Chair's Guide
- Outline
The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and responsibilities of a TB/ISG Chair.
It has been formatted to be used as a quick reference guide together with the 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.
The scope of this guide covers all ETSI Industry Specification Groups (ISGs) and Technical Bodies (TBs), but does not cover ETSI Partnership Projects (EPP) (e.g., 3GPP and oneM2M). It is to be used in conjunction with the ETSI Delegate’s guide and the ETSI Rapporteur’s guide.
- 1. Obligations and Responsibilities of the Chair
The primary duties of a Chair:
- Ensure an efficient working of the TB/ISG and its Working Groups (in conjunction with the Vice-Chair(s), Working
Group (WG) Chair(s) and Vice-Chair(s))
- Ensure the TB/ISGs’ activities adhere to ETSI Directives and
its rules, policies and procedures
- Ensure that the Work Programme is kept up to date - Maintain strict impartiality and act in the interest of ETSI
and its members
- Ensure that the ETSI Guidelines for Antitrust Compliance
are strictly observed
- Remind the members of the TB/ISG of their statutory
obligations to submit IPR disclosures
- Endeavour to reach consensus on all issues, including the
approval of draft ETSI deliverables
- Report to the OCG, Board and the General Assembly on the
activities of the TB/ISG upon request.
``` References: ETSI TWPs Clauses 1.3.3 and 1.7. ```
- 2. Who is authorised to participate in TB/ISG activities?
- 2.1 TB/WG meetings
To attend a TB or WG meeting the delegate shall fulfil one of the following criteria:
- Represent an ETSI Full or Associate member or Counsellor. - 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.
- Represent an ETSI partner organization where ETSI has a
signed partnership agreement (according to the rules of the relevant agreement).
- Attend as a guest (non-member or 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.
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.
ETSI Observers and non-members are not permitted to:
- submit written contributions for discussion or decision. - contribute in any way to the work on the deliverables,
Change Requests and/or Work Item of the respective TB.
- vote or have the possibility to take part in any decision-
making process.
- subscribe to a TB mailing list or receive any working
document, either during the meeting itself or between
meetings or hold any leadership position.
``` References: ETSI RoP Articles 1.2.2, 1.2.3, 1.2.4, 1.3 and ETSI TWPs Clause 1. ```
- 2.2 TB membership list
Each TB has an email exploder list to be used for discussion,
dissemination and/or collection of information and decision-
making outside of TB meetings. Only delegates subscribed to
the TB membership list with their EOL account email address
are considered members of the TB.
Upon registration to a TB meeting, each delegate (ETSI Full
or Associate member or Counsellor) will be automatically
subscribed to the TB membership list if not already
subscribed.
Email exploder lists are also maintained for Working Groups
(WG), Task Groups (TG) and Special Committees (SC). TB
Guests and Observers may not be subscribed to the TB
membership list.
A representative of an ETSI partner organization where ETSI
has a signed partnership agreement may be subscribed
according to the rules of the relevant agreement.
``` References: ETSI TWPs Clause 1.5. ```
- 2.3 ISG meetings
In accordance with ETSI TWPs clause 3.4, representatives of an ETSI Full member, Associate member, Applicant member, Counsellor, Partner and non-member (known as ISG Participant) may attend ISG meetings providing ETSI is in receipt of the signed relevant ISG Agreement.
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. Meeting fees are stipulated in the relevant ISG Participant Agreement.
For a guest to attend an ISG meeting on an exceptional and temporary basis, the rules according to TWPs Clause 3.4, Annex 2 and Board Decision (D-B108/8) shall be adhered to.
ISG Participants, Counsellors and non-members shall not vote or hold an ISG leadership position.
- 2.4 ISG membership list
``` Each ISG has an email exploder list to be used for discussion, dissemination and/or collection of information and decision making outside of ISG meetings. Delegates are subscribed to the ISG membership list following receipt by the ETSI Secretariat of the signed relevant ISG Member or ISG Participant agreement. Email exploder lists are also maintained for ISG Working Groups (WG). ISG Guests may not be subscribed to the ISG membership list. ```
- 3. Meeting responsibilities: preparation,
- participation, reporting
- 3.1 Before a Plenary meeting
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 TB/ ISG membership is notified at least thirty (30) days before a plenary meeting.
