCE) and the nearest train station is Antibes. <br /> <br /> See the ETSI webpage on how to reach ETSI and find a hotel room close by.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> <br /> ·        Registration before the meeting via the ETSI portal.<br /> <br /> ·        Details of the meeting invitation including the QR code for the printing of the meeting badge, if the meeting is hosted at ETSI.<br /> <br /> ·        Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> ·        Awareness of the guidelines for contributions and deliverables:<br /> <br /> * IPR<br /> * Copyright<br /> * Trademarks<br /> * Third party material<br /> &lt;pre&gt;References: References: ETSI TWPs clauses 1.5.4; ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1; ETSI Rules of Procedure, Annex 6; ETSI Drafting Rules, Clause 4. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> The technical experts collaborate to produce ETSI Standards, ETSI Guides, ETSI European Standards, ETSI Harmonised European Standards under Standardisation Requests from the European Commission, Specifications, Reports, White Papers and Publicly Available Specifications.<br /> <br /> Contributions related to drafting of the aforementioned deliverables shall comply with ETSI Drafting Rules. <br /> <br /> ETSI Delegates shall follow the Technical Working Procedures (TWPs) on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board, as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC/SC proposes Work Item(s) identified in a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSB vote.&lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.6.1.2.3, 1.6.3.2, 1.6.5.2 and 2.2.2; RoPs Articles 20 and 21, TWPs Annex N.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force  ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TC, SC, ISG or SDG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members are encouraged.<br /> <br /> &lt;pre&gt;References: ETSI TWPs clauses 1.10, 1.11 and Annex H; ETSI Chair’s Guide “STF/TTF Management and Chair’s responsibilities”; ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === '''Technical Group Open Sessions''' ===<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> == ETSI Working Tools ==<br /> ETSI offers a set of electronic means to work and collaborate via the ETSI portal for which an ETSI on-line (EOL) account (username and password) is required. See also Reset my password, Change my password and Update my personal contact details.<br /> <br /> Guidance on how to use these electronic tools is available from the [https://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TC/SC/ISG/SDG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Drafts application.<br /> <br /> * View [https://portal.etsi.org/People/Commitee-Support-Staff contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI TCs, SCs SDGs and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the TCs, SCs SDGs and ISGs in their decision-making processes by the means of a vote. Formal voting procedures are predefined, i.e. the vote for the approval of a draft, selecting a technology and electing officials.<br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards under a Standardisation Request, and also enables consultation and/or results of votes on such documents.  <br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: https://portal.etsi.org/Resources/ETSI-Directives <br /> <br /> ETSI Drafting Rules: https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules <br /> <br /> ETSI Brands and Trademarks: https://www.etsi.org/media-library/brand-and-trademarks <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find and download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform for ETSI members to collaborate and experiment with code around ETSI standardised technologies, developing demos, prototypes and proofs of concept. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates. <br /> <br /> '''Other ETSI Guides:''' <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide Rapporteur's Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s Guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> * [https://portal.etsi.org/Portals/0/TBpages/nso/Docs/NSOs_Guide.pdf?ver=2022-03-29-154044-577 NSO Guide]. <br /> * [https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines Meeting Host guidelines]. <br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> * [https://www.etsi.org/e-brochure/WritingWorldClassStandards/mobile/index.html#p=1 Writing World Class Standards]. <br /> * [https://www.etsi.org/e-brochure/ETSIAchievingTechnicalExcellenceBrochure202324/mobile/index.html#p=1 Achieving Technical Excellence]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy r1.png|frameless|714x714px]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards <br /> * administrative support to ETSI Technical Groups <br /> * assistance in the promotion of Technical Group activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> |Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS)<br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org] <br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |-<br /> |Policy Affairs<br /> |Driving policy engagement, regulatory alignment, EU-funded international projects in digital standardisation, global cooperation and partnerships, and strategic outreach with policymakers and other stakeholders for ETSI<br /> |Contact: [mailto:Policy@etsi.org policy@etsi.org]<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> CCLA Corporate Contribution License Agreement<br /> <br /> CTI ETSI Centre for Testing and Interoperability team<br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group<br /> <br /> OPS ETSI Operations Division<br /> <br /> NSBG National Standardisation Bodies Group<br /> <br /> NSOG National Standards Organisations Group<br /> <br /> NWI New Work Item<br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee <br /> <br /> SReq Standardisation Request <br /> <br /> SEP Standard Essential Patents<br /> <br /> SNS ETSI Software and Standards team<br /> <br /> SRdAP Standardisation Request deliverables Approval Process<br /> <br /> SReq Standardisation Request<br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee<br /> <br /> TG Technical Group<br /> <br /> ToR Terms of Reference  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group<br /> <br /> WISR Work Item Standardisation Request </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=628 2025-11-04T09:38:27Z

<p>Clarkel: /* General */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 51, June 2025]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Facilitate discussions across different cultures inclusively, so that decisions align with ETSI Values, protection of minority rights, gender neutrality etc<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Remind the Technical Group of the Code of Conduct for ETSI Members at the start of each meeting<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> By definition, in consensus no decision is made against the will of a minority. If significant concerns remain unresolved, a proposal can be stopped or be submitted to a vote. This implies the Technical Group shall work on solutions to address minority concerns.<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> In the event of a change in the supporting organisation of an ISG Chair, the move should be included in the minutes of the next ISG meeting. If no ISG meeting is planned in the immediate future, the ISG is to be informed by email.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> A full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG is consulted before the creation or extension of an ISG or SDG.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5, 3.2.1, 3.2.2, 7.2.1, 7.2.2<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |-<br /> |Policy Affairs<br /> |Driving policy engagement, regulatory alignment, EU-funded international projects in digital standardisation, global cooperation and partnerships, and strategic outreach with policymakers and other stakeholders for ETSI<br /> |Contact: [mailto:&amp;#x20;Policy@etsi.org policy@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=627 2025-11-04T09:27:01Z

<p>Clarkel: </p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 51, June 2025]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Facilitate discussions across different cultures inclusively, so that decisions align with ETSI Values, protection of minority rights, gender neutrality etc<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Remind the Technical Group of the Code of Conduct for ETSI Members at the start of each meeting<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> By definition, in consensus no decision is made against the will of a minority. If significant concerns remain unresolved, a proposal can be stopped or be submitted to a vote. This implies the Technical Group shall work on solutions to address minority concerns.<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> In the event of a change in the supporting organisation of an ISG Chair, the move should be included in the minutes of the next ISG meeting. If no ISG meeting is planned in the immediate future, the ISG is to be informed by email.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> A full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |-<br /> |Policy Affairs<br /> |Driving policy engagement, regulatory alignment, EU-funded international projects in digital standardisation, global cooperation and partnerships, and strategic outreach with policymakers and other stakeholders for ETSI<br /> |Contact: [mailto:&amp;#x20;Policy@etsi.org policy@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=626 2025-11-04T09:26:23Z

<p>Clarkel: version of the Directives</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 51, June 2025]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Facilitate discussions across different cultures inclusively, so that decisions align with ETSI Values, protection of minority rights, gender neutrality etc<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Remind the Technical Group of the Code of Conduct for ETSI Members at the start of each meeting<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> By definition, in consensus no decision is made against the will of a minority. If significant concerns remain unresolved, a proposal can be stopped or be submitted to a vote. This implies the Technical Group shall work on solutions to address minority concerns.<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> In the event of a change in the supporting organisation of an ISG Chair, the move should be included in the minutes of the next ISG meeting. If no ISG meeting is planned in the immediate future, the ISG is to be informed by email.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> A full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |-<br /> |Policy Affairs<br /> |Driving policy engagement, regulatory alignment, EU-funded international projects in digital standardisation, global cooperation and partnerships, and strategic outreach with policymakers and other stakeholders for ETSI<br /> |Contact: [mailto:&amp;#x20;Policy@etsi.org policy@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=625 2025-10-16T15:23:09Z

<p>Clarkel: /* Administrative / IT support at the venue */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Meeting room layout ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt;<br /> <br /> === Meeting rooms and their availability ===<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> === Meeting content ===<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> === Display device ===<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> === Internet connectivity ===<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> === Microphones and speakers ===<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting invitation ==<br /> The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation. <br /> <br /> ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.<br /> <br /> It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges). <br /> <br /> If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host. <br /> <br /> ''See Annex 2 for the meeting invitation checklist.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days before the start of the meeting. <br /> <br /> As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.<br /> <br /> ''See Annex 1 for the meeting invitation template and visa application letter.''&lt;br&gt;<br /> <br /> == Registration ==<br /> The Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).<br /> <br /> During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.<br /> [[File:Portal screenshot- options displayed when Accessibility need is equal to YES.png|alt=ETSI Portal screenshot: options displayed when Accessibility need is equal to YES|center|thumb|490x490px|ETSI Portal screenshot: options displayed when Accessibility need is equal to YES]]<br /> <br /> <br /> When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources. <br /> <br /> For transparency, a disclaimer is also included in the drop-down list.<br /> <br /> == Administrative / IT support at the venue ==<br /> It is important for the meeting host to ensure: <br /> <br /> * a smooth registration at the beginning of the meeting.<br /> <br /> * an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)<br /> * assist the delegates with non-IT-related problems (travel, taxis, local information)<br /> * accessibility requirements are taken into account<br /> * the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.&lt;br /&gt;<br /> The IT technician(s) on-site will be responsible for the network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.<br /> <br /> == Meeting badges ==<br /> The host should provide badges for delegates physically attending the meeting. <br /> <br /> The participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:<br /> [[File:ETSI portal meeting page screenshoot.png|alt=ETSI portal meeting page screenshot showing a participants list|center|thumb|713x713px|ETSI portal meeting page screenshot]]<br /> <br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected. <br /> <br /> Locations with known major safety/security issues should be avoided, it is recommended to check the [https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/ French government website] on any potential restrictions in a given country or location.<br /> <br /> It is advisable to inform delegates of the security measures at the meeting venue. If security cannot be guaranteed during meeting breaks, delegates should be informed of the risks of leaving their equipment and documents unattended. <br /> &lt;br&gt;<br /> <br /> == Catering ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The host should inform ETSI TG Support staff &amp; delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.<br /> <br /> The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.<br /> <br /> Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.<br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible. <br /> <br /> The expenses for a social event may be covered by the host or by sponsors, or self-funded by the delegates.<br /> <br /> Dietary restrictions or preferences should be accommodated.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2: Meeting invitation checklist =<br /> For the host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information<br /> |M<br /> |-<br /> |Guidance for delegates with accessibility requirements<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price<br /> |R<br /> |-<br /> |Negotiated hotel room rates and the cut-off date for reservation<br /> |R<br /> |-<br /> |Name and contact details of the host (and hotel/conference centre staff if applicable) <br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |Information for visa application letter (see Annex 1)<br /> |R<br /> |-<br /> |Optional: Local currency information, weather information.<br /> |R<br /> |}<br /> <br /> Some delegates may require a personal invitation letter to travel outside of their home country. ''See annex 1 for a visa application letter.''&lt;br&gt;<br /> = Annex 3: Template: visa application letter (for Host) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Letter for visa application]<br /> <br /> = Annex 4: Meeting checklist =<br /> <br /> For use by the host and ETSI TG Support staff during the meeting preparations: <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |-<br /> |Tables and chairs (and their configuration)<br /> |-<br /> |Wi-Fi connection <br /> |-<br /> |Display devise (projector/beamer) with a cable for connection to a laptop <br /> |-<br /> |Power sockets with extensions (and adapters for foreign power plugs) <br /> |-<br /> |Microphones and audio-speakers that can be connected to the web conferencing system<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |-<br /> |Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |-<br /> |IT Technician staff <br /> |}<br /> <br /> = Annex 5: Abbreviations =<br /> For the purposes of the present document, the following abbreviations apply:<br /> <br /> * ALD - Assistive Listening Devices<br /> * TG - Technical Group<br /> * WCAG - Web Content Accessibility Guidelines<br /> * WG - Working Group</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=611 2025-10-16T08:51:53Z

<p>Clarkel: /* Annex 1: Meeting Invitation Template */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt;<br /> <br /> === Number of rooms and their availability ===<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> === Meeting content ===<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> === Display device ===<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> === Internet Connectivity ===<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> === Microphones and Speakers ===<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation. <br /> <br /> ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.<br /> <br /> It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges). <br /> <br /> If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host. <br /> <br /> ''See Annex 2 for the meeting invitation checklist.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days before the start of the meeting. <br /> <br /> As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.<br /> <br /> ''See Annex 1 for the meeting invitation template and visa application letter.''&lt;br&gt;<br /> <br /> == Registration ==<br /> The Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).<br /> <br /> During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.<br /> [[File:Portal screenshot- options displayed when Accessibility need is equal to YES.png|alt=ETSI Portal screenshot: options displayed when Accessibility need is equal to YES|center|thumb|490x490px|ETSI Portal screenshot: options displayed when Accessibility need is equal to YES]]<br /> <br /> <br /> When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources. <br /> <br /> For transparency, a disclaimer is also included in the drop-down list.<br /> <br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> It is important for the meeting organiser to ensure: <br /> <br /> * a smooth registration at the beginning of the meeting.<br /> <br /> * an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)<br /> * assist the delegates with non-IT-related problems (travel, taxis, local information)<br /> * accessibility requirements are taken into account<br /> * the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The on-site IT technician(s) will be responsible for the on-site network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.<br /> <br /> == Meeting badges ==<br /> The host should provide badges for delegates physically attending the meeting. <br /> <br /> The participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:<br /> [[File:ETSI portal meeting page screenshoot.png|alt=ETSI portal meeting page screenshot showing a participants list|center|thumb|713x713px|ETSI portal meeting page screenshot]]<br /> <br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected. <br /> <br /> Locations with known major safety/security issues should be avoided, it is recommended to check the [https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/ French government website] on any potential restrictions in a given country or location.<br /> <br /> It is advisable to inform delegates of the security measures at the meeting venue. If security cannot be guaranteed during meeting breaks, delegates should be informed of the risks of leaving their equipment and documents unattended. <br /> &lt;br&gt;<br /> <br /> == Catering ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The host should inform ETSI TG Support staff &amp; delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.<br /> <br /> The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.<br /> <br /> Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.<br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible. <br /> <br /> The expenses for a social event may be covered by the host or by sponsors, or self-funded by the delegates.<br /> <br /> Dietary restrictions or preferences should be accommodated.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation Template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template_and_Letter_for_visa_application.docx Meeting invitation template]<br /> <br /> = Annex 2: Meeting Invitation Checklist =<br /> For the host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information<br /> |M<br /> |-<br /> |Guidance for delegates with accessibility requirements<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price<br /> |R<br /> |-<br /> |Negotiated hotel room rates and the cut-off date for reservation<br /> |R<br /> |-<br /> |Name and contact details of the host (and hotel/conference centre staff if applicable) <br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |Invitation letter for visa application (see Annex 1)<br /> |R<br /> |-<br /> |Optional: Local currency information, weather information.<br /> |R<br /> |}<br /> <br /> Some delegates may require a personal invitation letter to travel outside of their home country. ''See annex 1 for a visa application letter.''&lt;br&gt;<br /> = &lt;!-- Secction to be removed and replaced by new Annex 1 --&gt;Annex 3: Template: visa application letter (for Host) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Meeting invitation template and letter for visa application]<br /> <br /> = &lt;!-- To be removed --&gt;Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the host and ETSI TG Support staff during the meeting preparations: <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection <br /> |<br /> |-<br /> |Display devise (projector/beamer) with a cable for connection to a laptop <br /> |<br /> |-<br /> |Power sockets with extensions (and adapters for foreign power plugs) <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the web conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> |IT Technician staff <br /> |<br /> |}<br /> <br /> = Annex 5: Abbreviations =<br /> For the purposes of the present document, the following abbreviations apply:<br /> <br /> * ALD - Assistive Listening Devices<br /> * TG - Technical Group<br /> * WCAG - Web Content Accessibility Guidelines<br /> * WG - Working Group</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=610 2025-10-16T08:48:40Z

<p>Clarkel: /* Annex 3a: Template invitation letter (for visa purposes) */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt;<br /> <br /> === Number of rooms and their availability ===<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> === Meeting content ===<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> === Display device ===<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> === Internet Connectivity ===<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> === Microphones and Speakers ===<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation. <br /> <br /> ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.<br /> <br /> It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges). <br /> <br /> If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host. <br /> <br /> ''See Annex 2 for the meeting invitation checklist.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days before the start of the meeting. <br /> <br /> As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.<br /> <br /> ''See Annex 1 for the meeting invitation template and visa application letter.''&lt;br&gt;<br /> <br /> == Registration ==<br /> The Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).<br /> <br /> During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.<br /> [[File:Portal screenshot- options displayed when Accessibility need is equal to YES.png|alt=ETSI Portal screenshot: options displayed when Accessibility need is equal to YES|center|thumb|490x490px|ETSI Portal screenshot: options displayed when Accessibility need is equal to YES]]<br /> <br /> <br /> When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources. <br /> <br /> For transparency, a disclaimer is also included in the drop-down list.<br /> <br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> It is important for the meeting organiser to ensure: <br /> <br /> * a smooth registration at the beginning of the meeting.<br /> <br /> * an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)<br /> * assist the delegates with non-IT-related problems (travel, taxis, local information)<br /> * accessibility requirements are taken into account<br /> * the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The on-site IT technician(s) will be responsible for the on-site network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.<br /> <br /> == Meeting badges ==<br /> The host should provide badges for delegates physically attending the meeting. <br /> <br /> The participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:<br /> [[File:ETSI portal meeting page screenshoot.png|alt=ETSI portal meeting page screenshot showing a participants list|center|thumb|713x713px|ETSI portal meeting page screenshot]]<br /> <br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected. <br /> <br /> Locations with known major safety/security issues should be avoided, it is recommended to check the [https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/ French government website] on any potential restrictions in a given country or location.<br /> <br /> It is advisable to inform delegates of the security measures at the meeting venue. If security cannot be guaranteed during meeting breaks, delegates should be informed of the risks of leaving their equipment and documents unattended. <br /> &lt;br&gt;<br /> <br /> == Catering ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The host should inform ETSI TG Support staff &amp; delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.<br /> <br /> The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.<br /> <br /> Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.<br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible. <br /> <br /> The expenses for a social event may be covered by the host or by sponsors, or self-funded by the delegates.<br /> <br /> Dietary restrictions or preferences should be accommodated.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation Template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template_and_Letter_for_visa_application.docx Meeting invitation template]<br /> <br /> = Annex 2: Meeting Invitation Checklist =<br /> For the host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information<br /> |M<br /> |-<br /> |Guidance for delegates with accessibility requirements<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price<br /> |R<br /> |-<br /> |Negotiated hotel room rates and the cut-off date for reservation<br /> |R<br /> |-<br /> |Name and contact details of the host (and hotel/conference centre staff if applicable) <br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |Invitation letter for visa application (see Annex 1)<br /> |R<br /> |-<br /> |Optional: Local currency information, weather information.<br /> |R<br /> |}<br /> <br /> Some delegates may require a personal invitation letter to travel outside of their home country. ''See annex 1 for a visa application letter.''&lt;br&gt;<br /> = &lt;!-- Secction to be removed and replaced by new Annex 1 --&gt;Annex 3: Template: visa application letter (for Host) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Meeting invitation template and letter for visa application]<br /> <br /> = &lt;!-- To be removed --&gt;Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the host and ETSI TG Support staff during the meeting preparations: <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection <br /> |<br /> |-<br /> |Display devise (projector/beamer) with a cable for connection to a laptop <br /> |<br /> |-<br /> |Power sockets with extensions (and adapters for foreign power plugs) <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the web conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> |IT Technician staff <br /> |<br /> |}<br /> <br /> = Annex 4: Abbreviations =<br /> For the purposes of the present document, the following abbreviations apply:<br /> <br /> * ALD - Assistive Listening Devices<br /> * TG - Technical Group<br /> * WCAG - Web Content Accessibility Guidelines<br /> * WG - Working Group</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=609 2025-10-16T08:42:01Z

