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Outline
The present document endeavours to provide step-by-step guidance on the essential elements, most common practices and
responsibilities of a Technical Body (TB), Industry Specification Group (ISG) and Special Committee (SC) and ETSI Project (EP)
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 ISGs, TBs, SCs and EPs, but it 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.
A Special Committee may be established by the GA for defined tasks and follows the same rules as TBs (as per TWPs) unless
otherwise stipulated in their ToR.
Contents
1. Obligations and Responsibilities of the Chair 3
2. Who is authorised to participate in TB/SC/ISG
activities? 3
2.1 TB/SC/WG meetings 3
2.2 TB/SC membership list 3
2.3 ISG meetings 4
2.4 ISG membership list 4
3. Meeting responsibilities: preparation,
participation, reporting 4
3.1 Introduction 4
3.2 Before a TB/ISG/SC meeting 4
3.3 During a TB/ISG/SC meeting 5
3.4 After a TB/ISG/SC meeting 5
3.5 ENAP (EN Approval Procedure)
Resolution meetings 5
4. ETSI Chair’s Responsibilities on Antitrust
Compliance, IPR and Confidentiality 6
4.1 General 6
4.2 Chair’s Responsibilities on IPR 6
4.3 Copyrights in ETSI Deliverables 6
4.4 Chair’s Responsibilities on Antitrust Compliance 7
4.5 Chair’s Responsibilities on Confidentiality 7
5. Decision Making and Voting 8
5.1 Consensus 8
5.2 TB/ISG/SC vote during a meeting
5.3 TTB/ISG/SC vote by correspondence 8
5.4 Vote for the election of a Chair/Vice-Chair or Working
Group Chair
5.4.1 General 8
5.4.2 TB/SC vote for election of an Official 8
5.4.3 ISG vote for election of an Official
6.
External cooperation with ETSI Partners 9
6.1 Overview of partnership agreements 9
6.2 ETSI Cooperation Agreements and Supplements 10
6.2.1 General Information 10
6.2.2 PAS (Publicly Available Specification) Process 10
6.2.3 Participation of an ETSI Partner representative in
ETSI meetings 10
6.3 Working with Observers and non-members
6.3.1 Participation of Observers
and non-members in ETSI meetings 10
6.3.2 Liaison Statements when there is no Partnership
Agreement 10
6.3.3 Joint meeting with an organisation that has no
Partnership Agreement with ETSI 10
6.4 Cooperation between ETSI TBs/SCs and ISGs 11
7. ETSI Chair’s Responsibilities – Operational
Coordination Group (OCG) 11
7.1 General 11
7.2 The Chair’s role in the OCG 11
8. STF/TTF Management and Chair’s
responsibilities 12
8.1 General 12
8.2 Drafting the Terms of Reference 12
8.3 STF/TTF Work plan 12
8.4 Submission of STF/TTF proposal 12
8.4.1 Submission of STF proposal funded by ETSI 12
8.4.2 Submission of STF proposal funded by EC/EFTA
8.4.3 Submission of TTF proposal
8.5 Recruitment of the experts’ 12
8.6 Preparatory Meeting (Experts’ interview) 12
8.7 Monitoring STF/TTF progress 12
8.8 STF/TTF Reporting 12
8.9 Closing the STF/TTF 12
**9. EC cooperation 13
ETSI working tools 13
ETSI Secretariat Contacts 14**
Annex 1 - Abbreviations 15
1
1. Obligations and Responsibilities
of the Chair
The primary duties of a Chair:
Ensure an efficient operation of the TB/ISG/SC/EP and its
Working Groups (in conjunction with the Vice-Chair(s),
Working Group (WG) Chair(s) and Vice-Chair(s))
Ensure the TB/SC/ISG/EPs’ 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/SC 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/SC/EP upon request.
References: ETSI TWPs Clauses 1.1.2, 1.3.3, 1.7.1, and 3.3.
2. Who is authorised to participate
in TB/SC/ISG activities?
2.1 TB/SC/WG meetings
To attend a TB/SC 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 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.
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 Guests 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 Guests 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 1.5,
ETSI TWPs Clauses 1.4 and 1.8.1.
2.2 TB/SC 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 organisation where ETSI
has a signed partnership agreement may be subscribed
according to the rules of the relevant agreement.
References: ETSI TWPs Clause 1.5.
3
2.3 ISG meetings
In accordance with ETSI TWPs Clause 3.4, representatives of
an ETSI Full member, Associate member, Full or Associate
Applicant member, a Partner and a 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.
A Counsellor is not required to sign an ISG agreement to be
able to attend an ISG meeting.
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 Guests shall neither vote nor
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).