NOTE: The draft agenda for the first meeting of a new TB 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 host (ETSI or external organisation) to disseminate the meeting invitation. The host may always ask for support from the ETSI Secretariat.
Items for decision shall be included in the agenda such as:
- New Work Item (NWI) proposals and draft deliverables for
approval
- Any topics in which voting will be required - The received Chair/Vice-Chair/WG Chair candidatures and
the call for candidate’s contribution
The following items should also be considered for addition to the agenda, if relevant:
- Contribution deadline - Meeting contributions uploaded (in agenda revisions) - Liaisons statements - Logistical information - Future meeting schedule
_References:_ ETSI TWPs Clauses 1.5, 1.7.1, and 1.9.
- 3.2 During a Plenary meeting
``` During a plenary meeting, a Chair has the following responsibilities: ``` - Open the meeting, welcome the delegates, announce any
guests
- Make a call for IPR and a reminder of applicable anti-trust
and competition laws
- Ensure that minutes will be taken during the meeting for
the meeting report
- Present the agenda and seek its approval - Report on the TB/ISG Work Programme status - Endeavour to reach consensus on all issues - Launch, run, and evaluate the results of planned vote(s)
(if any).
- Ensure that all decisions and actions are recorded in the
meeting report
- If relevant, invite Rapporteurs and Liaison Officers to
present their activities since the last meeting
- If relevant, invite WG Chair(s) to present their Progress
reports.
``` References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR Guide, Clauses 2.3.2, 2.3.3 and 2.3. ```
- 3.3 After a Plenary meeting
The meeting report shall include:
- decisions, including the election of officials, approved or
withdrawn deliverables, change request decisions
- actions - key discussion points - organisational changes to the TB/ISG structure - call for IPR disclosures are to be included in the report and - the dates and venues of the forthcoming meetings.
If the meeting report is not available within 15 days after the end of the meeting, the Chair is obliged to provide Executive summary detailing the key decisions and topics within this period.
The Chair is also invited - for purposes of transparency – to update the status of Contributions on the portal.
In any case, the full meeting report should be provided within 30 days and requires the approval of the TB/ISG.
_References:_ ETSI IPR Guide Clauses 2.3.2, 2.3.3, 2.3.4, 2.3.5, ETSI TWPs 1.9.
- 3.4 Before a non-Plenary meeting
- For Working Group, Rapporteur, Ad-hoc or other types of
meetings, it is recommended that an agenda be uploaded to the ETSI portal before the meeting and the TB/ISG notified via the relevant mailing list.
- 3.5 During a non-Plenary meeting
During a non-plenary meeting, a Chair (or the nominated replacement) has the following responsibilities:
- Open the meeting, welcome the delegates, announce any
guests or observers
- Make a call for IPR and a reminder of applicable anti-trust
and competition laws (see clause 4 of the present guide for further details)
- Ensure a meeting secretary has been appointed - Present the agenda and seek its approval - Endeavour to reach consensus on all issues - Ensure the presence of each attendee is correctly recorded
in the portal
- 3.6 After a non-Plenary meeting
``` The Chair shall: ``` - Upload the meeting report to the portal and inform the TB/
ISG via the relevant mailing list
- Update the status of the Contributions on the portal. The main difference between a TB/ISG plenary meeting and other types of meetings (e.g., Working Group, Rapporteur etc.) is that TB/ISG plenary can take decisions using all means described in ETSI Directives, TWPs Clause 1.7 (e.g., decision based on consensus or vote), whereas the result of a non- plenary meeting is a snapshot of opinion(s) of ETSI members on a given item/subject/topic. This result may equally have the form of consensus or absence of it. In any case the result shall be reported to the plenary – the place where TB/ISG decisions are taken. A TB has the freedom to organise its work according to the needs of the members providing it complies with the ETSI Directives, namely: - number of WGs - frequency of meetings - organisation of rapporteur’s meetings - deadlines for submitting agenda and other documents for
the meeting
- the way WGs and Rapporteur groups report to the plenary,
etc.
