Other

Interoperability Demonstration Policy (2010-12-07)

Table of Contents

Overview
Steps to Organizing an OASIS InterOp
Rules for Participation
Promotional Opportunities
Logistics and Budget
Proposal Guidelines
Internal TC Interoperability Activities
Guidelines Feedback

Overview

OASIS Interoperability Demonstrations (InterOps) are public interoperability demonstrations that showcase multi-vendor implementations of approved OASIS work. Usually hosted in connection with a conference or trade show, OASIS InterOps are official Consortium activities, endorsed by one or more OASIS Technical Committees (TCs), and mutually supported by OASIS staff and InterOp Participants.

These Guidelines has been developed to insure fair participation, proper coordination, and maximum promotion for OASIS InterOps. Members interested in organizing an OASIS InterOp are advised to review these Guidelines and consult with the appropriate OASIS TC Chair(s) and OASIS staff.

Conference organizers interested in hosting an OASIS InterOp at an upcoming event are encouraged to explore opportunities by emailing events@oasis-open.org.

Steps to Organizing an OASIS InterOp

  1. OASIS InterOps are designed to promote the adoption of approved work of one or more OASIS TCs. Specifications demonstrated, therefore, should have attained the status of OASIS Standard, OASIS Committee Specification or OASIS Committee Draft. In addition, OASIS InterOps must gain the support of the OASIS TC(s) responsible for the specification(s) to be demonstrated prior to Proposal submission. The decision to support an InterOp and the selection of the InterOp Lead must be made by majority vote of the TC; thereafter, specific decisions regarding InterOp staging and coordination will be made by majority vote of the InterOp Participants.
  2. The supporting OASIS TC(s) must select an InterOp Lead from its membership. Usually, the InterOp Lead also represents a participating organization in the demonstration, but this is not required. The InterOp Lead will be responsible, to the best of his or her ability, for ensuring that the event is planned and executed in a fair, vendor-neutral, and professional manner, appropriate to the operations of OASIS as an international standards consortium.
  3. The OASIS InterOp Lead must submit a Proposal to OASIS staff with a list of intended participants as described in Rules for Participation. The Proposal must clearly state the anticipated technical requirements for participation, a rough description of anticipated connectivity/networking needs, and whether any conformance or interoperability criteria will apply or be tested as part of the event.
  4. The Proposal will be reviewed by OASIS management to ensure the InterOp meets the requirements stated in these Guidelines.
  5. OASIS staff will assist the TC in locating an appropriate venue for the demo (if one was not identified in the Proposal). The process for this varies. In some cases, a conference organizer will approach OASIS staff asking for an InterOp. In other instances, a TC will include a ‘wish list’ of venues with its Proposal, and OASIS staff will present the opportunity to the identified conference organizer. When the venue is set, OASIS staff will negotiate terms with the venue organizer and relay financial and logistical terms to the InterOp Team. An OASIS staff member will be available to assist the InterOp Lead with logistical details.
  6. A list of technical and marketing contacts for each InterOp Participant will be created and distributed by the InterOp Lead to all participants and to OASIS staff.
  7. To facilitate InterOp planning, OASIS staff will create one official e-mail list for technical participants and a second list for marketing contacts. Participants may subscribe to one or both lists if they wish. Archives of these email lists will be accessible by OASIS members only. In addition, Participants may choose to further restrict list access only to OASIS staff and the Interop Participants.

Rules for Participation

InterOp Participants
Participation in an OASIS InterOp is a benefit of membership and an opportunity for OASIS members to be recognized for the leadership role they play in developing standards. An InterOp Participant is a Sponsor, Contributor, or Individual OASIS member that is taking part in the InterOp. A Sponsor or Contributor may have more than one representative active in the InterOp, but the organization itself is considered a single InterOp Participant. Once formed, the InterOp Team decides on most demonstration details by majority vote, with each InterOp Participant casting one vote.

InterOp Participants who hold Individual OASIS membership must clearly represent themselves and their own personal work.

Non-members of OASIS with implementations that meet the InterOp requirements are encouraged to join OASIS in order to qualify as InterOp Participants.

