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SystemVerilog Working Group<br />Procedures and Policies<br />1. Preface<br />In today’s technological environment, standards play a critical role in product<br />development and market share. Responsibility for how a standard evolves begins in the<br />working group. Every contribution, behavior, and action has both a contributory and a<br />potential legal consequence. These procedures help protect working group members<br />and the IEEE.<br />These are operating procedures that outline the orderly transaction of business by the<br />SystemVerilog Working Group (SV-WG). The working group may amend these<br />procedures with the approval of the IEEE DASC and the IEEE-SA Corporate Advisory<br />Group (CAG) coordinating committee (the Sponsor coordinating committee).<br />2. Hierarchy<br />Several documents take precedence over these procedures in the following order:<br />New York State Not-for-Profit Law<br />IEEE Certificate of Incorporation<br />IEEE Constitution<br />IEEE Bylaws<br />IEEE Policies<br />IEEE Board of Directors Resolutions<br />IEEE Standards Association Operations Manual<br />IEEE-SA Board of Governors Resolutions<br />IEEE-SA Standards Board Bylaws<br />IEEE-SA Standards Board Operations Manual<br />IEEE CAG Sponsor Operating Procedures<br />IEEE Robert's Rules of Order (Revised) shall be followed for parliamentary matters not<br />discussed in this document or in superior documents.<br />3. Fundamental principles of operation<br />For the development of standards, openness and due process must apply, which means<br />that any entity with a direct and material interest has a right to participate by:<br />1) Expressing a position and its basis,<br />2) Having that position considered, and<br />3) Appealing if adversely affected.<br />Due process allows for equity and fair play. In addition to openness, due process<br />requires balance, i.e., the standards development process should have a balance of<br />interests and shall not be dominated by any single interest category. Due process also<br />requires a consensus of those parties interested in the project. Consensus is defined as<br />a majority agreement, but not unanimity.<br />4. Legal accountability<br />The working group will abide by all intellectual property policies of the IEEE, including<br />those for patents, trademarks, and copyright. The working group chair shall review the<br />IEEE patent policy at the start of each meeting. The working group shall require<br />assurance from patent holders in the form of subclause 6(a) of the IEEE-SA Standards<br />Board Bylaws. The working group is obligated to avoid discussions that could result in<br />an antitrust action. If health, safety and environmental issues are raised in the standards<br />document developed by the working group, the chair will inform IEEE Standards staff to<br />ensure that the appropriate legal review of these clauses is fulfilled.<br />5. Working Group Responsibilities<br />The working group shall<br />a) Develop a proposed IEEE Standard within the scope of the Project<br />Authorization Request (Assigned PARs)<br />b) Provide the Sponsor with a business rationale for the development of the<br />standards<br />c) Work towards the goal of completing the projects within 18–24 months<br />(from PAR approval to IEEE-SA Standards Board approval)<br />d) Submit documentation required by the Sponsor, for example, a project<br />schedule or a monthly status report<br />e) Schedule meetings (in person or electronic) at least six times a year,<br />based on an agenda distributed at least two weeks prior to the meeting<br />f) Obtain funding as needed to cover dedicated support to expedite the<br />standards development process<br />g) Use the IEEE FrameMakerTM document templates.<br />h) Include the Sponsor coordinating committee on distribution of the<br />standard as it is developed and when it is ready to begin IEEE Standards<br />Sponsor ballot<br />5.1 Working Group Constitution<br />The following qualify as members of the working group:<br />— Corporation: An entity that has a controlling body, such as a Board of Directors,<br />that does not report to another controlling body.<br />— Government agency or subdivision: An entity that reports to its parent or<br />executive, legislative, or judicial branch of a government.<br />— Partnership or association: An entity comprised of two or more principal members.<br />In order to be a voting member, each partnership or association shall declare that<br />it does not represent the interests of another member of the working group.<br />— Consultant: An entity whose principal source of revenue is derived from providing<br />consulting services for other institutions. In order to be a voting member in a<br />working group, each consultant shall declare that it does not represent the<br />interests of another member in the working group.<br />— Academic institution: An educational entity that has a controlling body, such as a<br />Board of Regents or a Board of Governors.<br />— Consortia, vendor-specific user groups, professional societies, and other<br />standards-developing organizations: The principal and alternate representatives<br />for these types of entities may be employed by other entities that have voting<br />membership in the working group.<br />— Other institutional persons as approved by the Sponsor coordinating committee<br />In the event that, through merger or acquisition or other similar event, a working group<br />member has its assets totally or substantially transferred to another entity, working group<br />membership may be transferred to the new entity, provided that the new entity is not a<br />current member of the working group and all provisions of membership are maintained.<br />Any such transfer of membership shall be subject to the approval of the Sponsor<br />coordinating committee.