- 3.7 ENAP (EN Approval Procedure)
- Resolution meetings
``` This clause only applies for EN (European Standard). The Chair shall: ``` - 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.
- Send the invitation to the TB membership list at least thirty
(30) days before the meeting.
- Cancel the Resolution meeting should no comments be
received during the Public Enquiry.
``` References: ETSI TWPs, Clause 2.2.1.1. ```
- 4. ETSI Chair’s Responsibilities on Anti-trust
- Compliance, IPR and Confidentiality
- 4.1 General
One of the primary duties of the Chair is to take care that the ETSI Guidelines for Antitrust Compliance are strictly observed. The Chair has a duty to remind the TB/ISG members of their obligations to submit IPR disclosures
- 4.2 Chair’s Responsibilities on IPR
Throughout the standardization 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. This includes disallowing e.g., discussions on commercial issues in the TB/ ISGs and/or discussions on details of specific licensing terms and conditions.
Make call for IPRs in TB or ISG
meetings
Every TB or ISG meeting starts with a “Call for IPRs” performed by the Chair. e.g., this may consist of the following sentences“:
``` This Call for IPRs is a notice to the TB/ISG member’s obligations regarding the disclosure of Essential IPRs in a timely fashion. The meeting report shall clearly state that an IPR call has been made as well as any responses. In addition, during the meeting a short reminder call for IPR disclosures should be made on: ``` - the formal submission of a technical solution - the completion of the first stable draft of the standard - Working Group approval of a draft standard - TB/ISG approval of a draft standard.
``` Recording and reporting information on IPR The Chair shall be careful to record in the Meeting report that an IPR reminder was issued and include details of responses. If no responses were given, then also this should be recorded. If the Chair becomes aware of the existence of an Essential or potentially Essential IPR, the ETSI Legal Director shall be informed by the Chair. The Chair should encourage the TB/ISG members to make general IPR undertakings/licensing 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. ```
- 4.3 Copyrights in ETSI Deliverables
``` The Chair shall ensure that all technical proposals adopted by their TB/ISG are recorded in the Meeting report. If restrictions exist on the use of any technical proposals, the Chair shall ensure that these are also recorded in the Meeting Report and that the ETSI Secretariat is informed. If, in exceptional circumstances, the use of copyrighted material cannot be avoided, reproduction of a third-party text/figure in ETSI deliverables will require the author’s authorization and the copyrighted material shall be indicated by the symbol ©. The Chair should instruct the Rapporteur to obtain the author’s authorization using the template available from the editHelp web page. ``` ``` “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. The members take note that they are hereby invited: ``` _- 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,
- 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 similar to the on-line forms
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”._
```
“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.
The leadership shall conduct the present meeting
with impartiality.
In case of questions, it is recommended that you
contact your legal counsel”.
```
- 4.4 Chair’s Responsibilities on Antitrust Compliance
As stated in Clause 1.5 of the Technical Working Procedures, when preparing each meeting the Chair and/or the Secretary, should give attention to the agenda and ensure it is distributed and/or made available to all participants prior to the meeting.
The meeting shall follow the prepared agenda and only matters included on the agenda can be discussed. Revisions to the agenda can be made during the meeting, by following the principles of decision making as outlined in the ETSI TWPs Clause 1.7.1.
The Chair should take care that the ETSI Guidelines for Antitrust Compliance are strictly observed by reminding orally or by writing the following:
- 4.5 Chair’s Responsibilities on Confidentiality
``` All documents and information provided in or for TB/ISG 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. Confidential information that has been incorporated in a Standard or Technical Specification is automatically regarded as non-confidential from the moment of publication. If the Chair becomes 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. ``` Managing discussions
Discussions, communications or any other exchange of information in or on the edge of all ETSI meetings (e.g.: informal discussions, social gatherings, corridor talks etc.) as well as during any activity in ETSI may never have as their subject matter topics that are prohibited by competition law.
If a delegate or the Chair becomes aware of a discussion, communication or exchange of information that appears to lead to restriction of competition of any kind, the delegate should raise the issue, seek to end or separate from this discussion, communication or exchange of information.