All InterOp Participants must be confirmed by the InterOp Team no later than 20 days prior to the scheduled demonstration. This lead time respects the inter-dependent nature of most InterOps and ensures that all confirmed InterOp Participants meet the demonstration requirements as set by the InterOp Team. Confirmation of InterOp Participants also gives OASIS staff and conference organizers adequate time to prepare promotional materials, (signage, collateral, etc). The InterOp Team reserves the right to extend the lead time to accommodate more complex demonstration scenarios and to confirm additional InterOp Participants after the deadline, provided they meet participation requirements and with the understanding that their inclusion in pre-printed promotional materials may not be possible.

Scenario Partners
An InterOp Team may benefit by inviting input from one or more non-members to provide a real-world context for the demonstration scenario. Ideally, these Scenario Partners should represent non-commercial or not-for-profit organizations, i.e., government agencies or trade groups.

Promotional Opportunities

OASIS staff will coordinate all promotional activities relating to the InterOp, with support from participants or their organizations’ designates. Such promotion may include the following:

  1. At least two announcements about the InterOp will be made in editions of OASIS News, listing the Sponsor members that are participating.
  2. An announcement will be placed on the OASIS homepage.
  3. An entry will be placed on the OASIS Events and XML.org Events calendars.
  4. A press release may be created and distributed by OASIS staff in coordination with the InterOp marketing contacts and the venue organizers. In order for a press release to be issued, at least three OASIS Foundational Sponsor or Sponsor-level members must participate in the InterOp. Only Foundational Sponsor and Sponsor-level members are eligible for OASIS promotional benefits, thus, those will be the only organizations named and quoted in an OASIS InterOp press release. Contributors may upgrade their membership to take advantage of this benefit. See OASIS Membership Categories for more information on membership benefits and levels.
  5. A promotional flyer may be created by OASIS staff in coordination with InterOp Participants describing the demo and the applicable OASIS Standard or Committee Draft.
  6. An onsite press event may be coordinated by OASIS staff depending on venue. The InterOp Lead or designate will serve as spokesperson for this event.
  7. Participants will have the opportunity to distribute their own datasheet describing their product or implementation used in the demonstration.

Note: The OASIS Media Relations Guidelines will apply to materials and statements generated for the event, and among other things, may require OASIS staff review and clearance of official statements regarding the specification and the relevant Technical Committee.

Logistics and Budget

OASIS InterOps are designed to be self-supporting and not revenue-generating. To offset expenses, each OASIS InterOp Participant contributes 750 USD.

As InterOp expenses vary based on venue, equipment requirements, event size, and number of Participants, it is not possible to determine, at the time an InterOp is organized, a participation fee based on actual costs/number of participants. The flat fee of 750 USD provides all Committee members with a clear idea of the requirements upfront.

Each InterOp Participant must remit payment of the participation fee or provide a company purchase order to OASIS at least 10 days prior to the event in order to participate.

Participation fees are used to cover production, shipping, drayage, rental fees, and staff coordination time required for:

  • booth signage
  • InterOp flyer, TC datasheets and/or other handout materials
  • audio-visual equipment
  • connectivity (internet/intranet)
  • hardware
  • presentation equipment, furniture
  • media relations
  • promotion
  • other expenses

One or more InterOp Participants or OASIS Member Sections may offer to co-sponsor the InterOp by underwriting expenses or making a major donation or equipment or services. If the InterOp Team agrees to accept such contributions, the donors will be recognized as co-sponsors in InterOp promotional materials.

Proposal Guidelines

Ideas for OASIS InterOps should be submitted to events@oasis-open.org as early as possible in the planning stage. Long lead times (up to a year) are often necessary to secure space at major conferences. Draft Proposals must be received by OASIS staff at least 60 days prior to the scheduled InterOp and final Proposals with all confirmed participants must be received by OASIS staff at least 20 days prior to the scheduled InterOp. Proposals must include the following information:

Sponsoring OASIS Technical Committee(s): •  TC Name(s) •  OASIS Standard(s) or OASIS Committee Draft(s) to be demonstrated (including version #) InterOp Lead: Name Job Title Affiliation Contact Information, including phone, mobile, email Abstract: InterOp Title Brief InterOp Description (no more than one paragraph) InterOp Abstract (500 words or more) Audience Level Logistics: Group Technical Requirements, e.g., audio visual, internet connectivity, computer rental, etc. Participant Requirements, i.e., equipment to be provided by each participating organization Amount of Time Needed for Demo Proposed Date (if available) Proposed Venue (if identified) InterOp Participants: Name of Each OASIS Member Participating Scenario Partner (if any): Name of Organization or Individual Description of Value Added by Their Participation

Internal TC Interoperability Activities

OASIS recognizes that some TCs find value in internally testing specifications through non-promotional, informal, proof-of-concept activities (plug fests, etc.). The results of these activities are primarily intended to benefit further specification development. OASIS TC chairs are asked to notify events@oasis-open.org of intentions to organize an internal TC proof-of-concept, however, formal InterOp Proposals are not required and the InterOp requirements stated in these Guidelines do not apply.