<p>Clarkel: /* Annex 1: Meeting Invitation template */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt;<br /> <br /> === Number of rooms and their availability ===<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> === Meeting content ===<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> === Display device ===<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> === Internet Connectivity ===<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> === Microphones and Speakers ===<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation. <br /> <br /> ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.<br /> <br /> It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges). <br /> <br /> If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host. <br /> <br /> ''See Annex 2 for the meeting invitation checklist.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days before the start of the meeting. <br /> <br /> As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.<br /> <br /> ''See Annex 1 for the meeting invitation template and visa application letter.''&lt;br&gt;<br /> <br /> == Registration ==<br /> The Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).<br /> <br /> During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.<br /> [[File:Portal screenshot- options displayed when Accessibility need is equal to YES.png|alt=ETSI Portal screenshot: options displayed when Accessibility need is equal to YES|center|thumb|490x490px|ETSI Portal screenshot: options displayed when Accessibility need is equal to YES]]<br /> <br /> <br /> When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources. <br /> <br /> For transparency, a disclaimer is also included in the drop-down list.<br /> <br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> It is important for the meeting organiser to ensure: <br /> <br /> * a smooth registration at the beginning of the meeting.<br /> <br /> * an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)<br /> * assist the delegates with non-IT-related problems (travel, taxis, local information)<br /> * accessibility requirements are taken into account<br /> * the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The on-site IT technician(s) will be responsible for the on-site network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.<br /> <br /> == Meeting badges ==<br /> The host should provide badges for delegates physically attending the meeting. <br /> <br /> The participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:<br /> [[File:ETSI portal meeting page screenshoot.png|alt=ETSI portal meeting page screenshot showing a participants list|center|thumb|713x713px|ETSI portal meeting page screenshot]]<br /> <br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected. <br /> <br /> Locations with known major safety/security issues should be avoided, it is recommended to check the [https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/ French government website] on any potential restrictions in a given country or location.<br /> <br /> It is advisable to inform delegates of the security measures at the meeting venue. If security cannot be guaranteed during meeting breaks, delegates should be informed of the risks of leaving their equipment and documents unattended. <br /> &lt;br&gt;<br /> <br /> == Catering ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The host should inform ETSI TG Support staff &amp; delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.<br /> <br /> The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.<br /> <br /> Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.<br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible. <br /> <br /> The expenses for a social event may be covered by the host or by sponsors, or self-funded by the delegates.<br /> <br /> Dietary restrictions or preferences should be accommodated.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template_and_Letter_for_visa_application.docx Meeting invitation template]<br /> <br /> = Annex 2: Meeting Invitation Checklist =<br /> For the host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information<br /> |M<br /> |-<br /> |Guidance for delegates with accessibility requirements<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price<br /> |R<br /> |-<br /> |Negotiated hotel room rates and the cut-off date for reservation<br /> |R<br /> |-<br /> |Name and contact details of the host (and hotel/conference centre staff if applicable) <br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |Invitation letter for visa application (see Annex 1)<br /> |R<br /> |-<br /> |Optional: Local currency information, weather information.<br /> |R<br /> |}<br /> <br /> Some delegates may require a personal invitation letter to travel outside of their home country. ''See annex 1 for a visa application letter.''&lt;br&gt;<br /> = &lt;!-- Secction to be removed and replaced by new Annex 1 --&gt;Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Meeting invitation template and letter for visa application]<br /> <br /> = &lt;!-- To be removed --&gt;Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 3: Meeting Checklist =<br /> <br /> For use by the host and ETSI TG Support staff during the meeting preparations: <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection <br /> |<br /> |-<br /> |Display devise (projector/beamer) with a cable for connection to a laptop <br /> |<br /> |-<br /> |Power sockets with extensions (and adapters for foreign power plugs) <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the web conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> |IT Technician staff <br /> |<br /> |}<br /> <br /> = Annex 4: Abbreviations =<br /> For the purposes of the present document, the following abbreviations apply:<br /> <br /> * ALD - Assistive Listening Devices<br /> * TG - Technical Group<br /> * WCAG - Web Content Accessibility Guidelines<br /> * WG - Working Group</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=608 2025-10-16T08:36:39Z

<p>Clarkel: /* Annex 1: Meeting invitation template</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt;<br /> <br /> === Number of rooms and their availability ===<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> === Meeting content ===<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> === Display device ===<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> === Internet Connectivity ===<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> === Microphones and Speakers ===<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation. <br /> <br /> ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.<br /> <br /> It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges). <br /> <br /> If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host. <br /> <br /> ''See Annex 2 for the meeting invitation checklist.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days before the start of the meeting. <br /> <br /> As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.<br /> <br /> ''See Annex 1 for the meeting invitation template and visa application letter.''&lt;br&gt;<br /> <br /> == Registration ==<br /> The Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).<br /> <br /> During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.<br /> [[File:Portal screenshot- options displayed when Accessibility need is equal to YES.png|alt=ETSI Portal screenshot: options displayed when Accessibility need is equal to YES|center|thumb|490x490px|ETSI Portal screenshot: options displayed when Accessibility need is equal to YES]]<br /> <br /> <br /> When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources. <br /> <br /> For transparency, a disclaimer is also included in the drop-down list.<br /> <br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> It is important for the meeting organiser to ensure: <br /> <br /> * a smooth registration at the beginning of the meeting.<br /> <br /> * an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)<br /> * assist the delegates with non-IT-related problems (travel, taxis, local information)<br /> * accessibility requirements are taken into account<br /> * the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The on-site IT technician(s) will be responsible for the on-site network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.<br /> <br /> == Meeting badges ==<br /> The host should provide badges for delegates physically attending the meeting. <br /> <br /> The participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:<br /> [[File:ETSI portal meeting page screenshoot.png|alt=ETSI portal meeting page screenshot showing a participants list|center|thumb|713x713px|ETSI portal meeting page screenshot]]<br /> <br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected. <br /> <br /> Locations with known major safety/security issues should be avoided, it is recommended to check the [https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/ French government website] on any potential restrictions in a given country or location.<br /> <br /> It is advisable to inform delegates of the security measures at the meeting venue. If security cannot be guaranteed during meeting breaks, delegates should be informed of the risks of leaving their equipment and documents unattended. <br /> &lt;br&gt;<br /> <br /> == Catering ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The host should inform ETSI TG Support staff &amp; delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.<br /> <br /> The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.<br /> <br /> Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.<br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible. <br /> <br /> The expenses for a social event may be covered by the host or by sponsors, or self-funded by the delegates.<br /> <br /> Dietary restrictions or preferences should be accommodated.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2: Meeting Invitation Checklist =<br /> For the host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information<br /> |M<br /> |-<br /> |Guidance for delegates with accessibility requirements<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price<br /> |R<br /> |-<br /> |Negotiated hotel room rates and the cut-off date for reservation<br /> |R<br /> |-<br /> |Name and contact details of the host (and hotel/conference centre staff if applicable) <br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |Invitation letter for visa application (see Annex 1)<br /> |R<br /> |-<br /> |Optional: Local currency information, weather information.<br /> |R<br /> |}<br /> <br /> Some delegates may require a personal invitation letter to travel outside of their home country. ''See annex 1 for a visa application letter.''&lt;br&gt;<br /> = &lt;!-- Secction to be removed and replaced by new Annex 1 --&gt;Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Meeting invitation template and letter for visa application]<br /> <br /> = &lt;!-- To be removed --&gt;Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 3: Meeting Checklist =<br /> <br /> For use by the host and ETSI TG Support staff during the meeting preparations: <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection <br /> |<br /> |-<br /> |Display devise (projector/beamer) with a cable for connection to a laptop <br /> |<br /> |-<br /> |Power sockets with extensions (and adapters for foreign power plugs) <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the web conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> |IT Technician staff <br /> |<br /> |}<br /> <br /> = Annex 4: Abbreviations =<br /> For the purposes of the present document, the following abbreviations apply:<br /> <br /> * ALD - Assistive Listening Devices<br /> * TG - Technical Group<br /> * WCAG - Web Content Accessibility Guidelines<br /> * WG - Working Group</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=606 2025-10-16T08:24:11Z

<p>Clarkel: /* When should the invitation be sent? */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt;<br /> <br /> === Number of rooms and their availability ===<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> === Meeting content ===<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> === Display device ===<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> === Internet Connectivity ===<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> === Microphones and Speakers ===<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation. <br /> <br /> ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.<br /> <br /> It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges). <br /> <br /> If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host. <br /> <br /> ''See Annex 2 for the meeting invitation checklist.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days before the start of the meeting. <br /> <br /> As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.<br /> <br /> ''See Annex 1 for the meeting invitation template and visa application letter.''&lt;br&gt;<br /> <br /> == Registration ==<br /> The Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).<br /> <br /> During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.<br /> [[File:Portal screenshot- options displayed when Accessibility need is equal to YES.png|alt=ETSI Portal screenshot: options displayed when Accessibility need is equal to YES|center|thumb|490x490px|ETSI Portal screenshot: options displayed when Accessibility need is equal to YES]]<br /> <br /> <br /> When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources. <br /> <br /> For transparency, a disclaimer is also included in the drop-down list.<br /> <br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> It is important for the meeting organiser to ensure: <br /> <br /> * a smooth registration at the beginning of the meeting.<br /> <br /> * an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)<br /> * assist the delegates with non-IT-related problems (travel, taxis, local information)<br /> * accessibility requirements are taken into account<br /> * the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The on-site IT technician(s) will be responsible for the on-site network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.<br /> <br /> == Meeting badges ==<br /> The host should provide badges for delegates physically attending the meeting. <br /> <br /> The participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:<br /> [[File:ETSI portal meeting page screenshoot.png|alt=ETSI portal meeting page screenshot showing a participants list|center|thumb|713x713px|ETSI portal meeting page screenshot]]<br /> <br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected. <br /> <br /> Locations with known major safety/security issues should be avoided, it is recommended to check the [https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/ French government website] on any potential restrictions in a given country or location.<br /> <br /> It is advisable to inform delegates of the security measures at the meeting venue. If security cannot be guaranteed during meeting breaks, delegates should be informed of the risks of leaving their equipment and documents unattended. <br /> &lt;br&gt;<br /> <br /> == Catering ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The host should inform ETSI TG Support staff &amp; delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.<br /> <br /> The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.<br /> <br /> Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.<br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible. <br /> <br /> The expenses for a social event may be covered by the host or by sponsors, or self-funded by the delegates.<br /> <br /> Dietary restrictions or preferences should be accommodated.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2: Meeting Invitation Checklist =<br /> For the host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information<br /> |M<br /> |-<br /> |Guidance for delegates with accessibility requirements<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price<br /> |R<br /> |-<br /> |Negotiated hotel room rates and the cut-off date for reservation<br /> |R<br /> |-<br /> |Name and contact details of the host (and hotel/conference centre staff if applicable) <br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |Invitation letter for visa application (see Annex 1)<br /> |R<br /> |-<br /> |Optional: Local currency information, weather information.<br /> |R<br /> |}<br /> <br /> Some delegates may require a personal invitation letter to travel outside of their home country. ''See annex 1 for a visa application letter.''&lt;br&gt;<br /> = &lt;!-- Secction to be removed and replaced by new Annex 1 --&gt;Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = &lt;!-- To be removed --&gt;Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 3: Meeting Checklist =<br /> <br /> For use by the host and ETSI TG Support staff during the meeting preparations: <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection <br /> |<br /> |-<br /> |Display devise (projector/beamer) with a cable for connection to a laptop <br /> |<br /> |-<br /> |Power sockets with extensions (and adapters for foreign power plugs) <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the web conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> |IT Technician staff <br /> |<br /> |}<br /> <br /> = Annex 4: Abbreviations =<br /> For the purposes of the present document, the following abbreviations apply:<br /> <br /> * ALD - Assistive Listening Devices<br /> * TG - Technical Group<br /> * WCAG - Web Content Accessibility Guidelines<br /> * WG - Working Group</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=600 2025-10-15T08:47:17Z

<p>Clarkel: /* Annex 2 : Invitation Checklist */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt; <br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> ==== Meeting content ====<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> ==== Display device ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Meeting Invitation Checklist =<br /> For the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price<br /> |R<br /> |-<br /> |Negotiated hotel room rates and the cut-off date for reservation<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Guidance for delegates with accessibility requirements<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |Invitation letter for visa application (see Annex 1)<br /> |R<br /> |-<br /> |Optional: Local currency information, weather information.<br /> |R<br /> |-<br /> |<br /> |<br /> |-<br /> |<br /> |<br /> |-<br /> |<br /> |<br /> |-<br /> |<br /> |<br /> |-<br /> |<br /> |<br /> |-<br /> |<br /> |<br /> |-<br /> |<br /> |<br /> |-<br /> |<br /> |<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=599 2025-10-15T08:31:07Z

<p>Clarkel: /* Meeting content */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt; <br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> ==== Meeting content ====<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> [https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]<br /> <br /> [https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]<br /> <br /> [https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> ==== Display device ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=598 2025-10-15T08:27:58Z

<p>Clarkel: /* Microphones and Speakers */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt; <br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> ==== Meeting content ====<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables<br /> <br /> WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance<br /> <br /> EN 301 549 Accessibility requirements for ICT products and services<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> ==== Display device ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.<br /> <br /> Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.<br /> <br /> The meeting room should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.&lt;br&gt;<br /> <br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=597 2025-10-15T08:27:30Z

<p>Clarkel: /* Projector */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt; <br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> ==== Meeting content ====<br /> Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:<br /> <br /> ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables<br /> <br /> WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance<br /> <br /> EN 301 549 Accessibility requirements for ICT products and services<br /> <br /> The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all. <br /> <br /> Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.<br /> <br /> ==== Display device ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=596 2025-10-15T08:22:24Z

<p>Clarkel: /* Audio/video equipment */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt; <br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.<br /> <br /> The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi&lt;sup&gt;®&lt;/sup&gt;) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.<br /> <br /> The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.<br /> <br /> ==== '''Projector''' ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=595 2025-10-15T08:21:34Z

<p>Clarkel: /* Number of rooms and their availability */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt; <br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.<br /> <br /> Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.<br /> <br /> Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.<br /> <br /> The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.<br /> <br /> The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require. <br /> <br /> The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply. <br /> <br /> === Audio/video equipment ===<br /> Every delegate should bring their own laptop to the meeting and power adaptor for the country where the meeting is hosted.<br /> <br /> There should be an adequate supply of electrical power and extension cables. <br /> <br /> Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.<br /> * Ensure that meeting rooms can deliver enough power for all equipment that will be connected;<br /> * Provide a power plug to each participant’s seat, for each access point in the meeting room and the projector.<br /> Conference call or web conference facilities shall be available for delegates participating remotely to the meeting. <br /> <br /> The ETSI Secretariat will provide GoToMeeting/Teams connection details for web conferencing and online meeting tools. <br /> <br /> ==== '''Projector''' ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=594 2025-10-15T08:18:09Z

<p>Clarkel: /* Layout of the meeting room */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.&lt;br&gt; <br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates and the meeting types. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The Meeting Host should seek confirmation of room figures (number and capacity) with ETSI Support ideally 2-3 months before the meeting.<br /> <br /> Each room should have a notice on its door indicating the name of the group and its allocated meeting times, if available.<br /> <br /> Depending on the type and requirements of the meeting, not all the rooms may be used throughout the meeting. The Chair or ETSI support staff should provide the timetable which will outline when rooms are required, especially if it is planned to split into several working groups. Consideration must also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule should also be highlighted also on the draft agenda, available with 30 days before the meeting.<br /> <br /> The Meeting Host, the TG Chair and ETSI Support need to synchronize with the daily availability of meeting rooms (earliest availability in the mornings and the latest possible times in the evenings) but also on the coffee and lunch breaks. <br /> {| class=&quot;wikitable&quot;<br /> |Earliest room availability time (in the morning):<br /> |''No earlier than 08:00'' <br /> <br /> ''The usual Working Groups’ start time = 09:00''<br /> |-<br /> |Latest room availability time (in the evening):<br /> |''No later than 19:00''<br /> <br /> ''The usual Working Groups’ end time = 18:00''<br /> |-<br /> |Coffee breaks time:<br /> |Depending on the common decision taken by the group<br /> |-<br /> |Lunch breaks time:<br /> |Depending on the common decision taken by the group<br /> |}<br /> Information related to room size and shape is handy for preparing a meeting. ETSI support would appreciate receiving this information as soon as it is available. <br /> <br /> Sufficient places should be provided (e.g., hallways, bars, lounges, open meeting rooms, open restaurants) for people to hold chats, offline conversations and group discussions in the combination of spaces offered by the meeting venue, hotels and bars/restaurants in the surrounding area, within a reasonable walking distance.<br /> &lt;br&gt;<br /> <br /> === Audio/video equipment ===<br /> Every delegate should bring their own laptop to the meeting and power adaptor for the country where the meeting is hosted.<br /> <br /> There should be an adequate supply of electrical power and extension cables. <br /> <br /> Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.<br /> * Ensure that meeting rooms can deliver enough power for all equipment that will be connected;<br /> * Provide a power plug to each participant’s seat, for each access point in the meeting room and the projector.<br /> Conference call or web conference facilities shall be available for delegates participating remotely to the meeting. <br /> <br /> The ETSI Secretariat will provide GoToMeeting/Teams connection details for web conferencing and online meeting tools. <br /> <br /> ==== '''Projector''' ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=593 2025-10-15T08:17:44Z