_References:_ Clause C.4.1 of the Guidelines for Antitrust Compliance.
``` Identification and disclosure of essential IPR ``` ``` Guide on Intellectual Property Rights (IPRs), Clause 2. Technical Body Chair Duties ``` ``` Call or IPR disclosures ``` ``` Guide on Intellectual Property Rights (IPRs), Clause 2.3. Make call for IPRs in TB meetings Guide on Intellectual Property Rights (IPRs), Clause 2.3. When and How? Notification of essential IPR and licensing declarations ``` ``` Annex 6 of the ETSI Rules of Procedure. ``` ``` Record and report information on IPRs ``` ``` Guide on Intellectual Property Rights (IPRs), Clause 2.3. Report and Record Information on IPRs ``` ``` Copyrights in ETSI Deliverables ``` ``` https://portal.etsi.org/ Services/editHelp/To- help-you-in-your-work/ Use-and-reproduction-of- text-signs-and-material-legally- protected/Copyrights ``` ``` Managing discussions ``` ``` Guidelines for Antitrust Compliance - Clauses C.4.1 & C.4. Chair’s Responsibilities on Confidentiality ``` ``` ETSI IPR Policy – Annex 6; Clause 10 ```
- 5. Decision Making and Voting
- 5.1 General
A TB/ISG shall endeavour to reach Consensus on all issues.
If Consensus cannot be achieved, the TB/ISG Chair can decide to take a vote which may be performed by a secret ballot.
Before the vote, the TB/ISG Chair shall provide a clear definition of the issues (e.g., TB/ISG approval of a draft before publication).
A description of the tools available can be found in section 10.
- 5.2 Vote for the election of
- a Chair/Vice-Chair and
- WG Chair
- 5.2.1 General
In case where there is more than one candidate for the election of a Chair/Vice-Chair and WG Chair, a secret ballot shall be used.
_References:_ ETSI TWPs, Clauses 1.7.1.3 and 3.
- 5.2.2 TB
The procedures for the election of a TB Chair/Vice-Chair and WG Chair described in TWPs, Clauses 1.7.1, 1.7.1.1 and 1.7.1.2 shall apply.
- 5.2.3 ISG
The procedures for the election of a ISG Chair/Vice-Chair and WG Chair described in TWPs, Clauses 3.3.1 and 3.3.2 shall apply.
- 5.3 TB/ISG vote during a meeting
Before a vote, a clear definition of the issues shall be provided by the Chair.
- Electronic voting is recommended. - Only members who have registered to the meeting and are
present (physically or remotely connected) may vote.
- Only delegates subscribed to the TB membership list
with their EOL account email address will be considered members of the TB.
- In the case of an ISG, only ISG Members can vote and it
may be based on presence to previous ISG meetings, as specified in the ISG Member agreement.
- ISGs may have their own vote calculation rules, as specified
in the ISG Member agreement (e.g., non-weighted vote, simple majority voting may be used).
- Voting by proxy is not permitted.
- The result of the vote shall be recorded in the meeting report. _References:_ ETSI TWPs, Clauses 1.7.1, 1.7.1.1, 3.3 (and its sub-clauses) and 3.
- 5.4 TB/ISG vote by correspondence
- 5.4.1 General
``` Before a vote, a clear definition of the issues shall be provided by the Chair and disseminated to the TB/ISG membership list. ``` - Electronic voting shall be used. - Only delegates subscribed to the TB membership list
with their EOL account email address will be considered members of the TB.
- The voting period shall be thirty (30) days for a TB. - The voting period for an ISG shall be 30 days unless
otherwise specified in the ISG Member Agreement.
- In the case of an ISG, only ISG Members can vote and it
may be based on presence to previous ISG meetings, as specified in the ISG Member agreement.
- ISGs may have their own vote calculation rules, as specified
in the ISG Member agreement (e.g., non-weighted vote, simple majority voting may be used).
- The result of the vote shall be disseminated by the Chair to
the membership list within 15 days.