<br />6. Officers<br />There shall be a Chair, a Vice-Chair, and a Secretary. The Chair and Vice-Chair shall be<br />IEEE members of any grade, individual IEEE-SA members, and must also be a<br />Designated Representative (DR) of an entity that is a corporate IEEE-SA member. The<br />Secretary must be a DR of an entity that is a corporate IEEE-SA member. The Chair, for<br />organizational purposes, will work with the Sponsor to submit PAR forms to the New<br />Standards Committee (NesCom).<br />The Sponsor coordinating committee shall appoint the interim Chair and Vice-Chair of<br />the working group. At the first organizational meeting, the WG shall elect its operating<br />officers in accordance with 6.1, and, where necessary, Robert’s Rules of Order. The<br />term of service for each of the elected officers is two years. Any one person may not<br />hold the same office for more than a maximum of three consecutive terms.<br />6.1 Election of Officers<br />The Chair shall appoint a Returning Officer to conduct an election of officers. The<br />Returning Officer shall not be a nominee in the election and shall not vote in the election.<br />An election will seek to fill offices that are either vacant, have an official in temporary<br />appointment, or when the term of office has expired.<br />The members shall nominate to the Returning Officer one or more members for each<br />office to be filled at the election. Nominees shall be eligible to hold the office for which<br />they are elected. A member shall be nominated for no more than one office. The<br />response period for nominations shall be at least 14 calendar days. If no nomination is<br />received for an office, a temporary appointment shall be made in accordance with 6.2.<br />The Returning Officer shall conduct the election by letter or electronic ballot. Voting will<br />conclude after 14 calendar days. Voting shall be by “approval”, whereby each balloter<br />may cast one approval vote for each of any number of nominees for an office. The<br />nominee with the greatest number of approval votes shall win the election.<br />Election of the Chair and Vice-Chair shall be confirmed by the Sponsor Coordinating<br />Committee. If the Sponsor Coordinating Committee fails to confirm election of the Chair<br />or Vice-Chair, the Returning Officer shall conduct a fresh election for the office not<br />confirmed.<br />6.2 Temporary Appointments to Vacancies<br />If an office becomes vacant due to resignation, removal, lack of nomination at an<br />election or for another reason, a temporary appointment shall be made for a period of up<br />to six months. In the case of Chair or Vice-Chair, the temporary appointment shall be<br />made by the Sponsor Coordinating Committee, with input from the working group. In the<br />case of Secretary, the temporary appointment shall be made by the Chair. An election<br />for the vacated office shall be conducted at the earliest practical time.<br />6.3 Chair<br />The Chair shall<br />a) Institute a “Call for Participation” to the IEEE-SA corporate and organizational<br />membership upon initiation of the project<br />b) “Call for Patents” at each meeting<br />c) Solicit “letters of assurance” from patent holders<br />d) Ensure coordination with Societies as appropriate<br />e) Regularly attend WG meetings (including face-to-face, teleconference, or other<br />electronic means)<br />f) Notify Sponsor when document is ready for balloting<br />g) Achieve ballot resolution<br />The Chair also shall:<br />a) Be objective<br />b) Entertain motions, but not make motions<br />c) Not bias discussions<br />d) Delegate necessary functions<br />e) Ensure that all parties have the opportunity to express their views<br />f) Set goals and deadlines<br />g) Be knowledgeable in IEEE standards processes and parliamentary procedures and<br />ensure that the processes and procedures are followed<br />h) Seek consensus of the WG as a means of resolving all issues<br />6.4 Vice-Chair<br />The Vice-Chair shall carry out the Chair's duties if the Chair is temporarily unable to do<br />so or chooses to recuse him- or herself (e.g., to give a technical opinion).<br />6.5 Secretary<br />The Secretary shall:<br />a) Distribute the agendas<br />b) Record and have published minutes of each meeting<br />c) Maintain the membership roster<br />d) Schedule meetings in coordination with Chair<br />e) Be responsible for the management and distribution of WG documentation<br />f) Maintain list of unresolved issues, action items, and assignments<br />g) Maintain a budget and control all funds into and out of the WG’s bank account<br />7. WG membership<br />WG membership is by entity. To be eligible to vote in the working group an entity must<br />be a corporate member of IEEE-SA. An entity shall have one Designated Representative<br />(DR) and may have more than one alternate (DRA) participating in the WG. The Primary<br />Representative of the entity determines the DR/DRA for the WG. The assignment of a<br />DR/DRA can change throughout the life of the WG. It is the entity’s responsibility to<br />notify the Secretary of changes to the DR/DRA assignment.<br />Only the DR is eligible to vote on behalf of the entity for all WG matters. If the DR is<br />unable to vote at a meeting, one DRA will be recognized at the start of the meeting to<br />vote on the DR’s behalf. Membership shall give the DR the right to vote on all WG<br />matters.<br />Each DR/DRA can vote for only one member of the working group; no one<br />representative can represent the interests of more than one member of the working<br />group except for a temporary proxy vote.<br />Membership and voting privileges shall be granted automatically during the first three<br />initial meetings of the working group to those entities attending any of the first three<br />initial WG meetings. Thereafter, membership and voting privileges shall be granted to<br />the entity after the entity attends two consecutive meetings of the WG.