<p>Clarkel: /* The venue */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).<br /> <br /> &lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities. <br /> <br /> &lt;br&gt;<br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates and the meeting types. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The Meeting Host should seek confirmation of room figures (number and capacity) with ETSI Support ideally 2-3 months before the meeting.<br /> <br /> Each room should have a notice on its door indicating the name of the group and its allocated meeting times, if available.<br /> <br /> Depending on the type and requirements of the meeting, not all the rooms may be used throughout the meeting. The Chair or ETSI support staff should provide the timetable which will outline when rooms are required, especially if it is planned to split into several working groups. Consideration must also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule should also be highlighted also on the draft agenda, available with 30 days before the meeting.<br /> <br /> The Meeting Host, the TG Chair and ETSI Support need to synchronize with the daily availability of meeting rooms (earliest availability in the mornings and the latest possible times in the evenings) but also on the coffee and lunch breaks. <br /> {| class=&quot;wikitable&quot;<br /> |Earliest room availability time (in the morning):<br /> |''No earlier than 08:00'' <br /> <br /> ''The usual Working Groups’ start time = 09:00''<br /> |-<br /> |Latest room availability time (in the evening):<br /> |''No later than 19:00''<br /> <br /> ''The usual Working Groups’ end time = 18:00''<br /> |-<br /> |Coffee breaks time:<br /> |Depending on the common decision taken by the group<br /> |-<br /> |Lunch breaks time:<br /> |Depending on the common decision taken by the group<br /> |}<br /> Information related to room size and shape is handy for preparing a meeting. ETSI support would appreciate receiving this information as soon as it is available. <br /> <br /> Sufficient places should be provided (e.g., hallways, bars, lounges, open meeting rooms, open restaurants) for people to hold chats, offline conversations and group discussions in the combination of spaces offered by the meeting venue, hotels and bars/restaurants in the surrounding area, within a reasonable walking distance.<br /> &lt;br&gt;<br /> <br /> === Audio/video equipment ===<br /> Every delegate should bring their own laptop to the meeting and power adaptor for the country where the meeting is hosted.<br /> <br /> There should be an adequate supply of electrical power and extension cables. <br /> <br /> Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.<br /> * Ensure that meeting rooms can deliver enough power for all equipment that will be connected;<br /> * Provide a power plug to each participant’s seat, for each access point in the meeting room and the projector.<br /> Conference call or web conference facilities shall be available for delegates participating remotely to the meeting. <br /> <br /> The ETSI Secretariat will provide GoToMeeting/Teams connection details for web conferencing and online meeting tools. <br /> <br /> ==== '''Projector''' ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=592 2025-10-15T08:16:52Z

<p>Clarkel: /* Layout of the meeting room */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities. <br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates and the meeting types. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The Meeting Host should seek confirmation of room figures (number and capacity) with ETSI Support ideally 2-3 months before the meeting.<br /> <br /> Each room should have a notice on its door indicating the name of the group and its allocated meeting times, if available.<br /> <br /> Depending on the type and requirements of the meeting, not all the rooms may be used throughout the meeting. The Chair or ETSI support staff should provide the timetable which will outline when rooms are required, especially if it is planned to split into several working groups. Consideration must also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule should also be highlighted also on the draft agenda, available with 30 days before the meeting.<br /> <br /> The Meeting Host, the TG Chair and ETSI Support need to synchronize with the daily availability of meeting rooms (earliest availability in the mornings and the latest possible times in the evenings) but also on the coffee and lunch breaks. <br /> {| class=&quot;wikitable&quot;<br /> |Earliest room availability time (in the morning):<br /> |''No earlier than 08:00'' <br /> <br /> ''The usual Working Groups’ start time = 09:00''<br /> |-<br /> |Latest room availability time (in the evening):<br /> |''No later than 19:00''<br /> <br /> ''The usual Working Groups’ end time = 18:00''<br /> |-<br /> |Coffee breaks time:<br /> |Depending on the common decision taken by the group<br /> |-<br /> |Lunch breaks time:<br /> |Depending on the common decision taken by the group<br /> |}<br /> Information related to room size and shape is handy for preparing a meeting. ETSI support would appreciate receiving this information as soon as it is available. <br /> <br /> Sufficient places should be provided (e.g., hallways, bars, lounges, open meeting rooms, open restaurants) for people to hold chats, offline conversations and group discussions in the combination of spaces offered by the meeting venue, hotels and bars/restaurants in the surrounding area, within a reasonable walking distance.<br /> &lt;br&gt;<br /> <br /> === Audio/video equipment ===<br /> Every delegate should bring their own laptop to the meeting and power adaptor for the country where the meeting is hosted.<br /> <br /> There should be an adequate supply of electrical power and extension cables. <br /> <br /> Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.<br /> * Ensure that meeting rooms can deliver enough power for all equipment that will be connected;<br /> * Provide a power plug to each participant’s seat, for each access point in the meeting room and the projector.<br /> Conference call or web conference facilities shall be available for delegates participating remotely to the meeting. <br /> <br /> The ETSI Secretariat will provide GoToMeeting/Teams connection details for web conferencing and online meeting tools. <br /> <br /> ==== '''Projector''' ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=591 2025-10-15T08:14:32Z

<p>Clarkel: /* The venue */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  <br /> <br /> The key elements include the following:<br /> <br /> * The reservation of a room with the capacity for the foreseen number of delegates<br /> * Multiple rooms if there are WGs or breakout sessions<br /> * Wi-Fi access and a display device (essential)<br /> * Electrical power and a supply of extension cables<br /> * Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools<br /> * Hotels near the meeting location and with good transportation links by rail/metro and road are recommended<br /> * Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.<br /> <br /> The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.<br /> <br /> The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.<br /> <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).&lt;br&gt;<br /> <br /> == Layout of the meeting room ==<br /> The Meeting Host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI Staff<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates and the meeting types. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The Meeting Host should seek confirmation of room figures (number and capacity) with ETSI Support ideally 2-3 months before the meeting.<br /> <br /> Each room should have a notice on its door indicating the name of the group and its allocated meeting times, if available.<br /> <br /> Depending on the type and requirements of the meeting, not all the rooms may be used throughout the meeting. The Chair or ETSI support staff should provide the timetable which will outline when rooms are required, especially if it is planned to split into several working groups. Consideration must also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule should also be highlighted also on the draft agenda, available with 30 days before the meeting.<br /> <br /> The Meeting Host, the TG Chair and ETSI Support need to synchronize with the daily availability of meeting rooms (earliest availability in the mornings and the latest possible times in the evenings) but also on the coffee and lunch breaks. <br /> {| class=&quot;wikitable&quot;<br /> |Earliest room availability time (in the morning):<br /> |''No earlier than 08:00'' <br /> <br /> ''The usual Working Groups’ start time = 09:00''<br /> |-<br /> |Latest room availability time (in the evening):<br /> |''No later than 19:00''<br /> <br /> ''The usual Working Groups’ end time = 18:00''<br /> |-<br /> |Coffee breaks time:<br /> |Depending on the common decision taken by the group<br /> |-<br /> |Lunch breaks time:<br /> |Depending on the common decision taken by the group<br /> |}<br /> Information related to room size and shape is handy for preparing a meeting. ETSI support would appreciate receiving this information as soon as it is available. <br /> <br /> Sufficient places should be provided (e.g., hallways, bars, lounges, open meeting rooms, open restaurants) for people to hold chats, offline conversations and group discussions in the combination of spaces offered by the meeting venue, hotels and bars/restaurants in the surrounding area, within a reasonable walking distance.<br /> &lt;br&gt;<br /> <br /> === Audio/video equipment ===<br /> Every delegate should bring their own laptop to the meeting and power adaptor for the country where the meeting is hosted.<br /> <br /> There should be an adequate supply of electrical power and extension cables. <br /> <br /> Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.<br /> * Ensure that meeting rooms can deliver enough power for all equipment that will be connected;<br /> * Provide a power plug to each participant’s seat, for each access point in the meeting room and the projector.<br /> Conference call or web conference facilities shall be available for delegates participating remotely to the meeting. <br /> <br /> The ETSI Secretariat will provide GoToMeeting/Teams connection details for web conferencing and online meeting tools. <br /> <br /> ==== '''Projector''' ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines&diff=590 2025-10-15T08:09:31Z

<p>Clarkel: /* Introduction */</p> <hr /> <div>== Introduction ==<br /> <br /> This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat. <br /> <br /> The host is the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.<br /> <br /> The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.&lt;br&gt;<br /> <br /> == The venue ==<br /> The first step is to establish/secure the venue.<br /> <br /> Your organization may be able to host the meeting in your premises or may be able to negotiate special rates with a local hotel or conference centre. An alternative solution could be to find a group of companies willing to host the meeting collectively. <br /> <br /> The size of every ETSI Technical Group and the number of Working Group sessions governs the parameters, as well as accommodation, food and beverage requirements. Please liaise with the Chair, Secretary or ETSI Support Staff to determine the precise requirements.   <br /> <br /> Typically, they may include the following: <br /> * The reservation of a room that will have the capacity for the foreseen number of delegates; <br /> * Multiple rooms if there are WGs or breakout sessions;<br /> * Wi-Fi access is essential, as well as a projector for presentations and to facilitate the online editing; <br /> * Conference call facilities may also be required; (The Technical Officer shall always offer to use the ETSI web conference tools)<br /> * Depending on the size of the meeting room, microphones may be required. <br /> * Hotels near the meeting location and with good transportation links by rail/metro and road should be recommended; <br /> * Access to the meeting room for disabled delegates. <br /> Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.<br /> <br /> The venue should be situated within a reasonable distance from a major airport which is either a major hub in its own right or has good connections to at least one major hub. Ideally, most delegates should not require more than two flight-legs to reach the venue.<br /> <br /> It should be accessible by reasonably priced public transport (train, bus, tram, shuttle, taxi) from the nearest airport.<br /> <br /> It is useful to post signs at the meeting venue to ease the access for attendees. <br /> <br /> &lt;br&gt;<br /> == Layout of the meeting room ==<br /> The Meeting Host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI Staff<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Number of rooms and their availability ==<br /> The number and size of the room(s) required depend mainly on the number of delegates and the meeting types. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The Meeting Host should seek confirmation of room figures (number and capacity) with ETSI Support ideally 2-3 months before the meeting.<br /> <br /> Each room should have a notice on its door indicating the name of the group and its allocated meeting times, if available.<br /> <br /> Depending on the type and requirements of the meeting, not all the rooms may be used throughout the meeting. The Chair or ETSI support staff should provide the timetable which will outline when rooms are required, especially if it is planned to split into several working groups. Consideration must also be given to joint WG sessions, where larger meeting rooms are needed.<br /> <br /> The meeting schedule should also be highlighted also on the draft agenda, available with 30 days before the meeting.<br /> <br /> The Meeting Host, the TG Chair and ETSI Support need to synchronize with the daily availability of meeting rooms (earliest availability in the mornings and the latest possible times in the evenings) but also on the coffee and lunch breaks. <br /> {| class=&quot;wikitable&quot;<br /> |Earliest room availability time (in the morning):<br /> |''No earlier than 08:00'' <br /> <br /> ''The usual Working Groups’ start time = 09:00''<br /> |-<br /> |Latest room availability time (in the evening):<br /> |''No later than 19:00''<br /> <br /> ''The usual Working Groups’ end time = 18:00''<br /> |-<br /> |Coffee breaks time:<br /> |Depending on the common decision taken by the group<br /> |-<br /> |Lunch breaks time:<br /> |Depending on the common decision taken by the group<br /> |}<br /> Information related to room size and shape is handy for preparing a meeting. ETSI support would appreciate receiving this information as soon as it is available. <br /> <br /> Sufficient places should be provided (e.g., hallways, bars, lounges, open meeting rooms, open restaurants) for people to hold chats, offline conversations and group discussions in the combination of spaces offered by the meeting venue, hotels and bars/restaurants in the surrounding area, within a reasonable walking distance.<br /> &lt;br&gt;<br /> <br /> === Audio/video equipment ===<br /> Every delegate should bring their own laptop to the meeting and power adaptor for the country where the meeting is hosted.<br /> <br /> There should be an adequate supply of electrical power and extension cables. <br /> <br /> Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.<br /> * Ensure that meeting rooms can deliver enough power for all equipment that will be connected;<br /> * Provide a power plug to each participant’s seat, for each access point in the meeting room and the projector.<br /> Conference call or web conference facilities shall be available for delegates participating remotely to the meeting. <br /> <br /> The ETSI Secretariat will provide GoToMeeting/Teams connection details for web conferencing and online meeting tools. <br /> <br /> ==== '''Projector''' ====<br /> Screens should be visible to all the delegates.<br /> <br /> Projectors should be bright and clearly readable from anywhere in the meeting room.<br /> <br /> Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.<br /> <br /> ==== '''Internet Connectivity''' ====<br /> The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.<br /> <br /> The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.<br /> <br /> The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions. <br /> <br /> The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.<br /> <br /> The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.<br /> <br /> On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.<br /> <br /> ==== '''Microphones and Speakers''' ====<br /> The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.<br /> <br /> In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Meeting Invitation ==<br /> As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation. <br /> <br /> ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. <br /> <br /> The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants. <br /> <br /> The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.<br /> <br /> ''See the description of the information required in the meeting invitation in Annex 3.''<br /> <br /> === When should the invitation be sent? ===<br /> The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting. <br /> <br /> As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance. <br /> <br /> Once the venue details are established, the invitation should be issued immediately.<br /> <br /> ''See Annexes 4a and 4b for the visa invitation letter template.''<br /> <br /> &lt;br&gt;<br /> <br /> == Registration ==<br /> The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).<br /> <br /> The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Advice for Host staff on-site ==<br /> <br /> === Administrative support: ===<br /> Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.<br /> <br /> Role of the administrative support staff:<br /> * Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering) <br /> * Assist the delegates with non-IT-related problems (travel, taxis, local information).<br /> The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.<br /> <br /> === IT and audio/video support: ===<br /> The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.<br /> <br /> They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.<br /> <br /> Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.<br /> <br /> &lt;br&gt;<br /> <br /> == Meeting badges ==<br /> The Host is responsible for providing badges and badge-holders for all delegates registered in advance.<br /> <br /> The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.<br /> <br /> The host can use the portal feature dedicated to print all badges.<br /> [[File:Picture2.jpg|left|521x521px]]<br /> <br /> &lt;br&gt;&lt;br&gt;<br /> &lt;br&gt;<br /> &lt;br&gt;<br /> <br /> It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Security ==<br /> High priority should be given to ensure that delegates will be safe during the Meeting.<br /> <br /> The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.<br /> <br /> Locations with known major safety/security issues should be avoided<br /> <br /> It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.<br /> <br /> Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. <br /> &lt;br&gt;&lt;br&gt;<br /> == Catering: coffee breaks, refreshments, lunch ==<br /> Drinking water, coffee, tea, and refreshments should be available during coffee breaks.<br /> <br /> The Host should inform ETSI Support Staff &amp; attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.<br /> &lt;br&gt;<br /> <br /> &lt;br&gt;<br /> == Social event ==<br /> There is no obligation to organize a social event. <br /> <br /> The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates. <br /> <br /> If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.<br /> <br /> &lt;br&gt;<br /> = Annex 1: Meeting Invitation template =<br /> [https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]<br /> <br /> = Annex 2 : Invitation Checklist =<br /> For use by the Host to check that all the required information has been included in the invitation.<br /> <br /> {| class=&quot;wikitable&quot;<br /> |'''Information in the invitation'''<br /> |'''M'''andatory/<br /> <br /> '''R'''ecommended/<br /> <br /> '''O'''ptional<br /> |-<br /> |Venue address (city, country)<br /> |M<br /> |-<br /> |Closest airport<br /> |M<br /> |-<br /> |Clear indications on how to access the city from the airport: train, underground, bus, taxi.<br /> <br /> Including indication of trip cost, distance, and duration information.<br /> |M<br /> |-<br /> |List of recommended hotels, including distance from the meeting place and room price.<br /> |M<br /> |-<br /> |Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;<br /> |R<br /> |-<br /> |Name(s) of the contact people for the support on-site <br /> |M<br /> |-<br /> |Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.<br /> |M<br /> |-<br /> |Lunch options/sandwich shops close to meeting venue<br /> |R<br /> |-<br /> |'''Visas information and invitation letters:'''<br /> |<br /> |-<br /> |Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).<br /> |-<br /> |The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.<br /> |M<br /> |-<br /> |It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).<br /> |R<br /> |-<br /> |Some hosts will offer an on-line visa letter request form.<br /> |O<br /> |-<br /> |'''Additional information'''<br /> |<br /> |-<br /> |Car hire information; <br /> |O<br /> |-<br /> |Information concerning the proximity of local shops and amenities; <br /> |O<br /> |-<br /> |Currency information; <br /> |O<br /> |-<br /> |Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)<br /> |O<br /> |-<br /> |Tipping policy in the country<br /> |O<br /> |}<br /> <br /> &lt;br&gt;<br /> = Annex 3a: Template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]<br /> <br /> = Annex 3b: Alternative template invitation letter (for visa purposes) =<br /> <br /> [https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)] <br /> <br /> = Annex 4: Meeting Checklist =<br /> <br /> For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected. <br /> {| class=&quot;wikitable&quot;<br /> |'''Meeting Checklist''' <br /> |'''Available/not available''' <br /> |-<br /> | colspan=&quot;2&quot; |'''Essential''' <br /> |-<br /> |Meeting rooms (number of meeting rooms &amp; their capacity) <br /> |<br /> |-<br /> |Tables and chairs (and their configuration)<br /> |<br /> |-<br /> |Wi-Fi connection to internet <br /> |<br /> |-<br /> |Projector/beamer with a cable for connection to a delegate's laptop <br /> |<br /> |-<br /> |Power sockets with extensions <br /> |<br /> |-<br /> |Microphones and audio-speakers that can be connected to the Web Conferencing system<br /> |<br /> |-<br /> |Web conferencing/telephone bridge for remote participants<br /> |<br /> |-<br /> |Badges for participants (with meeting name, delegate’s name and company) for distribution at registration <br /> |<br /> |-<br /> |Coffee/tea/water for coffee breaks (typically 1 break each half day) <br /> |<br /> |-<br /> | colspan=&quot;2&quot; |'''Desirable''' <br /> |-<br /> |Printer <br /> |<br /> |-<br /> |Several adapters for foreign power plugs <br /> |<br /> |-<br /> |Flip chart/whiteboard <br /> |<br /> |-<br /> |Staff available (Assistant, IT Technician) <br /> |<br /> |}</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=508 2025-04-09T09:16:15Z