_References:_ ETSI TWPs, Clauses 1.5.5, 1.7.1,1.7.1.2 and 3.
- 5.4.2 Use case
``` The following use case is just an example and other scenarios may occur. An ISG cannot reach consensus on the approval of a draft for publication (same could apply to a TB). The ISG Chair provides a clear definition of the vote to the ISG mailing list: « During the last plenary meeting, the ISG could not reach a consensus on the ISG approval for publication of the latest draft (V X.Y.Z) of GR/GS XXX. Therefore, a vote by correspondence is set up... (+ details of the vote/dates/links etc) » ``` - The ETSI Secretariat sets up the voting tool – on behalf of
the Chair - with a 30 day-voting period.
- At the end of the voting period, the voting tool reveals the
results of the vote.
- If the vote is positive (according to RoP, Article 11.4 ), the
draft is ISG approved and ready to be published by ETSI.
- If not, more discussions within the ISG are needed.
- 6. External cooperation with ETSI Partners
- 6.1 Overview of partnership agreements
When there is a need for the establishment of a partnership agreement, ETSI TBs and ISGs are required to refer to the ETSI partnership policy framework and the Partnership Engagement Process (PEP) as described in the TWPs Clause 1.8.1. The TB Chair will be accompanied by the ETSI Secretariat and the Partnership team.
The TB or ISG Chair should ensure that they are aware of all the relevant partnership engagements with other organizations and that they abide by the partnership engagements for the work of the TBs and ISGs they are responsible for.
There are three different types of partnership agreements depending on partnership engagement:
Letter of Intent (LoI), Memorandum of Understanding (MoU) and Co-operation Agreement (CA).
``` Engagement Main Focus ``` ``` ETSI TWPs Clauses ``` ``` Examples, comments ``` ``` Type 1 Letter of Intent (LoI) ``` ``` Initial contact, get to know each other. 1.8.1.1. ``` ``` Type 2 Memorandum of Understanding (MoU) [Partner shall be a legal entity] ``` - Political - Marketing - Technical
``` 1.8.1.1. ``` ``` (LoI) Initial contact, get to know each other. 1.8.1.1. ``` ``` Type 3 ``` - Political - Marketing - Technical
``` 1.8.1.1. ``` ``` ETSI TWPs include the text of Basic cooperation agreement between CEN, CENELEC and ETSI and description of 5 modes of cooperation between ``` ``` Co-operation Agreement (CA) [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] ``` ``` Supplements 1.8.1. ``` ``` ESOs. A synthetic view of each mode is in TWPs, P Annex 3. (https://portal. etsi.org/Resources/ETSI-Directives) ``` - PAS Process Guide - PAS brochure - ETSI web page about PAS –
see clause 6.2.2.
``` Materials Supplement ``` - Incorporation of published text and
graphics from the other party into a document.
``` 1.8.1.2. ``` ``` Working Supplement ``` - Joint production of documents. 1.8.1.2.
- PAS Supplement**
- Adoption of identified Partner’s
PASs into ETSI TR(s) or TS(s).
``` 1.8.1.2. ``` - Detailed information on types of partnership agreements can be found in TWPs, Clause 1.8.. - Full overview of the ETSI Partnership Engagements can be found in TWPs, Annex R. - The full list of agreements can be found at ETSI Partnership portfolio page on ETSI portal: see clause 6.2.2. - The description of the Partnership Engagement Process is described at:
https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment
- 6.2 ETSI Cooperation Agreements and Supplements
- 6.2.1 General Information
Whenever there is a Cooperation Agreement signed with a supplement, TB and ISG Chairs are encouraged to use the maximum of the agreement and its supplements.
A Cooperation Agreement may include a PAS Supplement, a Working Supplement or a Materials Supplement for the following purposes:
- PAS Supplement enables an external organization to submit
its technical specifications to ETSI for adoption.
- Working Supplement allows for the creation of a common
work item to produce a joint deliverable
- Materials Supplement allows for incorporation of text and
graphics in ETSI deliverables.