Guests shall not be subscribed to the ISG membership list.
3. Meeting responsibilities: preparation,
participation, reporting
3.1 Introduction
TB/ISG/SCs have the freedom to organise their work
according to the needs of the members providing it
complies with the ETSI Directives.
For a TB/ISG/SC decision-making meeting, the agenda shall
be available at least 30 days beforehand. The definition of
decision-making is based on consensus or vote and defined
in the ETSI TWPs Clause 1.7.
TB/ISG/SCs have the right to decide on:
number of WGs
frequency of meetings
organisation of rapporteur’s meetings
deadlines for submitting agenda and other documents for
meetings
the way WGs and Rapporteur groups report to the
TB/ISG/SC meeting, etc.
A TB/ISG/SC non-decision-making meeting can be used to
collect a snapshot of opinions of ETSI members and ISG
Participants on a given item or topic.
The ETSI Directives do not make a distinction between
different meeting types, although the term “plenary” is used
by ETSI TBs, ISGs and SCs.
The ETSI Portal Meeting application offers various types of
meetings e.g., Plenary, Working Group, Rapporteur,
Resolution etc.
References: ETSI TWPs Clauses 1.1, 1.3.3, 1.7, 3.1 and 3.3.3.
3.2 Before a TB/ISG/SC 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/SC membership is notified at least thirty (30) days before
a decision-making meeting.
NOTE: The draft agenda for the first meeting of a new TB, 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 TB/ISG Chair
to disseminate the meeting invitation.
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.
3.3 During a TB/ISG/SC meeting
During a TB/ISG/SC meeting, the Chair 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 Section 4 of the present guide for
further details)
Ensure a meeting secretary has been appointed to take the
minutes for the meeting report
Present the agenda and seek its approval
4
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
Ensure the presence of each attendee is correctly recorded
on the portal.
References: ETSI TWPs 1.7, ETSI RoP Article 11 and ETSI IPR
Guide, Clauses 2.3.2, 2.3.3 and 2.3.
3.4 After a TB/ISG/SC meeting
Following each meeting a report should be provided within
30 days and 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
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 required to provide a list
detailing the key decisions and topics.
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.
3.5 ENAP (EN Approval
Procedure) Resolution
meetings
This section only applies for ENs (European
Standards).
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 if no comments are received
during the Public Enquiry or if only editorial comments are
received and the vote is successful.
References: ETSI TWPs, Clause 2.2.1.1.
5
4. ETSI Chair’s Responsibilities on Antitrust
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/SC or
ISG meetings
Every TB/SC or ISG meeting starts with a “Call for IPRs”
performed by the Chair. e.g., this may consist of the following
sentences for a TB meeting:
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. Such declarations shall be made in the
ETSI IPR database.
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 copyright 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 third-
party material (text/figures) cannot be avoided,
reproduction in ETSI deliverables will require the author’s
authorization and the copyrighted material shall be indicated
by the symbol © and with proper acknowledgment of its
owner.
The Chair should instruct the Rapporteur to obtain the
author’s authorization using the template available from the
(^6) 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”.
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:
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.
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.
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
7
“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”.
5. Decision Making and Voting
5.1 Consensus
A TB/ISG/SC shall endeavour to reach Consensus on all issues
both during a meeting and/or in between meetings via the
Remote Consensus portal application.
If Consensus cannot be achieved, the TB/ISG/SC Chair can
decide to take a vote either during a meeting or in between
meetings. It may be performed by a secret ballot.
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).
A description of the tools available can be found in section 10.
References: ETSI TWPs, 1.7, 3.7 and Annex A.
5.2 TB/ISG/SC vote during
a meeting
Electronic voting is recommended.
Only members who have registered to the meeting and are
present (physically or remotely connected) may vote.
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.
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).
Voting by proxy is not permitted.
The result of the vote shall be recorded in the meeting
report.
References: ETSI TWPs, Clauses 1.5.4, 1.7.1, 1.7.1.1 and 3.
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
sub-clauses) and 3.
5.3 TB/ISG/SC vote
by correspondence
Electronic voting shall be used.
Only delegates subscribed to the TB/ISG/SC membership list
with their EOL account email address will be considered
members of the TB/ISG/SC.
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.
The voting period for an SC shall be 30 days unless otherwise
specified in the SC ToR.
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, ,1.7.1.2 and 3.
5.4 Vote for the election of
a Chair/Vice-Chair and
WG Chair
5.4.1 General
In the case where there is more than one candidate for the
election of a Chair/Vice-Chair or WG Chair, a secret ballot shall
be used.
If no candidate is elected after a first vote, a second or third
ballot may be required.
