Member Official Contacts’ Guide

Introduction:

This document outlines essential information for a Member Official Contact, summarising the Statutes, Rules of Procedures, and Technical Working Procedures from the ETSI Directives. These legal documents define the rights and obligations between ETSI and its members.

1: Role, responsibilities, and Secretariat contacts

Member Official Contact role

You became the Official Contact when designated by the signatory of the membership application form or by replacing the previous contact.

As the Official Contact, you are the main representative of your organisation to ETSI and by default the Voting Contact for member votes. You may declare additional Voting Contacts by contacting [email protected].

If no Financial Contact is specified, you assume that role as well (invoices are sent by default to Official and Financial contacts).

Key responsibilities

• Ensure all organisational data, including affiliated people, is accurate and regularly updated
• Follow up on annual membership contribution payments
• React to membership review requests and other membership-related requests from the membership team
• Share ETSI communications internally (e.g., Collective Letters) - CLs are sent by default to Official and Voting contacts registered for your organisation

ETSI Secretariat contacts

The membership team (Augustine, Fernanda, and Sabine) is always pleased to help with any questions about your membership.

[email protected] | +33 (0)4 92 94 42 69 or +33 (0)6 83 19 31 40 | www.etsi.org/membership

The Operations (OPS) and Standardization Services (STS) departments provide guidance and support for Technical Groups and Software Development Groups - See the Committee Support Staff.

The Director of Membership Development, Stéphane Cozzo ([email protected], +33 4 92 94 42 43), can assist with questions related to specific activities, committees, or technologies relevant to your organisation.

2: Important Deadlines

Payment of membership contributions

All member contributions are due in January.

A 5% late payment penalty applies if no payment by 30 April.

Access rights are suspended in June if no payment by 31 May.

Expulsion from ETSI membership and file transfer to a debt recovery agency if no payment by 31 August.

Membership review for the following calendar year

• Review your membership for the following calendar year by 30 September (the membership team sends a request for the membership review to all official contacts sometime before the deadline).

As per Article 2 of Annex 2 of the ETSI Rules of Procedure, organisations must review their ICT & Electronics Communications Related Turnover (ECRT) or the country's GDP for Administrations before the autumn General Assembly, informing the Secretariat of any changes.

If your organisation is registered as a Micro-Enterprise (ME) or a Small and Medium-sized Enterprise (SME), you must ensure it still qualifies as an ME or an SME under the EU definitions (headcount, turnover, and autonomy). If this is not the case we need to review your contribution.

All member contributions for the following year are based on the declared position as of 30 September of the previous year. This information is used to calculate each organisation's Class of Contribution for the next year's membership dues and to construct the ETSI annual budget.

Resignation from ETSI membership

ETSI membership automatically renews unless the member organisation resigns before 30 September, effective at year-end.

To resign your organisation’s ETSI membership by year-end, submit a request via the web interface or email [email protected] before

30 September.

Notifications received after September 30 will result in membership ending on December 31 of the following year, and contributions for that year will still be due.

3: Working Tools and related topics

ETSI OnLine (EOL) accounts

As the Official Contact, you've been granted an EOL account, providing access to password-protected areas within ETSI and facilitating your engagement in technical activities. Delegates representing member organisations can also apply for an EOL account via the ETSI Portal.

It's crucial to note that as the Official Contact, you'll receive notifications regarding all EOL accounts created under your organisation's name. These accounts remain active unless you request their deletion. Regularly reviewing the list of individuals representing your organization is encouraged.

When logged into the Portal, any EOL account holder can perform various actions, including resetting the username and/or password and changing the password and updating personal contact details.

Maintenance of an organisation’s membership data

As the Official Contact, it's vital to maintain accurate and up-to-date data for your organisation. Only the Official Contact (and the Financial Contact, for financial details) can request changes to membership information.

With your EOL account, you can access and request changes to your organisation’s data as follows:

·       View and edit member organisation’s general information (name, address, category, phone number, etc.)

·       Change the official, voting, or financial contacts' names

·       Request removal of delegates representing the member organization

·       View the payment status of invoices and pay via the online interface by credit card (to be published soon)

Please note: All change requests made via the web interface are forwarded to the Membership team for validation and database updates, following your clarification if needed.

4: Rules and Policies

ETSI Directives

The ETSI Directives can be downloaded from the ETSI Portal.

ETSI Information Policy

The summary of the Information Policy can be downloaded from our website.

5: Frequently Asked Questions (FAQs)

Membership contributions

Invoices for ETSI membership contributions are emailed to the Official Contact (and Financial Contact, if different). All contributions are due in January, with a 5% late payment penalty for payments made after 30 April.

Non-payment results in a Final Demand by registered letter, and access to ETSI Online services is suspended from 1 June. Upon payment, access rights are reinstated, but you and your organisation’s delegates must re-register for mailing lists. Failure to pay within deadlines can lead to expulsion from ETSI and transfer of debt to a recovery agency.

Re-application for ETSI membership is not possible until any outstanding debt is cleared.

3GPP and oneM2M membership via ETSI

3GPP Membership: An ETSI member with a Class of Contribution of 1 or 2 who applies for 3GPP membership via ETSI pays an extra fee. From class 3 onward, the 3GPP membership is covered by the ETSI membership contribution.

To check the 3GPP membership status of your organization, please view the 3GPP website.

To apply for 3GPP membership, contact [email protected].

In addition to the ETSI/3GPP membership contribution, ETSI/3GPP members are asked to indicate their expected attendance at face-to-face meetings to support 3GPP F2F meeting funding. For more information, see the information on the ETSI website or contact [email protected].

oneM2M Membership: Any ETSI member can join oneM2M with no additional fees. Apply for oneM2M membership through their dedicated portal.

Useful URLs for membership and participation in technical work

ETSI membership details are accessible on the Portal home page.

To participate in Approval Procedures for ETSI Standards (ESs) and ETSI Guides (EGs), use the eApproval application. Only Member Official Contacts or designated Voting Contacts can vote or comment on ESs and EGs.

Access various mailing lists through the TB Membership application.

Explore additional resources such as Education about Standards, the ETSI ENJOY! MAGAZINE, EVENTS list, and access to ETSI Logos.

Stay updated with the ETSI Meetings Calendar, Work Programme and Web Standards Search, where you can set alerts for updates on your chosen deliverables.