- 6.2.2 PAS (Publicly Available Specification) Process
The ETSI PAS Process enables an ETSI Partner who has signed a cooperation agreement and a PAS Supplement to submit one or more of its Publicly Available Specifications for adoption by ETSI as an ETSI Technical Specification (TS) or as an ETSI Technical Report (TR). The ETSI TB identified by the ETSI Board will be the host of the PAS review and will approve the PAS as a TR or TS following the normal ETSI approval procedure.
The attention of the TB Chair is drawn to the need to create the corresponding Work Item in the relevant TB immediately after the Board decision to allocate the PAS to this TB and before starting any work.
A PAS Process Guide is available for download describing the process and its benefits at: https://www.etsi.org/images/ files/ETSI_PAS_Process_Guide.pdf
Further information is available on the ETSI website: https://www.etsi.org/about/our-partnerships
6.2.3 Participation of an ETSI Partner
representative in ETSI meetings
Most of the Partnership Agreements allow for cooperative interworking between relevant ETSI TBs/ISGs and the groups of the other party. This is usually limited to one partnership representative per ETSI TB/ISG depending on the work topic. The work topic will be identified in the summary of the agreement as well as in an annex describing the working areas.
- NOTE: See Partnership webpage for details:** https://portal.
etsi.org/webapp/AgreementView/AgreementSearch.asp.
``` This attendance rule also applies to ETSI’s participation in the partner’s technical bodies. It shall also be noted that participation by a Partner’s nominated observer in an ISG is subject to the signature of the ISG Participant’s Agreement, in accordance with ETSI TWPs, Clause 3.4. ```
- 6.3 Cooperation with non-Partners
``` 6.3.1 Participation of Observers and non-members in ETSI meetings The conditions for participation of Observers and non- members in ETSI meetings are described in clauses 2.1 and 2.2 of the present Guide. ``` ``` 6.3.2 Liaison Statements when there is no Partnership Agreement Simple liaisons statements between ETSI TBs/ISGs and external bodies are to be encouraged as a first step. 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. ``` ``` 6.3.3 Joint meeting with an organisation that has no Partnership Agreement with ETSI It is possible for an ETSI TB/ISG to exchange information and even hold a joint meeting with an organisation that has no Partnership Agreement with ETSI. This typically occurs during the phase where ETSI and the other organisation are getting to know each other and before the need for a formal Partnership is identified. If a meeting between the two organisations needs to take place, 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. e.g., no TB/ISG working document can be discussed in such meeting unless it is publicly available. Meeting type: s The meeting cannot be a formal meeting of the TB/ISG or of the other organisation. ETSI cannot impose its rules on another organisation and likewise, another organisation cannot impose its rules on ETSI. Therefore, the meeting should be organised as a “Workshop” under the umbrella of the identified TB/ISG. s If any new content is created during the TB/ISG workshop, the copyright for that content is jointly owned by ETSI and the non-partner organisation. s The principle of the ISG meeting participation fee shall not be applied to workshops organized between an ISG and a non-partner organization ```
- 6.4 Cooperation between ETSI TBs and ISGs
The attention of the TB and ISG Chairs is drawn to the details of cooperation in between ETSI TBs, TBs and ISGs, and in between ISGs.
Typically, interactions between different TBs and ISGs are based on Liaison Statements (LS) exchange, Liaison Officers reporting and joint meetings.
``` The table below considers different scenarios of collaboration. Cooperation between TBs and ISGs Type of cooperation ``` ``` In between TBs ``` ``` Liaison officer Liaison statement Joint meeting(s) ``` ``` TBs with ISGs In between ISGs ``` ``` Liaison officer from one ISG or TB can attend another ISG meeting only if his/her organisation signed the ISG agreement Liaison statements Joint meeting – see clause 6.3.3 above (meetings with non-Partners) ```
- 7. ETSI Chair’s Responsibilities –
- Operational Coordination Group (OCG)
- 7.1 General
The OCG acts as a focal point and a forum for co-ordination of and between the Technical Committees, ETSI Projects, ISGs, Special Committees (SC) Coordination Groups (CGs) and the ETSI Secretariat.