<p>Clarkel: additional text</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Facilitate discussions across different cultures inclusively, so that decisions align with ETSI Values, protection of minority rights, gender neutrality etc<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Remind the Technical Group of the Code of Conduct for ETSI Members at the start of each meeting<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> By definition, in consensus no decision is made against the will of a minority. If significant concerns remain unresolved, a proposal can be stopped or be submitted to a vote. This implies the Technical Group shall work on solutions to address minority concerns.<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> In the event of a change in the supporting organisation of an ISG Chair, the move should be included in the minutes of the next ISG meeting. If no ISG meeting is planned in the immediate future, the ISG is to be informed by email.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> A full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=507 2025-04-09T08:39:41Z

<p>Clarkel: added EU related text</p> <hr /> <div>== Introduction ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate. <br /> <br /> It has been formatted to be used as a reference guide together with the ETSI Directives version 49, released June 2024. If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The structure of ETSI consists of a General Assembly, a Board, a National Standards Organizations Group, a National Standardisation Bodies Group, Technical Groups composed of Technical Committees, ETSI Projects, and ETSI Partnership Projects, Special Committees, Industry Specification Groups, Software Development Groups and Coordination Groups. The ETSI Secretariat is headed by the Director-General.<br /> <br /> The scope of this guide covers Technical Committees (TCs), Special Committees (SCs), Industry Specification Groups (ISGs), and Software Development Groups (SDGs). It does not cover ETSI Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of an ETSI delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> An ETSI delegate participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies as detailed in the ETSI Directives. &lt;pre&gt;References: ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct for ETSI delegates===<br /> The Code of Conduct is intended as a broad guide to appropriate behaviour while carrying out activities in or for ETSI, and to encourage certain collaborative styles of interaction. The respect of other delegates, the ETSI Secretariat and the professional culture of standardization is foremost. <br /> <br /> ETSI operates according to the principles of international standardisation: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence.<br /> <br /> An ETSI delegate:<br /> <br /> -      Should discuss and debate in a moderate, professional, and respectful manner without prejudice.<br /> <br /> -      Is expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and to promote a culture of fair and ethical behaviour.<br /> <br /> -      Is expected to act on a fully informed basis and take decisions with due diligence, in order to engage constructively in ETSI activities.<br /> <br /> -      Is invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal.<br /> <br /> -      Shall value diversity and act against any discrimination, as outlined in the ETSI Values, e.g. regarding gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.<br /> <br /> -      Shall acknowledge that speakers should not be interrupted; delegates may speak once recognized by the Convenor/Chair of the call or meeting. Speakers should keep their interventions short and to the point.<br /> <br /> -      Should take the views of all meeting attendees (including those whose first language is not English) into consideration.<br /> <br /> -      Shall inform the Chair or the ETSI Secretariat of any issue requiring escalation so a solution may be reached in a timely manner. <br /> <br /> - Shall endeavour to avoid conflict of interest. If any actual or potential conflicts of interest are identified, they shall immediately be disclosed through the appropriate mechanisms. <br /> <br /> - Shall take into account the interests and the objectives of the European Union, e.g. as laid down in EU legislation, EU policy documents or outlined by ETSI's Counsellors, when developing deliverables in support of EU policies and legislation. <br /> <br /> &lt;pre&gt;References: Code of Conduct for ETSI Members; ETSI Values.<br /> &lt;/pre&gt;<br /> <br /> == Technical Organisation==<br /> <br /> === Introduction ===<br /> Participation in the technical work is governed by the ETSI Technical Working Procedures (TWPs) and ETSI Drafting Rules (EDRs) as defined in the ETSI Directives.<br /> <br /> An ETSI Technical Group (TC, ISG, SC, SDG) provides a forum for technical discussions and development of the work programme that lead to the publication of ETSI deliverables. <br /> <br /> A TC is the primary decision-making body for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. The activity is organised around a set of ETSI work items addressing a specific technology area. <br /> <br /> A SC may be established by the General Assembly (GA) for defined tasks and follows the ETSI Technical Working Procedures (TWPs) unless otherwise stipulated in their ToR. <br /> <br /> An ISG is an activity organised around a set of ETSI Work Items addressing a specific technology area as defined in the ToR of the ISG and may establish Working Groups, if required.<br /> <br /> An SDG is a Software or open-source Software development activity hosted by ETSI addressing a specific technology area where the Software and related documentation is made publicly available. An SDG does not produce standards.&lt;pre&gt;References: ETSI TWPs clauses 1.1,3.1 &amp; 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br /> A delegate from an ETSI Full and Associate member has the right to participate in any ETSI TC or SC meeting, access documents and provide contributions. <br /> <br /> A delegate may only represent one (1) organisation during a TC or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> <br /> Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> <br /> A delegate subscribed to the TC or SC membership list with their EOL account email address is eligible for voting by correspondence (Decision tool or Remote Consensus tool). <br /> <br /> Prior to participating to a TC or SC meeting, every delegate shall register by logging in the ETSI portal/Meetings application with their ETSI-On-Line (EOL) account.<br /> <br /> Upon registration to a TC or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TC/SC membership list, if not already subscribed. <br /> <br /> An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TC or SC meetings subject to the agreement of the ETSI Director-General.  <br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TC/SC meetings. <br /> <br /> A Counsellor may attend meetings of a TC/SC and participate in the work without the right to vote.<br /> <br /> A Guest may attend ETSI TC or SC meetings as a non-member or as an ETSI Observer, following authorisation by the Chair for three meetings or six months (whichever is the shorter). <br /> <br /> An ETSI Observer and an ETSI non-member may present a document for Information, and answer questions related to the information provided in their document, if authorised by the Chair. <br /> <br /> An ETSI Observer is not permitted to: <br /> <br /> ·        submit written contributions for discussion or decision. <br /> <br /> ·        contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective Technical Group.<br /> <br /> ·        vote or have the possibility to take part in any decision-making process.<br /> <br /> ·        subscribe to a TC or SC mailing list.<br /> <br /> The above points also apply to Working Groups and Task Groups. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 &amp; 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Participation in ISG activities ===<br /> The singularity of an Industry Specification Group is that each one has a relative Agreement and an Annex entitled “Specific rules complementing the ETSI Technical Working Procedures applying to the ISG” that sets out the operational rules, voting rules, duration, budget mechanism.<br /> <br /> === '''ETSI Full and Associate Members''' ===<br /> An ETSI Full and Associate Member may participate in the work of any ISG without the need to sign an ISG Agreement. <br /> <br /> An Applicant to Full or Associate membership may be authorized by the Director-General to attend meetings of an ISG and to participate in the work of the ISG with the right to vote, before the application to ETSI membership is formally approved by the General Assembly.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. A maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> Prior to participating to an ISG meeting, every delegate shall register by logging in the ETSI portal/Meeting Application with their ETSI-On-Line (EOL) account.<br /> <br /> The right to vote is reserved for ISG Members only. The voting rules for each ISG are defined in the ISG ToR. <br /> <br /> An ETSI member is subscribed to the ISG membership list (mailing list) upon registration to an ISG meeting.<br /> <br /> === '''Non-ETSI members''' ===<br /> Participation of a non-ETSI member (known as ISG Participant) in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> <br /> Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, and shall be paid prior to attendance of a meeting. <br /> <br /> An ISG Participant can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> <br /> An ISG Participant may hold a Rapporteur and/or a WG Vice-Chair position. <br /> <br /> An ISG Participant may not hold a Chair or a WG Chair position. <br /> <br /> An ETSI Observer may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> <br /> An ISG Guest may attend an ISG meeting on an exceptional and temporary basis, if invited or authorized by the ISG Chair. <br /> <br /> An ISG Guest may not be subscribed to the ISG membership list. <br /> <br /> A Counsellor can attend an ISG meeting without the need to sign an ISG agreement.<br /> <br /> Neither a Counsellor or a non-ETSI member shall support new work items, vote or hold an ISG leadership position.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ISG meetings. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 3.4, 3.5 and 3.7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in '''SDG activities''' ===<br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution.<br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation  in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may attend an SDG meeting without the right to vote or contribute to the Software or related documentation. In order to contribute to the Software or related documentation, the Counsellor shall agree to be bound by the terms of the Contributor’s Licence Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; ETSI TWPs clauses 7.4, 7.5 and 7.7. <br /> &lt;/pre&gt;<br /> <br /> === '''Preparing for an ETSI meeting (physical or online)''' ===<br /> Meetings are held to coordinate the technical activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI headquarters in Valbonne-Sophia Antipolis, France, at an external location, online or hybrid.  <br /> <br /> The nearest airport to ETSI is Nice Côte d’Azur (NCE) and the nearest train station is Antibes. <br /> <br /> See the ETSI webpage on how to reach ETSI and find a hotel room close by.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> <br /> ·        Registration before the meeting via the ETSI portal.<br /> <br /> ·        Details of the meeting invitation including the QR code for the printing of the meeting badge, if the meeting is hosted at ETSI.<br /> <br /> ·        Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> ·        Awareness of the guidelines for contributions and deliverables:<br /> <br /> * IPR<br /> * Copyright<br /> * Trademarks<br /> * Third party material<br /> &lt;pre&gt;References: References: ETSI TWPs clauses 1.5.4; ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1; ETSI Rules of Procedure, Annex 6; ETSI Drafting Rules, Clause 4. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> The technical experts collaborate to produce ETSI Standards, ETSI Guides, ETSI European Standards, ETSI Harmonised European Standards under Standardisation Requests from the European Commission, Specifications, Reports, White Papers and Publicly Available Specifications.<br /> <br /> Contributions related to drafting of the aforementioned deliverables shall comply with ETSI Drafting Rules. <br /> <br /> ETSI Delegates shall follow the Technical Working Procedures (TWPs) on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board, as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC/SC proposes Work Item(s) identified in a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSB vote.&lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.6.1.2.3, 1.6.3.2, 1.6.5.2 and 2.2.2; RoPs Articles 20 and 21, TWPs Annex N.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force  ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TC, SC, ISG or SDG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members are encouraged.<br /> <br /> &lt;pre&gt;References: ETSI TWPs clauses 1.10, 1.11 and Annex H; ETSI Chair’s Guide “STF/TTF Management and Chair’s responsibilities”; ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === '''Technical Group Open Sessions''' ===<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> == ETSI Working Tools ==<br /> ETSI offers a set of electronic means to work and collaborate via the ETSI portal for which an ETSI on-line (EOL) account (username and password) is required. See also Reset my password, Change my password and Update my personal contact details.<br /> <br /> Guidance on how to use these electronic tools is available from the [https://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TC/SC/ISG/SDG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Drafts application.<br /> <br /> * View [https://portal.etsi.org/People/Commitee-Support-Staff contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI TCs, SCs SDGs and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the TCs, SCs SDGs and ISGs in their decision-making processes by the means of a vote. Formal voting procedures are predefined, i.e. the vote for the approval of a draft, selecting a technology and electing officials.<br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards under a Standardisation Request, and also enables consultation and/or results of votes on such documents.  <br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: https://portal.etsi.org/Resources/ETSI-Directives <br /> <br /> ETSI Drafting Rules: https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules <br /> <br /> ETSI Brands and Trademarks: https://www.etsi.org/media-library/brand-and-trademarks <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find and download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform for ETSI members to collaborate and experiment with code around ETSI standardised technologies, developing demos, prototypes and proofs of concept. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates. <br /> <br /> '''Other ETSI Guides:''' <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide Rapporteur's Guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s Guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> * [https://portal.etsi.org/Portals/0/TBpages/nso/Docs/NSOs_Guide.pdf?ver=2022-03-29-154044-577 NSO Guide]. <br /> * [https://ocgwiki.etsi.org/index.php?title=Meeting_Host_Guidelines Meeting Host guidelines]. <br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> * [https://www.etsi.org/e-brochure/WritingWorldClassStandards/mobile/index.html#p=1 Writing World Class Standards]. <br /> * [https://www.etsi.org/e-brochure/ETSIAchievingTechnicalExcellenceBrochure202324/mobile/index.html#p=1 Achieving Technical Excellence]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy r1.png|frameless|714x714px]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards <br /> * administrative support to ETSI Technical Groups <br /> * assistance in the promotion of Technical Group activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> |Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS)<br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org] <br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> CCLA Corporate Contribution License Agreement<br /> <br /> CTI ETSI Centre for Testing and Interoperability team<br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group<br /> <br /> OPS ETSI Operations Division<br /> <br /> NSBG National Standardisation Bodies Group<br /> <br /> NSOG National Standards Organisations Group<br /> <br /> NWI New Work Item<br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee <br /> <br /> SReq Standardisation Request <br /> <br /> SEP Standard Essential Patents<br /> <br /> SNS ETSI Software and Standards team<br /> <br /> SRdAP Standardisation Request deliverables Approval Process<br /> <br /> SReq Standardisation Request<br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee<br /> <br /> TG Technical Group<br /> <br /> ToR Terms of Reference  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group<br /> <br /> WISR Work Item Standardisation Request </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=489 2025-01-23T15:46:18Z

<p>Clarkel: /* Consensus and consensus-making */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> By definition, in consensus no decision is made against the will of a minority. If significant concerns remain unresolved, a proposal can be stopped or be submitted to a vote. This implies the Technical Group shall work on solutions to address minority concerns.<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> In the event of a change in the supporting organisation of an ISG Chair, the move should be included in the minutes of the next ISG meeting. If no ISG meeting is planned in the immediate future, the ISG is to be informed by email.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> A full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=488 2024-12-02T09:05:41Z

<p>Clarkel: /* General */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> In the event of a change in the supporting organisation of an ISG Chair, the move should be included in the minutes of the next ISG meeting. If no ISG meeting is planned in the immediate future, the ISG is to be informed by email.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> A full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=487 2024-10-04T14:31:12Z

<p>Clarkel: /* Participation of an ETSI Partner representative in ETSI meetings */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> A full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=486 2024-10-04T14:30:04Z

<p>Clarkel: /* EC/EFTA cooperation and Chair&#039;s responsibilities */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReqs). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the ICT RP and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=485 2024-10-04T14:23:05Z

<p>Clarkel: /* The Chair’s role in the OCG */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=484 2024-10-04T14:18:13Z

<p>Clarkel: /* A joint meeting with an organisation that has no Partnership Agreement with ETSI */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting, set up as an Open Session, as previously described in this guide, may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=483 2024-10-04T14:13:26Z

<p>Clarkel: /* PAS (Publicly Available Specification) Process */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A [https://www.etsi.org/images/files/ETSI_PAS_Process_Guide.pdf PAS Process Guide] is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The [https://portal.etsi.org/webapp/AgreementView/AgreementSearch.asp ETSI Partnership portfolio] and the description of the [https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment Partnership Engagement Process] are available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> * This type of meeting is called an Open session described above, more details can be found at https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=482 2024-10-04T13:48:25Z

<p>Clarkel: /* Appointment for the position of Chair/Vice-Chair or WG Chair */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of Chair/Vice-Chair/WG Chair, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case when there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;[Partner shall be a legal entity] <br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is available in TWPs, Annex P. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A PAS Process Guide is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The ETSI Partnership portfolio is available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> List of Partnerships agreements.<br /> <br /> Description of the Partnership Engagement Process.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> * This type of meeting is called an Open session described above, more details can be found at https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=481 2024-10-04T13:35:54Z

<p>Clarkel: </p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, '''the Chair shall apply''' '''the definition of consensus:'''&lt;blockquote&gt;A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.&lt;/blockquote&gt;'''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of a Chair/Vice-Chair/WG Chair position, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity]<br /> | - Political&lt;/nowiki&gt;&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is in TWPs, P Annex 3. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;- ETSI web page regarding PAS – see Section 6.2.2 of this guide.<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A PAS Process Guide is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The ETSI Partnership portfolio is available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> List of Partnerships agreements.<br /> <br /> Description of the Partnership Engagement Process.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> * This type of meeting is called an Open session described above, more details can be found at https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=480 2024-10-04T13:19:48Z

<p>Clarkel: /* Technical Group Open Sessions */</p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at [https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions] <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, the Chair shall apply '''the definition of consensus:'''<br /> <br /> A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> {| class=&quot;wikitable&quot;<br /> |&lt;blockquote&gt;'''The definition of consensus shall be applied:''' <br /> <br /> A general agreement, characterized by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''&lt;/blockquote&gt;<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering: <br /> *The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts. <br /> <br /> *Reaching consensus may take time, taking into account there are different stakeholders represented in a committee<br /> <br /> * Contributions for Decision by Remote Consensus in between meetings are to be available at least seven (7) calendar days before the start of the consultation period and the minimum duration of the remote consensus is at least (7) seven days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;. <br /> <br /> *In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> '''If consensus cannot be achieved, the Chair can decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of a Chair/Vice-Chair/WG Chair position, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity]<br /> | - Political&lt;/nowiki&gt;&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is in TWPs, P Annex 3. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;- ETSI web page regarding PAS – see Section 6.2.2 of this guide.<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A PAS Process Guide is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The ETSI Partnership portfolio is available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> List of Partnerships agreements.<br /> <br /> Description of the Partnership Engagement Process.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> * This type of meeting is called an Open session described above, more details can be found at https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=479 2024-10-04T13:18:17Z