Guidelines Feedback

Suggestions that improve upon the above procedures or which seek to add value to the overall OASIS InterOp Guidelines are welcomed. Please send comments to events@oasis-open.org.

Dates Approved:  Wed, 2005-04-27 Effective:  Wed, 2005-04-27

Interoperability Demonstration Policy (2013-10-18)

Table of Contents

Overview
Steps to Organizing an OASIS Interop
Rules for Participation
Promotional Opportunities
Logistics and Budget
Proposal Guidelines
Internal TC Interoperability Activities
Guidelines Feedback

Overview

OASIS Interoperability Demonstrations (Interops) are public interoperability demonstrations that showcase multi-vendor implementations of approved OASIS work. Usually hosted in connection with a conference or trade show, OASIS Interops are official Consortium activities, endorsed by one or more OASIS Technical Committees (TCs), and mutually supported by OASIS staff and Interop Participants.

These Guidelines has been developed to insure fair participation, proper coordination, and maximum promotion for OASIS Interops. Members interested in organizing an OASIS Interop are advised to review these Guidelines and consult with the appropriate OASIS TC Chair(s) and OASIS staff.

Conference organizers interested in hosting an OASIS Interop at an upcoming event are encouraged to explore opportunities by emailing events@oasis-open.org.

Steps to Organizing an OASIS Interop

  1. OASIS Interops are designed to promote the adoption of approved work of one or more OASIS TCs. Specifications demonstrated, therefore, should have attained the status of OASIS Standard, OASIS Committee Specification or OASIS Committee Draft. In addition, OASIS Interops must gain the support of the OASIS TC(s) responsible for the specification(s) to be demonstrated prior to Proposal submission. The decision to support an Interop and the selection of the Interop Lead must be made by majority vote of the TC; thereafter, specific decisions regarding Interop staging and coordination will be made by majority vote of the Interop Participants.
  2. The supporting OASIS TC(s) must select an Interop Lead from its membership. Usually, the Interop Lead also represents a participating organization in the demonstration, but this is not required. The Interop Lead will be responsible, to the best of his or her ability, for ensuring that the event is planned and executed in a fair, vendor-neutral, and professional manner, appropriate to the operations of OASIS as an international standards consortium.
  3. The OASIS Interop Lead must submit a Proposal to OASIS staff with a list of intended participants as described in Rules for Participation. The Proposal must clearly state the anticipated technical requirements for participation, a rough description of anticipated connectivity/networking needs, and whether any conformance or interoperability criteria will apply or be tested as part of the event.
  4. The Proposal will be reviewed by OASIS management to ensure the Interop meets the requirements stated in these Guidelines.
  5. OASIS staff will assist the TC in locating an appropriate venue for the demo (if one was not identified in the Proposal). The process for this varies. In some cases, a conference organizer will approach OASIS staff asking for an Interop. In other instances, a TC will include a ‘wish list’ of venues with its Proposal, and OASIS staff will present the opportunity to the identified conference organizer. When the venue is set, OASIS staff will negotiate terms with the venue organizer and relay financial and logistical terms to the Interop Team. An OASIS staff member will be available to assist the Interop Lead with logistical details.
  6. A list of technical and marketing contacts for each InterOp Participant will be created and distributed by the Interop Lead to all participants and to OASIS staff.
  7. To facilitate Interop planning, OASIS staff will create one official e-mail list for technical participants and a second list for marketing contacts. Participants may subscribe to one or both lists if they wish. Archives of these email lists will be accessible by OASIS members only. In addition, Participants may choose to further restrict list access only to OASIS staff and the Interop Participants.

Rules for Participation

Interop Participants
Participation in an OASIS Interop is a benefit of membership and an opportunity for OASIS members to be recognized for the leadership role they play in developing standards. An Interop Participant is a Sponsor, Contributor, or Individual OASIS member that is taking part in the Interop. A Sponsor or Contributor may have more than one representative active in the Interop, but the organization itself is considered a single Interop Participant. Once formed, the Interop Team decides on most demonstration details by majority vote, with each Interop Participant casting one vote.