The OCG provides an opportunity for Chairs and ETSI representatives to CGs initiated by external bodies to exchange information and experiences; and to discuss any issues prior to formal resolution of substantial objections in the Board and respond to Board requests for information.
The OCG also makes recommendations to the Board on the allocation of resources for STFs and on the proposed technical testing roadmap and priorities for TTFs. The OCG is also involved in the endorsement of MoU’s, Cooperation Agreements, and the processing of PAS Supplements.
``` It 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 Organization, the ISGs and the CGs. A TB/ISG Chair will be periodically requested to report to the OCG on the progress, issues and topics for decision. ```
- 7.2 The Chair’s role in the OCG
``` OCG meetings are open to TB and ISG Chairs, and meetings are called as required to fulfil the duties as mentioned above. Periodically (typically every two years), each TB and ISG Chair is required to present progress reports to the Board meeting. ```
- 8. STF/TTF Management and
- Chair’s responsibilities
- 8.1 General
An active contribution of the TB/ISG Chair is required in the phases listed below.
- 8.2 Drafting the Terms of Reference
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 Reference Body, irrespective of the funding source.
- 8.3 STF/TTF Work plan
The work plan included in the STF/TTF Terms of Reference (ToR) is established by the Reference Body Chair, in consultation with the ETSI Secretariat, and contains the following elements:
- latest schedule for the availability of the base documents - milestones and reporting schedule - deliverables schedule - tasks and resources assigned to the service providers - provisional travel plan for the participation of service
providers’ personnel to meetings and events.
- 8.4 Submission of STF/TTF proposal
- 8.4.1 Submission of STF proposal
To be able to benefit from EC/EFTA funding, an STF proposal can be submitted in response to the Rolling Plan for ICT Standardisation (ICT RP), the Annual Union Work Programme or other specific EC policy documents. STF proposals under the ETSI budget, can be submitted in the two allocation steps, in October/November and in May/June time periods.
- 8.4.2 Submission of TTF proposal
- The TB/ISG Chair is to liaise with the responsible Director at
each step of TTF proposal submission.
- The initial TTF ToR should be sent to the responsible Director
before the date indicated in the TTF Process Calendar, so it can be incorporated into the following year’s Technical Roadmap.
- The TB/ISG Chair is to present and defend the work behind
the TTF proposal at the September Board/OCG meeting.
- 8.5 Recruitment of the experts
``` Applications from ETSI members active in the TB/ISG are encouraged. The STF/TTF Manager and the Chair should assess the applications and draw up a short list of candidates. To avoid a conflict of interest in the selection of service providers, the Reference Body Chair/Vice-Chair(s) and the Chair of the Working Group directly concerned by the STF/ TTF activity and who belong to an organization 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. ```
- 8.6 Preparatory Meeting (Experts’ interview)
``` The TB/ISG Chair should attend the preparatory meeting to select the experts, appoint the STF/TTF Leader, and decide on the draft Work Plan and allocation of resources. This should be done in coordination with the ETSI STF/TTF Manager & Technical Officer and, in case of a TTF, the responsible Director. ```
- 8.7 Monitoring STF/TTF progress
``` The Chair is expected to provide technical guidance. The STF/TTF leader is appointed by the Director-General in consultation with the relevant TB/ISG Chair. The STF/TTF leader acts as the interface with the Director-General for management of the STF/TTF, with the service provider(s) for coordination of the project and with the TB/ISG Chair for technical control. It is recommended that a Steering Group (SG) is set up. It is essential to ensure the timely approval of the STF/TTF deliverables by the TB/ISG. ```
- 8.8 STF/TTF Reporting
``` The Chair approves the STF/TTF Progress Reports which confirm the achievement of the intermediate milestones against which the experts’ companies will be paid by ETSI Director-General. Whenever possible, the reports should be reviewed and endorsed by members of relevant TB/ISG, before the approval by the TB/ISG Chair. ```
- 8.9 Closing the STF/TTF
``` Upon completion of the STF/TTF work, the TB/ISG Chair shall ensure that feedback is provided to the Director-General on the STF/TTF work. ```
- 9. EC cooperation
The ETSI Director-General (or a nominated substitute) represents ETSI within the relevant committees of the EC and EFTA concerning advisory or regulatory standardization issues.