<p>Clarkel: </p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see the ''External Cooperation with ETSI Partners'' section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorised by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted, participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see the section ''Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality'' of this guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, the Chair shall apply '''the definition of consensus:'''<br /> <br /> A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> {| class=&quot;wikitable&quot;<br /> |&lt;blockquote&gt;'''The definition of consensus shall be applied:''' <br /> <br /> A general agreement, characterized by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''&lt;/blockquote&gt;<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering: <br /> *The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts. <br /> <br /> *Reaching consensus may take time, taking into account there are different stakeholders represented in a committee<br /> <br /> * Contributions for Decision by Remote Consensus in between meetings are to be available at least seven (7) calendar days before the start of the consultation period and the minimum duration of the remote consensus is at least (7) seven days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;. <br /> <br /> *In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> '''If consensus cannot be achieved, the Chair can decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of a Chair/Vice-Chair/WG Chair position, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity]<br /> | - Political&lt;/nowiki&gt;&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is in TWPs, P Annex 3. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;- ETSI web page regarding PAS – see Section 6.2.2 of this guide.<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A PAS Process Guide is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The ETSI Partnership portfolio is available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> List of Partnerships agreements.<br /> <br /> Description of the Partnership Engagement Process.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> * This type of meeting is called an Open session described above, more details can be found at https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=478 2024-10-04T13:03:36Z

<p>Clarkel: </p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v49 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships, see Section External Cooperation with ETSI Partners section of this guide.)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorised by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings, or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted,participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see Section 4 of the present guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, the Chair shall apply '''the definition of consensus:'''<br /> <br /> A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> {| class=&quot;wikitable&quot;<br /> |&lt;blockquote&gt;'''The definition of consensus shall be applied:''' <br /> <br /> A general agreement, characterized by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''&lt;/blockquote&gt;<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering: <br /> *The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts. <br /> <br /> *Reaching consensus may take time, taking into account there are different stakeholders represented in a committee<br /> <br /> * Contributions for Decision by Remote Consensus in between meetings are to be available at least seven (7) calendar days before the start of the consultation period and the minimum duration of the remote consensus is at least (7) seven days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;. <br /> <br /> *In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> '''If consensus cannot be achieved, the Chair can decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of a Chair/Vice-Chair/WG Chair position, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity]<br /> | - Political&lt;/nowiki&gt;&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is in TWPs, P Annex 3. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;- ETSI web page regarding PAS – see Section 6.2.2 of this guide.<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A PAS Process Guide is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The ETSI Partnership portfolio is available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> List of Partnerships agreements.<br /> <br /> Description of the Partnership Engagement Process.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> * This type of meeting is called an Open session described above, more details can be found at https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide&diff=477 2024-10-04T12:53:25Z