Interop Participants who hold Individual OASIS membership must clearly represent themselves and their own personal work.

Non-members of OASIS with implementations that meet the Interop requirements are encouraged to join OASIS in order to qualify as Interop Participants.

All Interop Participants must be confirmed by the Interop Team no later than 20 days prior to the scheduled demonstration. This lead time respects the inter-dependent nature of most Interops and ensures that all confirmed Interop Participants meet the demonstration requirements as set by the Interop Team. Confirmation of Interop Participants also gives OASIS staff and conference organizers adequate time to prepare promotional materials, (signage, collateral, etc). The Interop Team reserves the right to extend the lead time to accommodate more complex demonstration scenarios and to confirm additional Interop Participants after the deadline, provided they meet participation requirements and with the understanding that their inclusion in pre-printed promotional materials may not be possible.

Scenario Partners
An Interop Team may benefit by inviting input from one or more non-members to provide a real-world context for the demonstration scenario. Ideally, these Scenario Partners should represent non-commercial or not-for-profit organizations, i.e., government agencies or trade groups.

Promotional Opportunities

OASIS staff will coordinate all promotional activities relating to the Interop, with support from participants or their organizations’ designates. Such promotion may include the following:

  1. At least two announcements about the Interop will be made in editions of OASIS News, listing the Sponsor members that are participating.
  2. An announcement will be placed on the OASIS homepage.
  3. An entry will be placed on the OASIS Events and XML.org Events calendars.
  4. A press release may be created and distributed by OASIS staff in coordination with the Interop marketing contacts and the venue organizers. In order for a press release to be issued, at least three OASIS Foundational Sponsor or Sponsor-level members must participate in the InterOp. Only Foundational Sponsor and Sponsor-level members are eligible for OASIS promotional benefits, thus, those will be the only organizations named and quoted in an OASIS Interop press release. Contributors may upgrade their membership to take advantage of this benefit. See OASIS Membership Categories for more information on membership benefits and levels.
  5. A promotional flyer may be created by OASIS staff in coordination with Interop Participants describing the demo and the applicable OASIS Standard or Committee Draft.
  6. An onsite press event may be coordinated by OASIS staff depending on venue. The Interop Lead or designate will serve as spokesperson for this event.
  7. Participants will have the opportunity to distribute their own datasheet describing their product or implementation used in the demonstration.

Note: The OASIS Media Relations Guidelines will apply to materials and statements generated for the event, and among other things, may require OASIS staff review and clearance of official statements regarding the specification and the relevant Technical Committee.

Logistics and Budget

OASIS Interops are designed to be self-supporting and not revenue-generating. To offset expenses, each OASIS Interop Participant contributes 750 USD.

As Interop expenses vary based on venue, equipment requirements, event size, and number of Participants, it is not possible to determine, at the time an Interop is organized, a participation fee based on actual costs/number of participants. The flat fee of 750 USD provides all Committee members with a clear idea of the requirements upfront.

Each Interop Participant must remit payment of the participation fee or provide a company purchase order to OASIS at least 10 days prior to the event in order to participate.

Participation fees are used to cover production, shipping, drayage, rental fees, and staff coordination time required for:

  • booth signage
  • InterOp flyer, TC datasheets and/or other handout materials
  • audio-visual equipment
  • connectivity (internet/intranet)
  • hardware
  • presentation equipment, furniture
  • media relations
  • promotion
  • other expenses

One or more Interop Participants or OASIS Member Sections may offer to co-sponsor the Interop by underwriting expenses or making a major donation or equipment or services. If the Interop Team agrees to accept such contributions, the donors will be recognized as co-sponsors in Interop promotional materials.

Proposal Guidelines

Ideas for OASIS Interops should be submitted to events@oasis-open.org as early as possible in the planning stage. Long lead times (up to a year) are often necessary to secure space at major conferences. Draft Proposals must be received by OASIS staff at least 60 days prior to the scheduled Interop and final Proposals with all confirmed participants must be received by OASIS staff at least 20 days prior to the scheduled Interop. Proposals must include the following information:

Sponsoring OASIS Technical Committee(s): •  TC Name(s) •  OASIS Standard(s) or OASIS Committee Draft(s) to be demonstrated (including version #) Interop Lead: Name Job Title Affiliation Contact Information, including phone, mobile, email Abstract: Interop Title Brief Interop Description (no more than one paragraph) Interop Abstract (500 words or more) Audience Level Logistics: Group Technical Requirements, e.g., audio visual, internet connectivity, computer rental, etc. Participant Requirements, i.e., equipment to be provided by each participating organization Amount of Time Needed for Demo Proposed Date (if available) Proposed Venue (if identified) Interop Participants: Name of Each OASIS Member Participating Scenario Partner (if any): Name of Organization or Individual Description of Value Added by Their Participation

Internal TC Interoperability Activities

OASIS recognizes that some TCs find value in internally testing specifications through non-promotional, informal, proof-of-concept activities (plug fests, etc.). The results of these activities are primarily intended to benefit further specification development. OASIS TC chairs are asked to notify events@oasis-open.org of intentions to organize an internal TC proof-of-concept, however, formal Interop Proposals are not required and the Interop requirements stated in these Guidelines do not apply.

Guidelines Feedback

Suggestions that improve upon the above procedures or which seek to add value to the overall OASIS Interop Guidelines are welcomed. Please send comments to events@oasis-open.org.

Dates Approved:  Wed, 2005-04-27 Effective:  Wed, 2005-04-27

TC Process (23 March 2005)

Table of Contents

1. Definitions 2. Technical Committees 2.1 TC Discussion Lists 2.2 TC Formation 2.3 First Meeting of a TC 2.4 TC Membership and Participation 2.5 Termination of TC Membership 2.6 Leaves of Absence 2.7 TC Chairs 2.8 TC Visibility 2.9 TC Procedure 2.10 TC Meetings 2.11 TC Charter Clarification 2.12 TC Rechartering 2.13 TC Voting 2.14 TC Subcommittees 2.15 Closing a TC 2.16 TC Coordination 2.17 Intellectual Property Rights Procedures 2.18 Specification Quality 2.19 Application to Existing TCs 3. Standards Approval Process 3.1 Approval of a Committee Draft 3.2 Public Review 3.3 Approval of a Committee Specification 3.4 Approval of an OASIS Standard 4. Board of Directors Involvement in the Standards Process 4.1 OASIS TC Administrator 4.2 Appeals

1. Definitions

  1. “Charter” is the organizational document for a TC comprised of the items included in the proposal to form that TC, as defined in section 2.2, and may be modified as described in section 2.11.

  2. “Committee Draft” is an interim document approved by a Technical Committee as specified in section 3.

  3. “Committee Specification” is a Public Review Draft that has completed public review and achieved final approval by a Technical Committee as specified in section 3.

  4. “Convener” is an Eligible Person who serves in the role of organizing the first meeting of the TC, as defined in section 2.3.

  5. “Eligible Person” means one of a class of individuals that includes persons holding Individual memberships in OASIS, employees or designees of organizational members of OASIS, and such other persons as may be designated by the OASIS Board of Directors.

  6. “Full Majority Vote” is a TC vote in which more than 50% (more than half) of the Voting Members vote “yes”, regardless of the number of Voting Members present in the meeting. Abstentions are not counted. For example, in a TC in which there are 20 Voting Members, at least 11 Voting Members must vote “yes” for a motion to pass.

  7. “Joint Committee” (or “JC”) means a committee formed by joint proposal of a group of cooperating TCs for the purpose of coordinating the technical work of those TCs.

  8. “Leave of Absence” shall have the meaning defined in section 2.6.

  9. “Meeting” is a meeting of the TC that is properly called and scheduled in advance as described in section 2.10.

  10. “Member” is an Eligible Person who is allowed to subscribe to the TC email list, participate in list discussions, attend and participate in TC meetings, and make Contributions to the TC. The process for becoming a Member of a TC is defined in section 2.4.

  11. “Minimum Membership” means five Voting Members of a TC representing at least two member organizations.

  12. “OASIS Standard” is a Committee Specification that has been submitted by a Technical Committee and reviewed and approved by OASIS membership as specified in section 3.

  13. “OASIS TC Administrator” means the person or persons representing OASIS in administrative matters relating to TCs.

  14. “Observer” is an Eligible Person who is subscribed to the TC email list, and may attend TC meetings, but is not allowed to participate in TC email list discussions, participate or speak in TC meetings, or make Contributions to the TC. The process for becoming an Observer is defined in section 2.4.

  15. “Public” and “publicly” mean all people, whether OASIS members or not.

  16. “Public Review Draft” is a Committee Draft that has been approved by the TC to go to public review as specified in section 3 of this Process.