The TB/ISG Chair should be aware of all the relevant liaisons between ETSI and the EC.
The TB/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 and any other EU policy.
The main goal of contribution to AUWP is to indicate what needs to be mandated by the EC for ESOs (AUWP targets ESOs only). 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, AUWP is not binding for the EC. Standardisation actions identified in Rolling plan for ICT Standardisation are complementary to other instruments, in particular the Annual Union Work Programme (AUWP). Normally, it is for the ETSI Secretariat to coordinate 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. References: ``` - AUWP - https://ec.europa.eu/growth/single-market/
european-standards/notification-system_en
- Rolling plan for ICT standardisation - https://joinup.
ec.europa.eu/collection/rolling-plan-ict-standardisation/
- 10. ETSI working tools
``` Most of ETSI’s work is carried out by electronic means - by email exploder lists and via the ETSI portal. An ETSI on-line (EOL) account is required to access most areas such as the ETSI portal. 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. 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. The 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. The e-Approval application is the means for voting on draft ETSI Standards, ETSI Guides, ETSI European Standards and ETSI Harmonized European Standards. The consultation of comments and/or results of votes on such documents is also possible. ``` _Figure 1: Overview of ETSI working tools_
- 11. ETSI Secretariat Contacts
``` Secretariat team Role Web page ``` ``` Standards Development Centre (SDC) Secretariat support to TBs/ISGs. https://portal.etsi.org/People/Commitee-Support-Staff ``` ``` Centre for Testing and Interoperability (CTI) ``` ``` Support to TBs/ISGs for the specification and validation of base standards and the development of test specifications. ``` ``` https://portal.etsi.org/Services/Centre-for- Testing-Interoperability/Contacts ``` ``` editHelp! Support and guidance for the drafting and finalisation of ETSI deliverables. https://portal.etsi.org/Services/editHelp ``` ``` IT Helpdesk Assistance for technical issues on ETSI Portal, EOL accounts, etc. helpdesk@etsi.org ``` ``` Membership ``` ``` Advise on membership categories, application process, fees. Liaises with the Official member contact. ``` ``` https://www.etsi.org/membership ``` ``` Communications ``` ``` Manage the ETSI website, social media, press releases, webinars, blogposts, brochures, leaflets and the Enjoy! magazine. Manage the finalisation and publication of White Papers, not under the control of ETSI. ``` ``` https://www.etsi.org/newsroom ``` ``` Events ``` ``` Manage endorsements of events and negotiate special conference rates (speaking slots and stands). Organise and promote ETSI workshops. ``` ``` https://www.etsi.org/events See forthcoming and past seminars, plugtests, webinar details ```
- _The table below provides an overview of Secretariat teams available for delegates._**
- Annex 1 - Abbreviations
For the purposes of the present document, the following abbreviations apply:
AUWP Annual Union Work Programme
CA Co-operation Agreement
CG Coordination Group
EC European Commission
EDRs ETSI Drafting Rules
EG ETSI Guide
EFTA European Free Trade Association
EN European Standard
ENAP EN Approval Procedure
EOL ETSI on-line
EP ETSI Project
EPP ETSI Partnership Project
ES ETSI Standard
ETSI European Telecommunications Standards Institute
EWP ETSI Work Programme
FRAND Fair Reasonable and Non-Discriminatory
GA General Assembly
GR Group Report
GS Group Specification
HS Harmonised Standard
ICT RP ICT Standardisation Rolling Plan
IPR Intellectual Property Right
ISG Industry Specification Group
``` LOI Letter of Intent LS Liaison Statement MOU Memorandum of Understanding NSO National Standards Organization NWI New Work Item OCG Operational Co-ordination Group PAS Publicly Available Specification PEP Partnership Engagement Process RoP ETSI Rules of Procedure SC Special Committee SR Special Report STF Special Task Force TB Technical Body TG Task Group TC Technical Committee ToR Terms of Reference TR Technical Report TS Technical Specification TTF Testing Task Force TWPs Technical Working Procedures WG Working Group ```
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