<br />The entity (member), through its DR or DRA, is expected to attend meetings as required<br />by the procedures established by the WG. The Secretary records attendance for<br />members who attend at least 50% of a meeting’s duration. Attendance at a meeting via<br />teleconferencing and/or electronic means, e.g., Internet conferencing, shall also be<br />permitted.<br />After the three initial meetings of the WG, a member must attend two out of the last three<br />regularly scheduled meetings to remain a voting member of the working group. A<br />member will also lose its membership if the member does not participate in 80% of the<br />letter or electronic ballots conducted by the working group in the last three months.<br />The Chair shall notify, in writing, a member that has lost its voting privileges. A member<br />who has lost its voting privileges shall have its voting privileges reinstated by attendance<br />at two consecutive meetings of the working group. All voting privileges and rights shall<br />be restored after attending the second consecutive meeting.<br />Observers shall be permitted to participate in working group meetings and email<br />discussions.<br />The entity member is to ensure that their DR/DRA have a material knowledge of the<br />project scope.<br />The WG may from time to time form subgroups for the conduct of its business and<br />determine the eligibility of WG members and observers to vote on questions within such<br />subgroups. Any resolution of a subgroup shall be subject to confirmation by the WG.<br />8. WG Membership Roster<br />The Secretary shall maintain a current and accurate roster for the working group and<br />shall distribute it to the members upon request or at least annually. All changes to the<br />roster shall be forwarded to the Chair immediately. The roster shall include the following:<br />1) Title of the Sponsor and its designation<br />2) Officers--Chair, Vice-Chair, Secretary<br />3) Standards Staff Liaison (if applicable)<br />4) Members<br />a. Entity name<br />b. Designated Representative (indicated by “DR”) and entity address<br />c. Alternate(s) (indicated by “DRA”) and entity address (es)<br />9. Voting<br />The working group may conduct a vote by letter or electronic ballot at the discretion of<br />the Chair. The response period for a letter or electronic ballot will be at least 14 days.<br />The Chair will publish the results of a letter or electronic ballot within 7 days of the vote<br />conclusion, including the balloting position of each voting member who voted in the<br />ballot. Unless otherwise required, a letter or electronic ballot requires at least a 50%<br />return of the members to be valid.<br />Approval of an action requires an approval vote from a majority of those votes cast from<br />those entitled to vote at the time of a vote (either at a meeting or by electronic ballot),<br />provided a quorum is present. Those able to vote shall be official members of the<br />working group. Notification of the potential for action shall be included on any distributed<br />agendas for meetings.<br />These actions include<br />1) Adoption of WG procedures, interest categories, or revisions of interest categories<br />2) Approval of minutes<br />3) Approval of WG Officers<br />In case of a tie in a working group motion, it is broken by the chair of the working group.<br />The chair can only vote to break a tie, making the motion pass or fail. The chair can also<br />vote to create a tie, making the motion fail. The Chair can also choose not to break a tie.<br />In such a case, the motion would fail. If the tie is in an election, usually there is a runoff<br />vote between the two tied candidates. Each voting member is allowed one vote in this<br />case.<br />9.1 Actions Requiring Approval by Two-Thirds of the Voting WG Membership<br />The following actions require an electronic ballot or an equivalent formal recorded vote<br />with approval by at least two-thirds of the voting members of the WG, excluding<br />abstentions (provided that notification of the action has been included on the distributed<br />agenda for the meeting)<br />1) Approval of change of the WG scope<br />2) Approval of termination of the WG (subject to approval by the Sponsor coordinating<br />committee)<br />3) Establishment of fees<br />4) Approval of revised WG procedures<br />5) Removal of a WG officer<br />6) Approval to move the draft standards project to IEEE Standards Sponsor ballot<br />9.2 Proxy voting<br />Proxy voting is allowed in the working group. All proxies must be approved by the<br />working group chair prior to the meeting or time period in which the proxy is to be in<br />effect Proxy voting must be determined for finite time periods and may be renewed if<br />necessary. Any proxy voters must be announced to the working group prior to the period<br />in which the proxy is to be in effect.<br />10. Meetings<br />Working Group meetings shall be held, as decided by the working group, the Chair, or<br />by petition of 15% or more of the members, to conduct business, such as making<br />assignments, receiving reports of work, considering draft standards, and considering<br />views and objections from any source.<br />A meeting shall be announced 30 days in advance to all members and observers. An<br />agenda shall be distributed at least 14 days in advance of a meeting.<br />The working group may charge a meeting fee to cover services needed for the conduct<br />of the meeting. The fee shall not be used to restrict participation by any interested<br />parties.<br />11. Quorum<br />A WG quorum must be identified before the initiation of a WG meeting. A quorum shall<br />be defined as 50% of the WG membership eligible to vote (i.e., the DR or DRA of each<br />such entity), including those present using teleconferencing facilities. A WG vote<br />requires the presence of a quorum.<br />12. Communications<br />Inquiries relating to the working group should be directed to the Chair, and all members<br />should so inform the individuals who raised such questions. All replies to such inquiries<br />shall be made through the Chair.
Topic revision: r1 - 2016-02-19 - 02:17:56 - KarenPieper
P1800