  17. “Quorum” is the number of Voting Members of a TC that must be present in a meeting so that Resolutions and decisions may be made. The Quorum for OASIS TC meetings is a simple majority (more than half) of Voting Members

  18. “Quorate Meeting” is a TC meeting at which a Quorum is present.

  19. “Resolution” means a decision reached by a TC, SC or JC by vote. Resolutions require a Simple Majority Vote to pass, unless a Full Majority Vote or Special Majority Vote is required under this Process.

  20. “Simple Majority Vote” is a vote in which the number of “yes” votes cast is greater than the number of “no” votes cast. Abstentions are not counted. For example, in a quorate meeting in which 20 Voting Members are present, if 7 vote “yes” and 4 vote “no”, the motion passes.

  21. “Specification Ballot” is any ballot on the approval of the technical content of a document work within the TC, such as the approval of a Committee Draft, start of Public Review, approval of Committee Specification, or submission of a Committee Specification to OASIS for approval as an OASIS Standard.

  22. “Subcommittee” (or “SC”) is a group of Members of a TC producing recommendations for consideration by the parent TC.

  23. “Special Majority Vote” is a TC vote in which at least 2/3 (two thirds) of the Voting Members vote “yes” and no more than 1/4 (one fourth) of the Voting Members vote “no”. These numbers are based on the total number of Voting Members, regardless of the number of Voting Members present in the meeting. Abstentions are not counted. For example, in a TC in which there are 30 Voting Members, at least 20 Voting Members must vote “yes” for a motion to pass; but if 8 or more vote “no” then the motion fails. All Special Majority Votes must be conducted by the OASIS TC Administrator.

  24. “Substantive Change” is a change to a specification that would require a compliant application or implementation to be modified or rewritten in order to remain compliant.

  25. “Technical Committee” (or “TC”) means a group comprised of at least the Minimum Membership formed and conducted according to the provisions of this OASIS TC Process.

  26. “Voting Member” is a Member of a TC who has voting rights in the TC. The process for gaining voting rights is defined in section 2.4.

  27. “Working Draft” is any version of a specification or other document produced by the TC which has not yet received any level of approval from the TC.

2. Technical Committees

2.1 TC Discussion Lists

Any group of at least three Eligible Persons may begin a publicly subscribable discussion list for the purpose of forming a TC by submitting to the OASIS TC Administrator the following items:

  • The name of the discussion list, which shall not be the same as the name of the list in which the TC itself shall operate if formed.

  • A preliminary statement of scope for the TC whose formation the list is intended to discuss.

  • The names, electronic mail addresses, and membership affiliations of the three or more Eligible Persons proposing to create the discussion list.

  • The name of the discussion list leader.

No later than 15 days following the submission, the OASIS TC Administrator shall provide these materials to the membership with a Call For Participation in a discussion list whose purpose is to propose the TC described in the application.

Discussion on the list is restricted to evaluating the interest in proposing a new OASIS TC, and defining the proposal for one or more new OASIS TCs. The list of subscribers to the discussion list shall be available to all subscribers. The discussion list shall automatically close 90 days after the Call For Participation is issued.

2.2 TC Formation

Any group of at least Minimum Membership shall be authorized to begin a TC by submitting to the OASIS TC Administrator the following items, written in English and provided in electronic form as plain text. No information other than these items may be included in the proposal.

  • The Charter of the TC, which includes only the following items:

    1. The name of the TC, such name not to have been previously used for an OASIS TC and not to include any trademarks or service marks not owned by OASIS. The proposed TC name is subject to TC Administrator approval and may not include any misleading or inappropriate names. The proposed name must specify any acronyms or abbreviations of the name that shall be used to refer to the TC.

    2. A statement of purpose, including a definition of the problem to be solved.

    3. The scope of the work of the TC, which must be germane to the mission of OASIS, and which includes a definition of what is and what is not the work of the TC, and how it can be determined when the work of the TC has been completed. The scope may reference a specific contribution of existing work as a starting point, but other contributions may be made by Members on or after the first meeting of the TC. Such other contributions shall be considered by the members of the TC on an equal basis to improve the original starting point contribution.

    4. A list of deliverables, with projected completion dates.

    5. Specification of the IPR Mode under which the TC will operate.

    6. The anticipated audience or users of the work.

    7. The language in which the TC shall conduct business.

  • Non-normative information regarding the startup of the TC, which includes:

    1. Identification of similar or applicable work that is being done in other OASIS TCs or by other organizations, why there is a need for another effort in this area and how this proposed TC will be different, and what level of liaison will be pursued with these other organizations.