<p>Clarkel: </p> <hr /> <div><br /> '''Introduction'''<br /> <br /> The present document endeavours to provide step-by-step guidance for an ETSI Chair on the essential elements, most common practices and responsibilities of the ETSI Technical Groups: Technical Committee (TC), ETSI Project (EP), ETSI Partnership Project (EPP), Special Committee (SC) or Industry Specification Group (ISG), Software Development Group (SDG) and the Operational Coordination Group (OCG).<br /> <br /> It has been formatted to be used as a reference guide according to the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives version 49, June 2024]). If in any doubt regarding the application of the correct procedures, the ETSI Directives prevail and the ETSI Technical Officer can provide guidance.<br /> <br /> The OCG acts as a forum for co-ordination of TCs, ISGs, SDGs, SCs, other Coordination Groups (CGs) and the Secretariat and assists in the resolution in any duplication of effort or conflict of technical views between the Technical Groups.<br /> <br /> The scope of this guide does not cover ETSI Partnership Projects (e.g. 3GPP, and oneM2M) or ETSI Projects. It is to be used in conjunction with the [[Delegate's Guide|ETSI Delegate’s guide]] and the [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide ETSI Rapporteur’s guide].<br /> <br /> = Responsibilities of the Chair =<br /> <br /> The primary duties of a Chair:<br /> <br /> * Ensure an efficient operation of the Technical Group and its Working Groups (in conjunction with the Vice-Chair(s), Working Group (WG) Chair(s) and Vice-Chair(s))<br /> * Ensure the activities of the Technical Group adhere to the ETSI Directives and its rules, policies and procedures<br /> * Maintain strict impartiality and act in the interest of ETSI and its members<br /> * Ensure that the ETSI Guidelines for Antitrust Compliance are strictly observed<br /> * Inform the Technical Group of the Code of Conduct for ETSI Members<br /> * Remind the members of the Technical Group of their statutory obligations to submit IPR disclosures<br /> * Endeavour to reach consensus on all issues, including the approval of draft ETSI deliverables<br /> * Ensure that the Work Programme is kept up to date<br /> * Report to the OCG, Board and the General Assembly on the activities of the Technical Group upon request<br /> * As per Directives v47 (June 2023), a Chair may be appointed for up to three consecutive terms of office (of two years) by the same Technical Group<br /> * As per Directives v48 (June 2024), the incumbent Chair of a Technical Group or a Software Development Group may be authorised to apply for more than 3 consecutive terms of office under certain conditions.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.1.2, 1.3.1, 1.3.1.1, 1.3.7, 1.7.1, 3.3, 3.3.1.1, 3.7.1, 7.3.2, 7.3.8 &amp; 7.7.1.<br /> &lt;/pre&gt;<br /> = Who is authorised to participate in the activities of an ETSI Technical Group? =<br /> <br /> == Technical Body and Special Committee meetings ==<br /> To attend a Technical Body (TB) (e.g. a Technical Committee (TC), an ETSI Project (EP)), or a Special Committee (SC) meeting, the delegate shall fulfil one of the following criteria:<br /> <br /> * Represent an ETSI Full or Associate member or Counsellor<br /> * Represent an Applicant for Full or Associate membership who has formally submitted their application to the ETSI Secretariat (Applicant member), subject to the agreement of the ETSI Director-General<br /> * Represent an ETSI Partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement). (For further information on the 3 types of partnerships see Section 6.1 of this guide)<br /> * Attend as a Guest (non-member or ETSI Observer) following authorisation by the Chair for three TB/SC meetings or six months (whichever is the shorter)<br /> * Represent an Association which is a Full or Associate member, as an employee or as an elected official. A maximum of one nominated technical expert, from the member of the said Association, shall be allowed to attend a meeting, unless explicitly authorized by the Director-General on a case-by-case basis. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views.<br /> * Represent the European Commission (EC) or the European Free Trade Association (EFTA) as a Counsellor.<br /> * The above points also apply to Working Groups and Task Groups.<br /> <br /> ETSI Observers and Guests may present a document for information and answer questions related to the information provided in their document, if authorised by the Chair.<br /> <br /> ETSI Observers and Guests are '''not''' permitted to:<br /> <br /> * submit written contributions for discussion or decision<br /> * contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB<br /> * vote or have the possibility to take part in any decision-making process<br /> * subscribe to a TB mailing list or receive any working document, either during the meeting itself or between meetings or hold any leadership position.<br /> <br /> ----&lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI TWPs Clauses 1.4 and 1.8.1.<br /> &lt;/pre&gt;<br /> == TB/SC membership list ==<br /> <br /> Each TB/SC has an email exploder list to be used for discussion, dissemination and/or collection of information and for decision-making purposes outside of TB/SC meetings. Only delegates subscribed to the TB/SC membership list with their EOL account email address are considered members of the TB/SC. <br /> <br /> Upon registration to a TB/SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list if not already subscribed.<br /> <br /> Email exploder lists are also maintained for WGs (Working Groups), TGs (Task Groups) and SCs.<br /> <br /> Authorised Guests attending a TB/SC meeting shall not be subscribed to the membership list.<br /> <br /> A representative of an ETSI Partner organisation where ETSI has a signed partnership agreement may be subscribed according to the rules of the relevant agreement.<br /> ----&lt;pre&gt;References: ETSI TWPs Clauses 1.5.4 and 1.5.5<br /> &lt;/pre&gt;<br /> == Industry Specification Group meetings ==<br /> <br /> Representatives of an ETSI Full or Associate member, an ETSI Full or Associate Applicant member and an ETSI Partner are authorised to attend ISG meetings. <br /> <br /> Representatives of a non-ETSI member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Participant Agreement. Meeting fees are stipulated in the relevant ISG Participant Agreement and shall be paid prior to attendance of a meeting.<br /> <br /> ETSI Observer members may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement.<br /> <br /> A Counsellor is not required to sign an ISG agreement to be able to attend an ISG meeting.<br /> <br /> For a Guest to attend an ISG meeting on an exceptional and temporary basis, if invited or authorised by the ISG Chair.<br /> <br /> ISG Participants, Counsellors and Guests shall not vote, support new work items or hold an ISG leadership position. An ISG Participant may hold a Rapporteur position or a WG Vice-Chair position.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.4 to 3.4.7, 3.7.2<br /> &lt;/pre&gt;<br /> <br /> ==List of ISG members and Participants==<br /> <br /> Each ISG has a list of its Members, Participants and Counsellors that is available on the portal General Information page. <br /> <br /> ETSI member organisations are automatically added to this list upon registration to the relative ISG meeting. <br /> <br /> ISG Participant organisations are added to this list following the signature of the relevant ISG Participant Agreement. European Commission Counsellors are added upon request. <br /> <br /> &lt;pre&gt;References: ETSI TWPs Clause 3.5.4, 3.5.5.<br /> &lt;/pre&gt;<br /> <br /> ==Software Development Group meetings==<br /> <br /> Each Software Development Group has a relative Agreement that sets out the participation rules, budget mechanism, terms for code contribution. The SDG Agreement includes a Corporate Contribution License Agreement (CCLA) aligned with the terms of the Software License chosen for the SDG, which may differ from the ETSI IPR Policy. <br /> <br /> An ETSI Full and Associate member, or an applicant to ETSI Full or Associate membership who has signed the relevant SDG Agreement, may participate in the work of an SDG and have a right to vote at Plenary Meeting and Plenary Level. The right to vote at other levels is governed and the Detailed SDG Working Procedures.<br /> <br /> An Association which is a Full or Associate member shall be represented by their employees and elected officials. In addition, a maximum of one nominated technical expert, per meeting, shall be allowed to attend and participate and shall come from a member of the said Association, unless explicitly authorized by the Director-General on a case-by-case basis.<br /> <br /> If the SDG Terms of Reference indicates that participation of Observer members and/or non-ETSI members is permitted,participation in the technical work of an SDG is permitted, following the signature of the relevant SDG Agreement, and payment of the appropriate Annual Participation Fee.<br /> <br /> An ETSI Partner may attend SDG meetings and participate in the work subject to having signed the relevant SDG Agreement and having paid the appropriate Annual Participation Fee.<br /> <br /> A Counsellor may participate in technical work of an SDG after signing the relevant SDG Agreement.<br /> <br /> The relevant Detailed SDG Working Procedures stipulates the decision-making rights of SDG Participants.<br /> <br /> &lt;pre&gt;References: ETSI RoP Articles 1.2.2 to 1.2.4, 1.3 &amp; 1.5; TWPs clause 7.<br /> &lt;/pre&gt;<br /> <br /> =Meeting responsibilities: preparation, participation, reporting=<br /> <br /> ==Introduction==<br /> <br /> A Technical Group (TG) has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives. <br /> <br /> For a TG decision-making meeting (e.g. a plenary), the agenda shall be available at least 30 days beforehand.<br /> <br /> The ETSI Directives do not make a distinction between different meeting types, although the term “plenary” is used by ETSI TCs, ISGs and SCs.<br /> <br /> The ETSI portal Meeting application offers various types of meetings e.g., Plenary, Working Group, Rapporteur, Resolution etc.<br /> <br /> The principles of decision-making are based on consensus or vote.<br /> <br /> A Technical Group has the right to decide on:<br /> <br /> * number of WGs<br /> * frequency of meetings<br /> * organisation of rapporteur’s meetings<br /> * deadlines for submitting meeting agenda (other than TG decision-making meeting) and other documents for meetings<br /> * the way WGs and Rapporteur groups report to the TC/ISG/SC meeting, etc.<br /> <br /> A non-decision-making meeting of a Technical Group can be used to collect a snapshot of opinions of ETSI members and ISG Participants on a given item or topic.&lt;pre&gt;References: ETSI TWPs Clauses 1.1, 1.3.7, 1.7.1, 3.1 and 3.3.7.<br /> &lt;/pre&gt;<br /> == Before a Technical Group meeting ==<br /> The Chair shall ensure that the meeting invitation with all necessary logistical information and the draft meeting agenda will be available on the ETSI portal and that the TC/ISG/SC membership is notified at least thirty (30) days before a decision-making meeting.<br /> <br /> NOTE: The draft agenda for the first meeting of a new TC, SC or an ISG kick-off meeting is announced in a Collective Letter by the Secretariat, with at least thirty (30) days’ notice. It is the responsibility of the ETSI Secretariat or the Chair to disseminate the meeting invitation.<br /> <br /> Items for decision shall be included in the agenda such as:<br /> <br /> * New Work Item (NWI) proposals and draft deliverables for approval<br /> * Any topics in which voting will be required<br /> * The received Chair/Vice-Chair/WG Chair candidatures and the call for candidate’s contribution.<br /> <br /> The following items should also be considered for addition to the agenda, if relevant:<br /> <br /> * Contribution deadline<br /> * Meeting contributions uploaded (in agenda revisions)<br /> * Liaisons statements<br /> * Logistical information<br /> * Future meeting schedule.<br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5, 1.7.<br /> &lt;/pre&gt;<br /> ==During a Technical Group meeting==<br /> During a TG meeting, the Chair has the following responsibilities:<br /> <br /> * Open the meeting, welcome the delegates, announce any guests or observers<br /> * Make a call for IPR and a reminder of applicable anti-trust and competition laws (see Section 4 of the present guide for further details)<br /> * Remind delegates of the Code of Conduct for ETSI Members<br /> * Ensure a meeting secretary volunteers to draft the meeting report<br /> * Present the agenda and seek its approval<br /> * Report on the TC/SC//ISG work programme status, and make sure it is updated as appropriate<br /> * Endeavour to reach consensus on all issues<br /> * Launch, run, and evaluate the results of planned vote(s) (if any)<br /> * Ensure that all decisions and actions are recorded in the meeting report<br /> * Ensure that all decisions taken by Remote Consensus since the last meeting are recorded in the meeting report<br /> * Invite Rapporteurs and Liaison Officers to present their activities since the last meeting<br /> * Invite WG Chair(s) (if relevant) to present their Progress reports<br /> * Ensure the presence of each attendee is correctly recorded on the portal.<br /> &lt;pre&gt;References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2 to 2.3.4.<br /> &lt;/pre&gt;<br /> ==After a Technical Group meeting==<br /> <br /> Following each meeting a report should be provided within 30 days and shall include: <br /> <br /> * decisions, including the election of officials, approved or withdrawn deliverables, and change request decisions<br /> * actions<br /> * key discussion points<br /> * organisational changes to the structure of the TG<br /> * call for IPR disclosures<br /> * the dates and venues of forthcoming meetings<br /> * Attendee list as an Annex or hyperlink.<br /> <br /> If the meeting report is not available within 15 days after the end of the meeting, the Chair is required to provide a list detailing the key decisions and topics.<br /> <br /> The full meeting report should be provided within 30 days and requires the approval of the Technical Group.<br /> <br /> The Chair is also invited - for purposes of transparency - to update the status of Contributions on the portal. &lt;pre&gt;References: ETSI IPR Guide Clauses 2.3.2 to 2.3.5, ETSI TWPs 1.9.<br /> &lt;/pre&gt;<br /> <br /> == Technical Group Open Sessions ==<br /> A Technical Group may need to organise meetings/calls open to ETSI Members and non-Members. This type of meeting is called an Open Session, more details can be found at portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions <br /> <br /> The Chair ensures that the TG defines the Open Session scope, content, format, location and date. ETSI Secretariat will coordinate the request.<br /> <br /> ==European Standards and European standardisation deliverables in response to Standardisation Requests (SReqs)==<br /> ETSI may elaborate European Standards and European standardisation deliverables (TR, TS, ES or hEN) in response to SReqs to support the European legislation or policies, in accordance with the amended Regulation (EU) No 1025/2012, which is related to Regulation (EU) 2022/2480.<br /> <br /> The relevant ETSI Technical Group will engage with the National Standardisation Body Group (NSBG), the National Standardisation Organisation Group (NSOG) and the Annex III organisations throughout the Standardisation Request deliverables Approval Process (SRdAP).<br /> <br /> The European Commission consults ETSI during the drafting of a new Standardisation Request (SReq) that it considers may be of interest to ETSI. ETSI engages the appropriate TC or SC along with the National Standards Body Group (NSBG), the National Standards Organisation Group (NSOG) and the Annex III organisations. ETSI consults the ETSI Board as well the Operational Co-ordination Group (OCG) which acts as a forum for co-ordination and consists of all ETSI committee Chairs and Vice-Chairs. The NSBs take all the decisions by vote on the acceptance of SReqs (not the TG).<br /> <br /> The TC or SC proposes Work Item(s) identified for a Standardisation Request (WISR), once registered by the TC or SC, and the NSB members vote on the adoption or rejection of each WISR.<br /> <br /> Should the TC/SC decide at a later stage to stop a WISR, the ETSI Board is to be consulted before the request to stop the WISR is submitted to an NSBG vote.&lt;pre&gt;References: ETSI RoP Articles 20 &amp; 21, ETSI TWPs 2.2.2, Annexes A.5 and J.<br /> &lt;/pre&gt;<br /> ==ENAP (EN Approval Procedure)==<br /> <br /> This section only applies for ENs (European Standards) that are not related to a Standardisation Request. ETSI may elaborate European Standards (ENs) on a proposal from at least four (4) Full and/or Associate members.<br /> <br /> These ENs shall be adopted by the eligible National Standards Organisations (NSO) through a Public Enquiry and at least one Weighted National Voting procedure performed in a combined procedure by the eligible members of the National Standards Organizations Group (NSOG). <br /> <br /> Participation in the ENAP shall be restricted to the Annex III Organisations and to the NSO Group (NSOG).<br /> <br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2 to 2.2.1.3.<br /> &lt;/pre&gt;<br /> <br /> ==ENAP Resolution meetings ==<br /> The Chair shall: <br /> <br /> * Schedule a Resolution meeting when the final draft EN has been submitted to the combined Public Enquiry/Weighted National Voting procedure; it should take place within thirty (30) days after its closure<br /> * Send the invitation to the TB membership list at least thirty (30) days before the meeting<br /> * Cancel the Resolution meeting if no comments are received during the Public Enquiry or if only editorial comments are received and the vote is successful.<br /> &lt;pre&gt;References: ETSI RoP Article 13, ETSI TWPs Clauses 2.2.1.1.1 to 2.2.1.1.3, Annexes A.5, J and T.<br /> &lt;/pre&gt;<br /> =Responsibilities of the Chair on IPR, Antitrust Compliance and Confidentiality=<br /> <br /> ==General==<br /> <br /> One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. <br /> <br /> The Chair has a duty to remind the TB/SC/ISG members of their obligations to submit IPR disclosures.<br /> <br /> ==Responsibilities of the Chair on Intellectual Property Rights (IPR) ==<br /> <br /> At the beginning of a TB/SC/ISG meeting, the Chair shall perform the “Call for IPRs”. An example of a formal call for IPRs, as below: &lt;blockquote&gt;''“The attention of the members of this Technical Body is drawn to the fact that ETSI members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies’ IPRs.''<br /> <br /> ''The members take note that they are hereby invited:''<br /> <br /> ·      ''to investigate in their company whether their'' ''company does own IPRs which are, or are likely'' ''to become Essential in respect of the work of the Technical Body,''<br /> <br /> ·      ''to notify to the ETSI Director-General all potential IPRs that their company may own, by means of the IPR Information Statement and the Licensing Declaration forms through the ETSI IPR online database application at https://ipr.etsi.org. Only under exceptional circumstances and if instructed by the ETSI Secretariat, paper declarations may be allowed using the forms provided by the ETSI Secretariat.''<br /> <br /> ''Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures”.''&lt;/blockquote&gt;The Call for IPRs serves as a reminder of the obligations of TB/SC/ISG members in the disclosure of Essential IPRs in a timely fashion.<br /> <br /> Throughout the standardisation process, the Chair shall take the actions as laid down in the sections of the Guide on IPRs, to facilitate the identification of Essential IPRs.<br /> <br /> During the meeting a short reminder call for IPR disclosures should be made on:<br /> <br /> * the formal submission of a technical solution<br /> * the completion of the first stable draft of the standard<br /> * Working Group approval of a draft standard<br /> * TB/ISG approval of a draft standard.<br /> <br /> The meeting report shall clearly state that an IPR call, and any IPR reminders, has been made as well as any responses. If no responses were given, then also this should be recorded.<br /> <br /> The Chair shall inform the ETSI Legal Director of the existence of any Essential or potentially Essential IPR.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clauses 2.3, 2.3.2-2.3.4.<br /> Rules of Procedure, Annex 6: ETSI Intellectual Property Rights Policy.<br /> &lt;/pre&gt;<br /> <br /> ==Trade names and trademarks ==<br /> <br /> The use of trade names and/or trademarks that are asserted and/or registered by their owners for designating particular products or services should be avoided in ETSI deliverables. Instead a corresponding standard should be used or a correct designation or a generic description should be given. <br /> <br /> If, in exceptional circumstances, the use of trademarks/trade names cannot be avoided, the recommendations given on editHelp! website in the &quot;Use and reproduction of text, signs and material legally protected&quot; section should be followed.<br /> <br /> &lt;pre&gt;References: ETSI Directives/Drafting Rules Clause 4.2.<br /> &lt;/pre&gt;<br /> <br /> ==Copyrights in ETSI Deliverables==<br /> <br /> If, in exceptional circumstances, the use of copyrighted third-party material (text/figures) cannot be avoided, reproduction in ETSI deliverables requires the author’s authorisation and the copyrighted material shall be indicated by the symbol © and with proper acknowledgment of its owner.<br /> <br /> The Chair should instruct the Rapporteur to obtain the author’s authorisation using the template available from the editHelp web page.<br /> <br /> &lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3.5, ETSI Directives/Drafting Rules, Clauses 4.1 &amp; 4.3.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Antitrust Compliance==<br /> <br /> The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed, as per the Anti-trust and competition Statement at the beginning of a TB/SC/ISG meeting: &lt;blockquote&gt;''“The attention of the members of this Technical Body/ISG is drawn to the fact that ETSI activities are subject to all applicable antitrust and competition laws and that compliance with said laws is therefore required of any participant of this meeting including the Chair and Vice Chair(s). The leadership shall conduct the present meeting with impartiality. In case of questions, it is recommended that you contact your legal counsel”.''&lt;/blockquote&gt;The Chair shall not allow any discussion on commercial issues, in particular but not limited to, discussions on details of specific licensing terms and conditions, and any subject matter prohibited by competition law. It includes any discussions, communications or any other exchange of information, inside or outside of all ETSI meetings (e.g. informal discussions, social gatherings, corridor talks).&lt;pre&gt;References: Guide on Intellectual Property Rights, Clause 2.3, Guidelines for Antitrust Compliance Clause C.4.1.<br /> &lt;/pre&gt;<br /> <br /> ==Responsibilities of the Chair on Confidentiality==<br /> <br /> All documents and information provided in or for technical meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> <br /> Confidential information that has been incorporated in a Standard or Technical Specification shall be regarded as non-confidential from the moment of publication.<br /> <br /> Should the Chair become aware that confidential information has been disclosed in breach of a confidential disclosure agreement to which ETSI is a party, the Chair shall immediately inform the Secretariat.<br /> <br /> =Decision Making and Voting=<br /> <br /> ==Consensus and consensus-making ==<br /> <br /> Formal standardisation is a process which is open to any individual or organisation (member/participant/counsellor), and its results are produced in consensus with all interested parties.   <br /> <br /> Formal standardisation is inspired by international directives on standardisation, and is based on six principles for the development of international standards:  <br /> <br /> * transparency,  <br /> * openness,  <br /> * impartiality and consensus,  <br /> <br /> * effectiveness and relevance,  <br /> * coherence, and  <br /> * development dimension.  <br /> <br /> Within Europe, Regulation (EU) 1025/2012 – “the Standardisation Regulation” - places an added emphasis on facilitating the participation of all stakeholders in the standardisation process.<br /> <br /> Standards are, therefore, products of negotiation among all involved (and relevant) stakeholders, aimed at establishing a general agreement and the absence of sustained opposition. <br /> {| class=&quot;wikitable&quot;<br /> |With respect to the consensus-making process in ETSI, the Chair shall apply '''the definition of consensus:'''<br /> <br /> A general agreement, characterised by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting, and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering:<br /> <br /> * The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts.<br /> <br /> * Reaching consensus may take time, taking into account there are different stakeholders represented in a TG.<br /> * Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;.<br /> * In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> <br /> '''If consensus cannot be achieved, the Chair may decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SDG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).<br /> <br /> Contributions for Decision by Consensus in between meetings shall use the ETSI Remote Consensus tool. Those contributions shall be available at least seven (7) calendar days before the Remote Consensus starts and the minimum duration of the Remote Consensus is at seven (7) days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> {| class=&quot;wikitable&quot;<br /> |&lt;blockquote&gt;'''The definition of consensus shall be applied:''' <br /> <br /> A general agreement, characterized by the absence of sustained opposition to substantial issues by any important part of the concerned interest and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.<br /> <br /> '''NOTE: Consensus need not imply unanimity.'''&lt;/blockquote&gt;<br /> |}<br /> A Technical Group shall endeavour to reach consensus on all issues both during a meeting and/or in between meetings via the Remote Consensus portal application.<br /> <br /> The Chair (or Vice-chair or Rapporteur) should aim to facilitate the discussion in an independent manner, considering: <br /> *The objective is to obtain the largest consensus possible on the content of the standard and resolve potential conflicts. <br /> <br /> *Reaching consensus may take time, taking into account there are different stakeholders represented in a committee<br /> <br /> * Contributions for Decision by Remote Consensus in between meetings are to be available at least seven (7) calendar days before the start of the consultation period and the minimum duration of the remote consensus is at least (7) seven days. The Technical Group is to be informed of the results of the Decision within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *Different knowledge domains and backgrounds across committees may imply different &quot;languages and cultures&quot;. <br /> <br /> *In the case of sustained opposition, this opposition '''shall''' be made known before approval (verbally or in writing) and '''shall''' be recorded in the meeting report(s).<br /> '''If consensus cannot be achieved, the Chair can decide to take a vote which may be performed by a secret ballot either during a meeting or in between meetings.''' Before the vote, the TB/ISG/SC Chair shall provide a clear definition of the issues (e.g., TB/ISG/SC approval of a draft before publication).&lt;pre&gt;References: ETSI TWPs, 1.7, 3.7.7 and RoP Annex 1.<br /> &lt;/pre&gt;<br /> ==Technical Group vote during a meeting== <br /> <br /> *Electronic voting is recommended.<br /> *A vote shall be announced to the membership list at least 30 calendar days before the start of the voting period. <br /> *Only members who have registered to the meeting and are present (physically or remotely connected) may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives. <br /> *Voting by proxy is not permitted. <br /> *A Proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only.<br /> *In the case of an ISG, only Founding Members (as identified in Annex 2 of the ISG agreement) are eligible to vote during the kick-off period. Thereafter, all ISG Members are eligible to vote.<br /> *ISGs may have specific voting rules, as defined in the ISG Member agreement (e.g., non-weighted vote, simple majority voting, voting based on presence to previous ISG meetings).<br /> *Voting by proxy is not permitted.<br /> *The result of the vote shall be recorded in the meeting report.<br /> <br /> &lt;pre&gt;References: ETSI TWPs Clauses 1.5.4, 1.7.1, 1.7.1.1, 3.7.1-3.7.5.<br /> &lt;/pre&gt;<br /> ==Technical Group vote by correspondence in between meetings== <br /> <br /> *Electronic voting shall be used.<br /> *Only delegates subscribed to the TB/ISG/SC membership list with their EOL account email address will be considered members of the Technical Group.<br /> *The contribution submitted to the vote shall be announced to the membership list at least seven (7) calendar days before the start of the voting period.<br /> *The voting period shall be at least two (2) calendar days.<br /> *Only members who have registered to the meeting and are connected online may vote. For a TC, weighted voting applies.<br /> *All ISG Members are eligible to vote after the kick-off period. ISG voting rules are detailed in the ISG ToR Annex or in the ETSI Directives.<br /> *A proposal shall be deemed approved if seventy-one percent (71%) of the votes cast are in favour. If a 71% is not achieved the vote shall be re-calculated using the votes of Full members only. The rule may be different for ISGs, to be checked in the ISG ToR Annex or in the ETSI Directives.<br /> *The Technical Group has to be informed of the results of the vote within seven (7) calendar days and recorded in the meeting report of the following meeting.<br /> *The result of the vote shall be disseminated by the Chair to the membership list within seven (7) calendar days and recorded as a decision taken by correspondence in the report of the following meeting.<br /> <br /> &lt;pre&gt;References: ETSI TWPs, Clauses 1.5.5, 1.7.1.2, 1.7.1.3, 3.5.5, 3.7.1 to 3.7.4, 3.7.6 <br /> &lt;/pre&gt;<br /> ==Appointment for the position of Chair/Vice-Chair or WG Chair==<br /> <br /> === General===<br /> <br /> In the case where there is more than one candidate for the position of a Chair/Vice-Chair/WG Chair position, a secret ballot shall be used. <br /> <br /> If no candidate is elected after a first vote, a second or third ballot may be required.<br /> <br /> In the case there is only one candidate for a Chair/Vice-Chair/WG Chair position, appointment by consensus is required which can take place during a meeting, or in between meetings using the Remote Consensus tool.<br /> <br /> The procedures for the election of a TB/SC Chair/Vice-Chair/WG Chair described in TWPs, Clauses 1.3.1.1 and 1.3.1.2 shall apply.<br /> <br /> The procedures for the election of an ISG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 3.3.1.1 and 3.3.1.2 shall apply.<br /> <br /> The Chair of an ISG shall be a delegate of an ISG Member organisation with the status of Full or Associate member.<br /> <br /> The procedures for the election of an SDG Chair/Vice-Chair/WG Chair described in TWPs, Clauses 7.3.2.1 and 7.3.2.2 shall apply.<br /> =External cooperation with ETSI Partners=<br /> <br /> ==Overview of partnership agreements==<br /> <br /> When there is a need for the establishment of a partnership agreement, the Technical Group is advised to consult the ETSI partnership policy framework and the Partnership Engagement Process (PEP). The Chair will be accompanied by the ETSI Secretariat in the establishment process. <br /> <br /> The Chair should be aware of all relevant partnership engagements with other organisations and the Technical Group abides by the partnership engagements.<br /> <br /> There are three different types of partnership agreements depending on partnership engagement:<br /> {| class=&quot;wikitable&quot;<br /> !Engagement<br /> !Main Focus <br /> !ETSI TWPs&lt;br&gt;Clauses <br /> ! Examples, comments<br /> |-<br /> |'''Type 1'''&lt;br&gt;'''Letter of Intent''' (LoI)<br /> |First step towards formalising contacts with a new partner.<br /> |1.8.1.1.1<br /> |<br /> |-<br /> |&lt;br&gt;'''Type 2'''&lt;br&gt;'''Memorandum of Understanding'''&lt;br&gt;(MoU)&lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity]<br /> | - Political&lt;/nowiki&gt;&lt;br&gt;- Marketing&lt;br&gt;- Technical<br /> |Establishment of a framework enabling exchange of information on technical grounds and identification of areas of mutual interest.<br /> |1.8.1.1.2<br /> |-<br /> |&lt;br&gt;'''Type 3'''&lt;br&gt;'''Co-operation Agreement''' (CA)&lt;br&gt; &lt;br&gt;&lt;nowiki&gt;[Partner shall be a legal entity and an IPR Policy Check performed to determine the compatibility of the Partner’s IPR Policy with ETSI’s]&lt;/nowiki&gt;<br /> - Political&lt;br&gt;- Marketing&lt;br&gt;- Technical&lt;br&gt;<br /> |Enabling technical collaboration with the possibility of Supplements to a CA.&lt;br&gt;<br /> |&lt;br&gt;1.8.1.1.3<br /> |ESOs. A synthetic view of each mode is in TWPs, P Annex 3. (https://portal.etsi.org/Resources/ETSI-Directives)&lt;br&gt;&lt;nowiki&gt;- [PAS Process Guide](&lt;/nowiki&gt;https://etsi.org/images/files/ETSI_PAS_Process_Guide.pdf)&lt;br&gt;&lt;nowiki&gt;- [PAS brochure](&lt;/nowiki&gt;https://www.etsi.org/images/files/Brochures/ETSI-Brochure-PAS.pdf)&lt;br&gt;- ETSI web page regarding PAS – see Section 6.2.2 of this guide.<br /> |-<br /> |<br /> |'''Supplements'''<br /> |1.8.1.2<br /> |<br /> |-<br /> |<br /> |'''Materials Supplement'''&lt;br&gt; - Incorporation of published text and graphics from the other party into a document.<br /> |&lt;br&gt;1.8.1.2.1<br /> |<br /> |-<br /> |<br /> | '''Working Supplement'''&lt;br&gt; - Joint production of deliverables.<br /> |1.8.1.2.2<br /> |<br /> |-<br /> |<br /> |'''PAS Supplement'''&lt;br&gt; - Adoption of identified Partner’s PASs into ETSI TR(s) or TS(s).<br /> |&lt;br&gt;1.8.1.2.3<br /> |<br /> |}<br /> == ETSI Cooperation Agreements and Supplements==<br /> <br /> ===General Information ===<br /> <br /> Only a Cooperation Agreement can include a PAS (Publicly Available Specification) Supplement, a Working Supplement or a Materials Supplement for the following purposes: <br /> <br /> * PAS Supplement enables the ETSI Partner to submit its publicly available specifications to ETSI for adoption into an ETSI TR or TS.<br /> * Working Supplement allows for the creation of a joint document.<br /> * Materials Supplement allows for incorporation of text and graphics from the ETSI Partner into an ETSI document.<br /> <br /> ===PAS (Publicly Available Specification) Process===<br /> <br /> An ETSI Partner who has signed a Cooperation Agreement and a PAS Supplement can submit its publicly available specifications to ETSI. <br /> <br /> The ETSI Partner submits the specification and the PAS work item form to the Board which allocates them to a Technical Group, in coordination with the OCG. The Technical Group shall create the corresponding PAS Work Item immediately after the Board allocation decision, before starting any work.<br /> <br /> The Technical Group will conduct the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.<br /> <br /> A PAS Process Guide is available for download describing the process and its benefits.<br /> <br /> ===Participation of an ETSI Partner representative in ETSI meetings===<br /> <br /> Partnership agreements may allow for cooperative interworking between ETSI Technical Groups and the Partner, and the attendance of a Partner representative per meeting. This attendance rule also applies to ETSI’s participation in the Partner organisation. This has to be carefully checked for each agreement. <br /> <br /> The ETSI Partnership portfolio is available for consultation.<br /> <br /> Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of the 5 modes of cooperation is available in the TWPs, Annex P.<br /> <br /> Full overview of the ETSI Partnership Engagements can be found in the TWPs, Annex R.<br /> <br /> List of Partnerships agreements.<br /> <br /> Description of the Partnership Engagement Process.<br /> <br /> ===Liaison Statements when there is no Partnership Agreement===<br /> <br /> Exchange of liaison statements between ETSI Technical Groups and external bodies are to be encouraged as a first step. <br /> <br /> If such liaisons reach the point where the two bodies concerned are going to exchange technical documents, then the need for a formal Partnership Agreement should be investigated.<br /> <br /> ===A joint meeting with an organisation that has no Partnership Agreement with ETSI===<br /> <br /> An ETSI Technical Group (TG) can hold joint meetings with an organisation that has no Partnership Agreement with ETSI. This may happen when the ETSI TG and the other organisation identify a potential future collaboration, before the need for a formal partnership. <br /> <br /> The joint meeting may contain technical discussions, but shall not be used for the approval of drafts or decisions aiming at modifying drafts. No TG working draft can be discussed unless it is publicly available. Therefore, a set of basic rules and principles must be followed to comply with the ETSI TWPs and to remain in a safe zone from the legal standpoint.<br /> <br /> * This type of meeting is called an Open session described above, more details can be found at https://portal.etsi.org/TB-SiteMap/OCG/TG-Open-Sessions.<br /> <br /> ==Cooperation between ETSI Technical Groups==<br /> <br /> An ETSI Chair should pay special attention to the rules for cooperation between TBs, SCs and ISGs as detailed in the table below: <br /> <br /> {| class=&quot;wikitable&quot;<br /> !Cooperation between TBs and ISGs<br /> !Type of cooperation <br /> |-<br /> |Between TBs/SCs<br /> | - Liaison officer &lt;br&gt; - Liaison statement &lt;br&gt; - Joint meeting(s) <br /> |-<br /> | TBs/SCs with ISGs &lt;br&gt;Between ISGs<br /> | - Liaison officer from one ISG or TB/SC can attend another ISG meeting only if the organisation of the Liaison officer has signed the ISG agreement<br /> - Only working drafts available in the Open Area may be exchanged<br /> |-<br /> |Between ISGs<br /> | - Liaison statements<br /> - Joint meeting – see section Open Session<br /> <br /> - Only working drafts available in the Open Area may be exchanged<br /> |}<br /> <br /> =Chair’s Responsibilities – Operational Coordination Group (OCG)=<br /> <br /> ==General==<br /> <br /> The Operational Coordination Group (OCG) acts as a focal point and a forum for co-ordination of and between the Technical Bodies (Technical Committees (TCs), ETSI Projects (EPs), Industry Specification Groups (ISGs), Software Development Groups (SDGs) and Coordination Groups (CGs), and between the TBs, ISGs, SDGs, CGs and the Secretariat. <br /> <br /> The OCG provides an opportunity for Chairs and ETSI representatives to CGs to exchange information and experiences, to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.<br /> <br /> The OCG shall resolve, as far as possible, any duplication of effort or conflict of technical views between the TBs/ISGs to reinforce co-operation between the Technical Organisation, the ISGs and the CGs.<br /> <br /> A Chair will be periodically requested to report to the OCG and the Board on the progress, topics for decision and any issues.<br /> <br /> &lt;pre&gt;References: ETSI TWP Clauses 4 &amp; 5<br /> &lt;/pre&gt;<br /> <br /> ==The Chair’s role in the OCG==<br /> <br /> OCG meetings are open to Technical Group Chairs, and meetings are called as required to fulfil the duties as mentioned above. <br /> <br /> Periodically (typically every two years), each TB, SC, EP and ISG Chair is required to present progress reports to the Board meeting.<br /> <br /> =STF/TTF Management and Chair’s responsibilities=<br /> <br /> An active contribution of the Technical Group (TG) Chair is required in the phases listed below:<br /> <br /> ==Drafting the STF/TTF Terms of Reference==<br /> <br /> The Chair makes sure that a new Special Task Force or Testing Task Force (STF/TTF) proposal, including the related Work Items, is supported by at least four (4) ETSI members and approved by the Technical Group, irrespective of the funding source.<br /> <br /> ==STF/TTF Work plan==<br /> The work plan included in the STF/TTF Terms of Reference (ToR) is established by the TG Chair, in consultation with the ETSI Secretariat.<br /> <br /> ==Submission of STF/TTF proposal funded by ETSI (Funded Work Programme) ==<br /> <br /> ETSI Secretariat notifies the OCG biannually with the allocation process and calendar. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in quarter three for (Y+1), and in quarter two (Y) (depending on the ETSI budget contingency, and for urgent requests only).<br /> <br /> ===Submission of STF proposal funded by EC/EFTA ===<br /> <br /> First, the ETSI Secretariat notifies the OCG of the EC schedule and process for the submission of: <br /> <br /> * Spontaneous STF proposals for a first assessment by the EC, with the required EC technical proposal template (twice a year)<br /> <br /> * Opening of European Innovation Council and SMEs Executive Agency (EISMEA) calls (e.g. 3 times a year).<br /> <br /> Secondly, the ETSI Secretariat informs the OCG of each EISMEA call of:<br /> <br /> * Topics selected by the EC<br /> * Deadline for EISMEA proposal submissions<br /> * Required EISMEA template.<br /> <br /> Then, EISMEA evaluates the relevance, quality and impact of the STF proposal. For each criterion there is a threshold which shall be met to receive a positive assessment from EISMEA. If the assessment is positive, ETSI Secretariat and EC/EFTA finalise the process and the STF may begin.<br /> <br /> ===Submission of TTF proposal===<br /> <br /> TTF proposals are under the ETSI budget and can be submitted by the end of summer (e.g. 2 weeks before the ETSI September Board meeting). An email is sent biannually to the OCG by the CTI Director with the allocation process and calendar. <br /> <br /> The Technical Group Chair is to liaise with the CTI Director at each step of the TTF proposal submission.<br /> <br /> The initial TTF ToR (at least the Part 1) should be sent to the CTI Director before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.<br /> <br /> The CTI Director presents and justifies the full TTF Roadmap  at the September Board/OCG meeting.<br /> <br /> If the TTF is approved, the TTF ToR Part 2 and the corresponding work items have to be approved by the Technical Group, before starting the call for experts’ process.<br /> <br /> ==Recruitment of the STF/TTF experts==<br /> <br /> Applications from ETSI members active in the Technical Group are encouraged. <br /> <br /> The ETSI Secretariat (Technical Officer (TO) and Head of Funded Activities) and the Chair should assess the applications and draw up a short list of candidates. In the case of TTFs, the CTI Director must be represented as well.<br /> <br /> To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and/or the Chair of the Working Group directly concerned by the STF/TTF activity and who belong to an organisation that has an interest in applying for selection as a service provider to a funded STF/TTF, shall declare this to the Board and subsequently be excluded from all discussions and decisions related to the selection of the service providers.<br /> <br /> ==STF/TTF Preparatory Meeting (Experts’ interview)==<br /> <br /> The TG Chair should attend the preparatory meeting with the selected experts, decide on the draft Work Plan and allocation of resources and check the Milestones. This should be done in coordination with the ETSI Head of Funded Activities and the TO and, in the case of a TTF, the CTI Director.<br /> <br /> ==Monitoring STF/TTF progress==<br /> <br /> The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General (DG) in consultation with the relevant TG Chair. The STF/TTF leader acts as the interface with the DG for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TG Chair for technical control. It is recommended that a Steering Group (SG) is set up, its main role is to provide technical support input and guidance during the lifecycle of the STF/TTF. It is essential to ensure the timely approval of the STF/TTF deliverables by the TG.<br /> <br /> ==STF/TTF Reporting==<br /> <br /> The Reference Body approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by the ETSI Director-General.<br /> <br /> ==Closing the STF/TTF==<br /> <br /> When the Final STF/TTF report is approved by the Reference Body, feedback is given to the Head of Funded Activities, and the CTI Director in case of a TTF, and the STF/TTF is closed.<br /> <br /> &lt;pre&gt;References: TWPs 1.10.1 to 1.10.9, Annex H, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> =EC/EFTA cooperation and Chair's responsibilities =<br /> The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardisation issues.<br /> <br /> The TB/SC/ISG Chair should be aware of all the relevant communications between ETSI and the EC. The TB/SC/ISG Chair should also consider/verify relevant contributions of the TB/ISG to EC/EFTA Annual Union Work Programme (AUWP), the Rolling Plan for ICT Standardisation (ICT RP) and any other EU policy, when requested by ETSI Secretariat, e.g. twice a year.<br /> <br /> The ICT RP Standardisation is a bottom-up approach: the standardisation community (not only ETSI), represented in the Multi-Stakeholder Platform (MSP), provides a programme of standards or other deliverables in support of EU policy objectives. It gives an overview of ongoing standardisation work, e.g. needs and gaps. ETSI as a member of the Multi-Stakeholder Platform (MSP) is included in the MSP consultation.<br /> <br /> Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP).<br /> <br /> The AUWP is a top-down approach from the EC and reflects EC expectations, e.g. Standardisation Requests (SReq). The main goal of contributing to the AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). The AUWP is adopted after having conducted EC consultation with relevant stakeholders: ESOs, Member States and Annex III organisations (see Regulation 1025/2012). In many cases, a pre-condition for a Standardisation Request is an item in the AUWP. On the other hand, the AUWP is not binding for the EC.<br /> <br /> The ETSI Secretariat coordinates the response to the AUWP, the Rolling Plan for ICT Standardisation and any other EU policy. Information is shared among the ETSI members through the ETSI OCG and relevant ETSI BOARD meetings.<br /> <br /> &lt;pre&gt;References: <br /> AUWP: https://ec.europa.eu/growth/single-market/european-standards/notification-system_en<br /> ICT RP:https://joinup.ec.europa.eu/collection/rolling-plan-ict-standardisation/<br /> &lt;/pre&gt;<br /> =ETSI working tools and services=<br /> ETSI offers a set of electronic means to work and collaborate via the [https://portal.etsi.org/home.aspx ETSI portal] for which an [https://portal.etsi.org/CreateAccount#/home ETSI on-line (EOL) account] (username and password) is required.<br /> <br /> Guidance on how to use these electronic tools is available from the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including FAQs. Some examples of ETSI tools and services:<br /> <br /> * [https://portal.etsi.org/webapp/TBMembershiplist/ Membership/Exploder Lists]<br /> * The [https://portal.etsi.org/webapp/workprogram/SimpleSearch/QueryForm.asp ETSI Work Programme (EWP)] enables to search the TB/SC/SDG/ISG work programme and download ETSI working drafts/publications.<br /> * [http://webapp.etsi.org/MeetingManagement/ Meetings management] and contributions handling<br /> * [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions.<br /> * The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application includes several types of formal Voting procedures (as opposed to consensus gathering) which are predefined e.g. vote for the approval of a draft, selecting a technology and electing officials.<br /> * The [https://portal.etsi.org/webapp/EApproval/ e-Approva]l application is the means for voting on SRdAP topics, draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonised European Standards. The consultation of comments and/or results of votes on such documents is also possible.<br /> <br /> =ETSI Secretariat Contacts=<br /> <br /> The Chair is encouraged to contact the ETSI TO with regards to requests involving ETSI Secretariat services, as detailed in the table below.<br /> {| class=&quot;wikitable&quot;<br /> ! Secretariat team<br /> !Role<br /> ! Web page<br /> |-<br /> |Committee Support Staff Standards Development Centre (SDC)<br /> |Secretariat support to the technical organisation and Standardisation Requests coordination.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff&lt;nowiki/&gt; Contacts: <br /> [mailto:ESPsupport@etsi.org ESPsupport@etsi.org];<br /> <br /> [mailto:ISGsupport@etsi.org ISGsupport@etsi.org];<br /> <br /> [mailto:SRteam@etsi.org SRteam@etsi.org]<br /> <br /> |-<br /> |Centre&lt;nowiki/&gt; for Tes&lt;nowiki/&gt;ti&lt;nowiki/&gt;ng and Inte&lt;nowiki/&gt;roperability (CTI)&lt;nowiki/&gt;<br /> | Support of the validation of base standards and the development of test specifications.<br /> |[https://portal.etsi.org/Services/Centre-for-Testing-Interoperability https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/] <br /> Cont&lt;nowiki/&gt;act:<br /> [mailto:CTI&amp;#x20;support@etsi.org CTI_support@etsi.org]<br /> |-<br /> |Software and Standards (SNS) <br /> |Secreta&lt;nowiki/&gt;&lt;nowiki/&gt;riat support to software development groups.<br /> |Contact: [mailto:SDGsupport@etsi.org SDGsupport@etsi.org]<br /> |-<br /> |editHelp! <br /> |Support and guidance for the drafting and finalisation of ETSI deliverables. <br /> |https://portal.etsi.org/Services/editHelp&lt;nowiki/&gt; <br /> Contact: [mailto:EditHelp@etsi.org editHelp@etsi.org]<br /> |-<br /> |IT Help&lt;nowiki/&gt;desk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |Contact: [mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaison with the Official member contact.<br /> |https://www.etsi.org/membership&lt;nowiki/&gt; <br /> Contact: [mailto:Membership@etsi.org membership@etsi.org]<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects.<br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> Contact: [mailto:Stflink@etsi.org stflink@etsi.org]<br /> |-<br /> |Communications<br /> |Management of the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Management of the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom&lt;nowiki/&gt; <br /> Contacts: [mailto:COM@etsi.org COM@etsi.org]; [mailto:Info@etsi.org info@]&lt;nowiki/&gt;[mailto:Info@etsi.org etsi.org]<br /> |-<br /> |Events<br /> |Management of the endorsements of events (seminars, plugtests, webinars) and negotiation of special conference rates (speaking slots and stands).<br /> Organisation and promotion of ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt; <br /> Contact: [mailto:Events@etsi.org events@etsi.org]<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. <br /> Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal <br /> Contact: [mailto:Legal@etsi.org legal@etsi.org]<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships <br /> Contact: [mailto:Partnerships@etsi.org partnerships@etsi.org]<br /> |}<br /> <br /> =Annex 1 - Abbreviations=<br /> <br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> * AUWP Annual Union Work Programme<br /> * CA Co-operation Agreement<br /> * CG Coordination Group<br /> * CTI ETSI Centre for Testing and Interoperability team<br /> * DG ETSI Director General<br /> <br /> * EC European Commission<br /> * EDRs ETSI Drafting Rules<br /> * EG ETSI Guide<br /> * EFTA European Free Trade Association<br /> * EISMEA European Innovation Council and SMEs Executive Agency<br /> * EN European Standard<br /> * ENAP EN Approval Procedure<br /> * EOL ETSI on-line<br /> * EP ETSI Project<br /> * EPP ETSI Partnership Project<br /> * ES ETSI Standard<br /> * ETSI European Telecommunications Standards Institute<br /> * EWP ETSI Work Programme<br /> * FRAND Fair Reasonable and Non-Discriminatory<br /> * GA General Assembly<br /> * GR Group Report<br /> * GS Group Specification<br /> * ICT RP ICT Standardisation Rolling Plan<br /> * IPR Intellectual Property Right<br /> * ISG Industry Specification Group<br /> * LOI Letter of Intent<br /> * LS Liaison Statement<br /> * MOU Memorandum of Understanding<br /> * NSBG National Standardisation Bodies Group<br /> * NSOG National Standards Organisations Group<br /> * NWI New Work Item<br /> * OCG Operational Co-ordination Group<br /> * OPS ETSI Operations Division<br /> * PAS Publicly Available Specification<br /> * PEP Partnership Engagement Process<br /> * RoP ETSI Rules of Procedure<br /> * SC Special Committee<br /> * SDG Software Development Group<br /> <br /> * SG Steering Group<br /> * SEP Standard Essential Patents<br /> * SNS ETSI Software and Standards team<br /> * SR Special Report<br /> * SRdAP Standardisation Request deliverables Approval Process<br /> * SReq Standardisation Request<br /> * STF Special Task Force<br /> * TB Technical Body<br /> * TG Technical Group<br /> * TC Technical Committee<br /> * TO Technical Officer<br /> * ToR Terms of Reference<br /> * TR Technical Report<br /> * TS Technical Specification<br /> * TTF Testing Task Force<br /> * TWPs Technical Working Procedures<br /> <br /> * WG Working Group<br /> * WISR Work Item Standardisation Request<br /> <br /> <br /> <br /> ----<br /> <br /> ETSI 650, Route des Lucioles 06921 Sophia Antipolis CEDEX, France Tel +33 4 92 94 42 00 [mailto:info@etsi.org info@etsi.org] http://www.etsi.org</div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=120 2023-01-03T11:10:41Z