References: ETSI TWPs, Clauses 1.7.1.3, 3.3 (and sub-clauses)
5.4.2 TB /SC
The procedures for the election of a TB/SC Chair/Vice-Chair
and WG Chair described in TWPs, Clauses 1.7.1, 1.7.1.1 and
1.7.1.2 shall apply.
5.4.3 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.
8
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/SCs 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 organisations 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.
Type 3
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]
Political
Marketing
Technical
1.8.1.1.
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 regarding
PAS – see Section 6.2.2 of
this guide.
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 1.8.1.
Detailed information on Basic Co-operation Agreement between CEN, CENELEC and ETSI and the description of 5 modes of
cooperation is given in Annex P of the TWP.
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 Section 6.2.2 below.
The description of the Partnership Engagement Process is described at:
https://portal.etsi.org/Search/Partnership-agreements/Partnership-Establishment
9
6.2 ETSI Cooperation
Agreements and
Supplements
6.2.1General 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 organisation to submit
its publicly available 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.
Partnership information is available at: 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 Working with
Observers and non-
members
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 liaison 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:
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.
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.
The principle of the ISG meeting participation fee shall not be
applied to workshops organized between an ISG and a non-
partner organisation.
10
6.4 Cooperation between ETSI TBs/SCs and ISGs
The attention of the TB/SC and ISG Chairs is drawn to the details of cooperation in between ETSI TBs, TBs and ISGs, TBs and SCs 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/SCs
Liaison officer
Liaison statement
Joint meeting(s)
TBs/SCs with ISGs
In between ISGs
Liaison officer from one ISG or TB/SC can attend another ISG
meeting only if his/her organisation signed the ISG agreement
Liaison statements
Joint meeting – see Section 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 (TCs), ETSI
Projects (EPs), ISGs, Special Committees (SCs), 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 Organisation, 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, SC, EP and ISG Chairs, and
meetings are called as required to fulfil the duties as
mentioned above.
Periodically (typically every two years), each TB, SC, EP and
ISG Chair is required to present progress reports to the Board
meeting.
11
8 STF/TTF Management and
Chair’s responsibilities
8.1 General
An active contribution of the TB/ISG/SC 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
funded by ETSI
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.
8.4.2 Submission of STF proposal
funded by EC/EFTA
Since April 2021, the EC changed the process for STF proposals
funded by EC/EFTA and established a new Agency called the
European Innovation Council and SMEs Executive Agency
(EISMEA).
The STF proposals are first assessed by EC (DG GROW and/or
any relevant DG).
To be eligib le to EC/EFTA funded, the STF proposals shall:
be linked to a Commission priority, Commission strategy, EU
legislation or other documents (e.g., the ICT Rolling Plan or
the Annual Union Work Programme); and
meet the Single Market Programme (SMP) objectives; and
state the expected deliverables/outcomes; and
mention the objective and verifiable criteria that will allow
the EC to assess that the above deliverables/outcomes have
been effectively met.
If the above criteria are met, EISMEA then evaluates the STF
proposals with the following criteria:
Relevance
Quality — Project design and implementation
Quality — Project team and cooperation arrangements
Impact.
For each criterion, there is a threshold, and each threshold
shall be met to receive a positive assessment from EISMEA.
and with proper acknowledgement of its owner.
8.4.2 Submission of TTF proposal
The TB/ISG/SC Chair is to liaise with the CTI Director at each
step of TTF proposal submission.
The initial TTF ToR 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.
The TB/ISG/SC 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/SC are
encouraged. The STF/TTF Manager (ETSI Secretariat) 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 organis ation 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/SC Chair should attend the preparatory meeting
with the selected 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 the case of a TTF, the CTI
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/SC 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/SC.
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/SC, before the
approval by the TB/ISG/SC Chair.
8.9 Closing the STF/TTF
Upon completion of the STF/TTF work, the TB/ISG/SC 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
13
11 ETSI Secretariat Contacts
The table below provides an overview of Secretariat teams available.
Secretariat team Role Web page
Standards Development Centre (SDC) Secretariat support to TBs/ISGs. https://portal.etsi.org/People/CommiteeSupport-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
Legal (^) 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.
https://www.etsi.org/about/legal
Partnerships (^) Development and maintenance of the ETSI
partnership portfolio, interaction with the
National Standards Organisations (NSOs)
https://www.etsi.org/about/our-
partnerships
14
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
CTI Centre for Testing
and Interoperability
EC European Commission
EDRs ETSI Drafting Rules
EG ETSI Guide
EFTA European Free Trade Association
EISMEA European Innovation Council
and SMEs Executive Agency
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 Organisation
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
15
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