<p>Clarkel: /* Useful links to find out more  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br /> Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide Rapporteur's guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=119 2023-01-03T11:08:13Z

<p>Clarkel: /* Useful links to find out more  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br /> Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur's guide[https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=118 2023-01-03T11:06:43Z

<p>Clarkel: /* Useful links to find out more  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br /> Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur's guide[https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=117 2023-01-03T11:03:30Z

<p>Clarkel: /* Useful links to find out more  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br /> Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur's guide[https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide]<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=116 2023-01-03T10:58:48Z

<p>Clarkel: /* Useful links to find out more  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br /> Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur's guide[https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=115 2023-01-03T10:56:23Z

<p>Clarkel: /* Useful links to find out more  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br /> Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/Rapporteurs-guide].<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=114 2023-01-03T10:50:55Z

<p>Clarkel: /* Preparing for an ETSI meeting (physical or online)  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br /> Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur’s.<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=113 2023-01-03T10:48:29Z

<p>Clarkel: /* Contributing to the technical activity */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br />  Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur’s.<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=112 2023-01-03T10:45:56Z

<p>Clarkel: /* Industry Specification Groups (ISGs)  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> * ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as   confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br />  Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur’s.<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=111 2023-01-03T10:44:01Z

<p>Clarkel: /* Participation in TB or SC technical activities  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> * Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as   confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br />  Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur’s.<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

Clarkel https://ocgwiki.etsi.org/index.php?title=Delegate%27s_Guide&diff=110 2023-01-03T10:41:33Z

<p>Clarkel: /* Code of Conduct  */</p> <hr /> <div>== Outline ==<br /> <br /> The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of an ETSI Delegate.<br /> <br /> It has been formatted to be used as a quick reference guide together with the ETSI Directives ([https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ ETSI-Directives]). If in any doubt regarding the application of the correct procedures, the ETSI Secretariat can always provide guidance. <br /> <br /> The scope of this guide covers all ETSI Industry Specification Groups (ISGs); Technical Bodies (TBs) and Special Committees (SCs). It does not cover Partnership Projects (e.g. 3GPP and oneM2M).<br /> <br /> == Rights, Obligations and Responsibilities of a delegate ==<br /> <br /> === ETSI Intellectual Property Rights (IPR) and Antitrust Compliance policies ===<br /> Delegates participating in the technical work of ETSI shall be aware of ETSI IPR policy and Antitrust Compliance policies. &lt;pre&gt;References: Rules of Procedures, Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5, ETSI IPR Policy Annex 6, Guidelines for Antitrust Compliance. <br /> &lt;/pre&gt;<br /> <br /> === Code of Conduct ===<br /> ETSI encompasses the key principles of international standardization: consensus, transparency, openness, impartiality, effectiveness, relevance, and coherence. <br /> <br /> At ETSI the respect of other delegates, the Secretariat and the professional culture of standardization is foremost: <br /> * Discussions and debates should take place in a moderate, professional, respectful and friendly manner, without prejudice.  <br /> * All delegates, participants and guests are expected to act in good faith and with due care and diligence, avoid collusive, anticompetitive, or dominant behaviour and promote a culture of fair and ethical behaviour. <br /> * Speakers should not be interrupted; delegates may speak once recognised by the convenor of the call or meeting. <br /> * The views of all meeting attendees (including those whose first language is not English) should be heard and understood. <br /> * The concepts of consensus-building in the development of ETSI standards should be upheld. <br /> <br /> * Delegates are invited to actively participate in the work of ETSI, providing timely contributions uploaded to the ETSI portal. <br /> * Delegates are to inform the Chair or the Secretariat of any issues requiring escalation so a solution may be reached.  <br /> * All delegates and guests are to refrain from debate and discussion that is disrespectful, threatening (mental or physical), or otherwise unprofessional in tone or which is offensive to other participants.  <br /> <br /> == Technical Organisation, SCs and ISGs  ==<br /> <br /> === Introduction ===<br /> The Technical Organisation of ETSI comprises three (3) types of Technical Bodies, designated either as an ETSI Project (EP), a Technical Committee (TC) or an ETSI Partnership Project (EPP) who all provide a forum for technical discussion, prepare the work programme and produce ETSI deliverables. <br /> <br /> A Technical Body (TB) is the primary decision-making centre for all matters that fall within its Terms of Reference (ToR) and may establish Working Groups (WGs), if required. <br /> <br /> A Special Committee (SC) may be established by the General Assembly (GA) for defined tasks and follows the same rules as TBs (as per the ETSI Technical Working Procedures (TWPs)) unless otherwise stipulated in their ToR. <br /> <br /> Industry Specification Groups (ISGs) exist alongside the current Technical Organisation supplementing the existing standards development process. An ISG is an activity organized around a set of ETSI Work Items addressing a specific technology area as defined in the ToR  and may establish Working Groups where appropriate.&lt;pre&gt;References: ETSI TWPs clauses 1.1, 3.1 and ETSI RoP Article 7.<br /> &lt;/pre&gt;<br /> <br /> === Participation in TB or SC technical activities ===<br />  Participation in the technical work is governed by the ETSI’s TWPs which are part of the ETSI Directives.<br /> * Delegates from ETSI Full or Associate members have the right to participate in any ETSI TB or SC meetings, access documents and provide contributions. <br /> * Associations which are Full or Associate members shall be represented by their employees and elected officials. Technical experts of an Association attending ETSI meetings shall only represent that Association’s views. A maximum of one (1) nominated technical expert per meeting shall be allowed to attend and participate in meetings.   <br /> * A delegate may only represent one (1) organisation during a TB or SC meeting and shall not change their registration from one (1) organisation to another during the meeting. <br /> * Delegates subscribed to the TB or SC membership list with their EOL account email address are eligible for voting by correspondence. <br /> * Upon registration to a TB or SC meeting, each delegate (ETSI Full or Associate member or Counsellor) will be automatically subscribed to the TB/SC membership list, if not already subscribed. <br /> <br /> * An applicant for Full or Associate membership (Applicant member), who has formally submitted their application to the ETSI Secretariat may attend ETSI TB or SC meetings subject to the agreement of the ETSI Director-General.  <br /> * Representative of an ETSI partner organisation where ETSI has a signed partnership agreement (according to the rules of the relevant agreement) may attend ETSI TB/SC meetings. <br /> Guests may attend ETSI TB or SC meetings as a non-member or as an ETSI Observer, following authorisation by the TB Chair for three TB/WG meetings or six months (whichever is the shorter) and be in receipt of the meeting information from the Secretariat. &lt;pre&gt;References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and 1.5. ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5 and 1.8.1.<br /> &lt;/pre&gt;<br /> <br /> === Industry Specification Groups (ISGs) ===<br /> The main difference with the Technical Organisation is that an Industry Specification Group Agreement sets out the operation rules, budget mechanism, voting rules etc., for each ISG: <br /> * ETSI Full and Associate Members may participate in the work of any ISG without needing to sign an ISG Agreement. <br /> * The right to vote is reserved only for ISG Members. The voting rules for each ISG are defined in the ISG ToR.  <br /> * Participation of non-ETSI members in the technical work of an ISG is subject to the signature of the relative ISG Participant Agreement. <br /> <br /> * The ISG Participant Agreement imposes the ETSI IPR Policy. <br /> * Meeting fees are stipulated in each ISG Participant Agreement, Annex 5, these shall be paid prior to attendance of a meeting <br /> * ISG Participants can ONLY access the ISG documents of the ISG(s) for which the agreement(s) has been signed. <br /> * ISG Participants may hold Rapporteur positions. <br /> * The candidature of an ISG Participant for an official ISG role is not permitted. <br /> <br /> * Counsellors and non-members shall not support new work items, vote or hold an ISG leadership position. <br /> * ETSI Observers may attend meetings of an ISG and participate in the work without the right to vote subject to having signed the relevant ISG Participant Agreement. <br /> * For a Guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to ETSI TWPs clause 3.4, Annex 2 and [https://docbox.etsi.org/Board/Board%20Decisions Board Decision (D-B108/8)] shall be adhered to. <br /> ISG Guests may not be subscribed to the ISG membership list. &lt;pre&gt;References: ETSI TWPs clauses 3.4, 3.5 and 3.7. <br /> &lt;/pre&gt;<br /> <br /> === Contributing to the technical activity ===<br /> * Contributions related to drafting of deliverables shall comply with [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules.] <br /> * All documents and information provided in or for TB/ISG/SC meetings shall be considered non-confidential unless the information (in written form AND is identified AND accepted by the Chair) has been labelled as   confidential. <br /> * Delegates shall follow the Technical Working Procedures on the submission of contributions. Special attention shall be given to the purpose of the contribution: Decision, or Discussion, or Information. <br /> <br /> * ETSI Observers and ETSI non-members may present a document for Information, answer questions related to the information provided in their document, ask questions during the meeting and give information or a point of view, if invited by the Chair. <br /> * ETSI Observers are not permitted to: <br /> ** submit written contributions for discussion or decision. <br /> ** contribute in any way to the work on the deliverables, Change Requests and/or Work Item of the respective TB/ISG/SC.<br /> ** vote or have the possibility to take part in any decision-making process.<br /> ** subscribe to a TB or SC mailing list.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.4, 1.5.4 and 1.5.5.<br /> &lt;/pre&gt;<br /> <br /> == ETSI Working Tools ==<br /> <br /> === ETSI On-Line account ===<br /> Most of ETSI’s work is carried out by electronic means – by email exploder lists and via the [https://portal.etsi.org/home.aspx ETSI portal.] <br /> <br /> An ETSI On-Line (EOL) account is required to access most areas such as the ETSI portal.  <br /> <br /> [http://webapp.etsi.org/createaccount/ Apply for an ETSI online account] (username &amp; password) [http://portal.etsi.org/pwdretrieval/Default.aspx Reset my password] or [https://portal.etsi.org/ChangePassword.aspx Change my password]. <br /> <br /> [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp Update my personal contact details] in the ETSI database.<br /> <br /> === ETSI portal ===<br /> The tabs Meetings, Contributions, Work Programme and Drafts are the most relevant areas on a TB/ISG/SC portal page. <br /> * [https://portal.etsi.org/webapp/TBMembershipList/ Subscribe] to a TB/ISG e-mail/membership list under Email archives.<br /> * See [http://help.etsi.org/index.php?title=Contributions_application help page] for the Contribution’s application.<br /> * See [http://help.etsi.org/index.php?title=Latest_Drafts help page] on Latest draft application.<br /> <br /> * View [https://portal.etsi.org/People/CommiteeSupportStaff.aspx contact details for ETSI committee support staff.] <br /> * View all ETSI meetings in the [https://portal.etsi.org/Meetings.aspx#/ Meeting Calendar database.] <br /> * See additional guidance on the [http://help.etsi.org/index.php?title=Overview portal wiki help pages] including [http://help.etsi.org/index.php?title=FAQs FAQ].<br /> <br /> === ETSI portal applications ===<br /> [http://webapp.etsi.org/workprogram/SimpleSearch/QueryForm.asp The ETSI Work Programme] (EWP) contains all the technical activities and work items of ETSI committees and ISGs and enables the download of ETSI publications via a search engine. <br /> <br /> [http://help.etsi.org/index.php?title=Remote_Consensus Remote Consensus] is the ETSI online tool to collect comments and measure consensus for contributions during a given period as opposed to during a face-to-face meeting. <br /> <br /> The [https://portal.etsi.org/webapp/tbdecision3/Menu.asp TB Decision Support] application is designed to help the Technical Bodies/ISGs in their decision-making processes. Several types of formal Voting procedures (as opposed to consensus gathering) are predefined, including the vote for the approval of a draft, selecting a technology and electing officials. <br /> <br /> The [http://portal.etsi.org/EApproval/ e-Approval] application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards, and also enables consultation of comments and/or results of votes on such documents.  <br /> <br /> === Preparing for an ETSI meeting (physical or online) ===<br />  Meetings are held when and where necessary to coordinate activities, discuss important issues and make decisions. <br /> <br /> They can be face-to-face at ETSI or at an external location, online or hybrid.  <br /> <br /> ETSI is situated in Valbonne - Sophia Antipolis between Nice and Cannes on the French Riviera. <br /> <br /> The nearest airport is [http://www.nice.aeroport.fr/?!=2 Nice] [http://www.nice.aeroport.fr/?!=2 Côte d’Azur] (NCE) and the nearest train station is [http://www.gares-sncf.com/fr/gare/frxat/antibes Antibes]. <br /> <br /> See the webpage on how to reach ETSI and find a hotel room close by: https://www.etsi.org/about/find-us.  <br /> <br /> An ETSI delegate shall take note of the following: <br /> * Registration before the meeting via the ETSI portal.<br /> * Details of the meeting invitation including the QR code for the printing of the meeting badge.<br /> * Review of the agenda and in particular the topics for decision or vote (election, New Work Item (NWI) proposal, draft deliverable for approval). <br /> <br /> * Awareness of the guidelines for contributions and deliverables:<br /> ** Copyright.<br /> ** Trademarks.<br /> ** third party material.<br /> &lt;pre&gt;References: ETSI TWPs clauses 1.5.4. ETSI IPR Guide; Guidelines for Antitrust Compliance, clause C.4.1, ETSI Rules of Procedure, Annex 6.<br /> &lt;/pre&gt;<br /> <br /> === Special Task Force/Testing Task Force ===<br /> A Special Task Force (STF) or a Testing Task Force (TTF) is a team of highly skilled experts working together to draft an ETSI standard or report under the technical guidance of an ETSI TB/SC or ISG. <br /> <br /> A delegate may submit a new STF/TTF proposal, including the related Work Items, supported by at least four (4) ETSI members for an approval by the Reference Body. <br /> <br /> STF proposals under the ETSI budget can be submitted in the two allocation steps, in October/November and in May/June (urgent requests only) time periods. <br /> <br /> The European Innovation Council and SMEs Executive Agency (EISMEA) is the agency handling STF proposals funded by EC/EFTA.  <br /> <br /> All delegates from ETSI members and ISG Participants who are prepared to actively contribute to the management of the STF/TTF shall be entitled to participate in the Steering Committee. <br /> <br /> Applications from ETSI members active in the TB/ISG are encouraged.  &lt;pre&gt;References:  ETSI TWPs: clauses 1.10, 1.11 and Annex H, ETSI Chair’s Guide section 8 “STF/TTF Management and Chair’s responsibilities”, ETSI STF/TTF Expert’s Guide.<br /> &lt;/pre&gt;<br /> <br /> === Useful links to find out more ===<br /> ETSI Strategy: https://www.etsi.org/about/our-strategy <br /> <br /> ETSI in Europe: https://www.etsi.org/about/etsi-in-europe <br /> <br /> ETSI Worldwide: https://www.etsi.org/about/etsi-worldwide <br /> <br /> ETSI Directives: [https://portal.etsi.org/Resources/ETSI-Directives https://portal.etsi.org/Resources/ETSI-] [https://portal.etsi.org/Resources/ETSI-Directives Directives] <br /> <br /> ETSI Drafting Rules: [https://portal.etsi.org/Services/editHelp/How-to-start/ETSI-Drafting-Rules ETSI Drafting Rules] <br /> <br /> ETSI Brands and Trademarks: [https://www.etsi.org/media-library/brand-and-trademarks https://www.etsi.org/media-] [https://www.etsi.org/media-library/brand-and-trademarks library/brand-and-trademarks] <br /> <br /> Subscribe to the ETSI magazine ENJOY!: https://www.etsi.org/newsroom/magazine <br /> <br /> Read the ETSI news and press releases: https://www.etsi.org/newsroom/newspressrelease <br /> <br /> See ETSI [https://www.etsi.org/technologies technology pages] and [https://www.etsi.org/committees our committees] for an overview of the current areas of work in ETSI. <br /> <br /> Read the [https://www.etsi.org/media-library/work-programme-and-annual-reports ETSI Work Programme] brochure and annual reports <br /> <br /> Find an ETSI published standard: https://www.etsi.org/standards#Pre-defined%20Collections <br /> <br /> Download published ETSI standards via the [https://www.etsi.org/standards-search ETSI Standards] [https://www.etsi.org/standards-search Search]  <br /> <br /> The [https://labs.etsi.org/ ETSI Labs] platform where ETSI members can collaborate and experiment with code around ETSI standardized technologies, developing demos, prototypes and proofs of concept: https://labs.etsi.org/. <br /> <br /> The [https://forge.etsi.org/ ETSI Forge] is for users of ETSI standards to download software produced collaboratively by ETSI delegates: https://forge.etsi.org/.   <br /> <br /> Other ETSI Guides: <br /> * [https://ocgwiki.etsi.org/index.php?title=Chair%27s_Guide Chair’s guide (EOL logon required)].<br /> * Rapporteur’s.<br /> * [https://portal.etsi.org/Services/editHelp/How-to-start/User-guides/ETSI-STF-TTF-Experts-guide STF/TTF Expert’s guide].<br /> * [https://portal.etsi.org/guides/MemberOfficialContacts.pdf Member Official Contacts’ Guide].<br /> <br /> * [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/Guides/Use_gender_inclusive_language.pdf Guide in use of gender inclusive language for ETSI deliverables]. <br /> <br /> === ETSI Information Policy ===<br /> [[File:ETSI Information Policy.png]]<br /> <br /> [[File:Legend Information Policy.PNG|frameless|696x696px]]<br /> <br /> == Annex 1- ETSI Secretariat Contacts ==<br /> The ETSI Secretariat provides: <br /> * guidance to ETSI members and delegates on ETSI rules, best practices and on writing high quality standards. <br /> * administrative support to ETSI TB/SCs and ISGs. <br /> * Assistance in the promotion of TB/SC and ISG activities outside of ETSI. <br /> <br /> The table below provides an overview of Secretariat teams available for delegates. <br /> {| class=&quot;wikitable&quot;<br /> !Secretariat team<br /> !Role<br /> !Web page<br /> |-<br /> |Standards Development Centre (SDC)<br /> |Secretariat support to TBs/ISGs.<br /> |https://portal.etsi.org/People/Commitee-Support-Staff<br /> |-<br /> |Centre for Testing and Interoperability (CTI)<br /> |Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications.<br /> |https://portal.etsi.org/Services/Centre-for-Testing-Interoperability/Contacts<br /> |-<br /> |editHelp!<br /> |Support and guidance for the drafting and finalisation of ETSI deliverables.<br /> |https://portal.etsi.org/Services/editHelp<br /> |-<br /> |IT Helpdesk<br /> |Assistance for technical issues on ETSI Portal, EOL accounts, etc.<br /> |[mailto:helpdesk@etsi.org helpdesk@etsi.org]<br /> |-<br /> |Membership<br /> |Advise on membership categories, application process, fees.<br /> Liaises with the Official member contact.<br /> |https://www.etsi.org/membership<br /> |-<br /> | Funded Activities <br /> |Support to STFs, TTFs, Plugtests™ and Special Projects at different levels:  <br /> *Project set-up  <br /> *Project lifecycle  <br /> *Project closing  <br /> Work closely with the OPS Division, TBs/ISGs and EC/EFTA (for some projects) <br /> |https://portal.etsi.org/STF/STFs/Summary  <br /> |-<br /> |Communications<br /> |Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine.<br /> Manage the finalisation and publication of White Papers, not under the control of ETSI.<br /> |https://www.etsi.org/newsroom<br /> |-<br /> |Events<br /> |Manage endorsements of events and negotiate special conference rates (speaking slots and stands).<br /> Organise and promote ETSI workshops.<br /> |https://www.etsi.org/events&lt;nowiki/&gt;See forthcoming and past seminars, plugtests, webinar details.<br /> |-<br /> |Legal<br /> |Responsible for the IPR Policy and IPR Guide, disclosure of Standard Essential Patents (SEP), and ownership of ETSI Copyright and Trademarks. Provision of legal advice upon request.<br /> |https://www.etsi.org/about/legal<br /> |-<br /> |Partnerships<br /> |Development and maintenance of the ETSI partnership portfolio, interaction with the National Standards Organisations (NSOs)<br /> |https://www.etsi.org/about/our-partnerships<br /> |}<br /> <br /> == Annex 2 - Abbreviations ==<br /> For the purposes of the present document, the following abbreviations apply: <br /> <br /> EC European Commission  <br /> <br /> EDR ETSI Drafting Rules <br /> <br /> EFTA European Free Trade Association  <br /> <br /> EISMEA European Innovation Council and SMEs Executive Agency <br /> <br /> EN European Standard <br /> <br /> EOL ETSI On-Line <br /> <br /> EP ETSI Project <br /> <br /> EPP ETSI Partnership Project <br /> <br /> ETSI European Telecommunications Standards Institute  <br /> <br /> EWP ETSI Work Programme <br /> <br /> GA General Assembly <br /> <br /> IPR Intellectual Property Rights  <br /> <br /> ISG Industry Specification Group <br /> <br /> OCG Operational Co-ordination Group  <br /> <br /> RoP ETSI Rules of Procedure <br /> <br /> SC Special Committee  <br /> <br /> STF Special Task Force  <br /> <br /> TB Technical Body <br /> <br /> TC Technical Committee  <br /> <br /> TTF Testing Task Force <br /> <br /> TWPs Technical Working Procedures  <br /> <br /> WG Working Group </div>

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