    2. Optionally, a list of contributions of existing technical work that the proposers anticipate will be made to this TC.

    3. Optionally, a proposed working title and acronym for the specification(s) to be developed by the TC.

    4. The date, time, and location of the first meeting, whether it will be held in person or by phone, and who will sponsor this first meeting. The first meeting of a TC shall occur no less than 30 days after the announcement of its formation in the case of a telephone or other electronic meeting, and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting.

    5. The projected on-going meeting schedule for the year following the formation of the TC, or until the projected date of the final deliverable, whichever comes first, and who will be expected to sponsor these meetings.

    6. The names, electronic mail addresses, and membership affiliations of at least Minimum Membership who support this proposal and are committed to the Charter and projected meeting schedule.

    7. The name of the Convener, and the name of the proposed Chair(s), who must be Eligible Persons.

No later than 15 days following the submission, the OASIS TC Administrator shall either provide these materials to the membership with a Call For Participation and an announcement of a first meeting, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section.

2.3 First Meeting of a TC

No later than 15 days prior to the event, Eligible Persons intending to participate in the first meeting must use the OASIS collaborative tools to register as a Member, and to specify whether they intend to gain voting rights.

If the Eligible Person is an employee or designee of an OASIS member organization, the Primary Representative of that organization must confirm to the Convener and to the TC Administrator that the person may become a Member of the TC.

Every Eligible Person who has so registered and been confirmed shall be a Member of the TC beginning with the first meeting. Every Eligible Person who has so registered, requested voting rights, been confirmed, and is present at the first meeting of a TC shall be a Voting Member of the TC beginning with the first meeting. Persons who register to attend the first meeting but do not attend must notify the TC Chair after the first meeting to become a Member of the TC, as described in section 2.4.

The first meeting of a TC must occur at the place and time and in the manner described in the announcement. Any initial meeting whose time or location is changed and any initial telephone or other electronic meeting that fails to grant access to every Eligible Person previously registering to attend shall be subject to appeal as provided in section 4.2.

At least Minimum Membership must become Voting Members at the first TC meeting or the TC shall be considered not to have been successfully started and shall be closed.

At the first meeting the TC must elect a Chair as the first order of business, from among nominations made by Voting Members at that meeting. Once the Chair is elected the role of Convener ends.

2.4 TC Membership and Participation

TC membership is per person, not per organization, and is not transferable from person to person.

Observer

An Eligible Person may become an Observer of the TC by registering as an Observer using the electronic collaboration tools provided by OASIS. If the Eligible Person is an employee or designee of an OASIS member organization, the Primary Representative of that organization must be notified that the person has requested to become an Observer. The Observer is not a member of the TC so has no attendance or participation requirements to maintain this status, other than to remain an Eligible Person.

Member

Any time after the first meeting, an Eligible Person shall become a Member of an existing TC by registering as a Member using the electronic collaboration tools provided by OASIS. If the Eligible Person is an employee or designee of an OASIS member organization, the Primary Representative of that organization must confirm to the Chair and to the TC Administrator that the person may become a Member of the TC. Upon receipt by the Chair of confirmation by the Primary Representative the Member may begin participating, but shall not have voting status. A Member shall become eligible to vote in the TC when the requirements below are met.

Voting Member

A Member shall gain voting rights immediately after a probationary period, which starts when the Member requests voting rights via the electronic collaborative tools, and lasts until the close of the third meeting or 60 days following the request, whichever comes first.

During the probationary period the Member must attend two of every three TC meetings but cannot cast ballots; if attendance requirements are not met, the Member shall not gain voting rights.

A Voting Member must be active in a TC to maintain voting rights. In TCs that hold meetings, the Voting Member must attend two of every three Meetings, with attendance recorded in the minutes. If a TC has adopted a standing rule to conduct business only by electronic ballot, without Meetings, then a Voting Member must participate in two of every three Specification Ballots with participation established when a vote is recorded.

Voting Members who do not participate in two of every three Meetings (or Specification Ballots as described above) shall lose their voting rights but remain as Members of the TC. A warning may be sent to the Member by the Chair, but the loss of voting rights is not dependent on the warning. A Member may relinquish his voting rights by sending a statement to that effect to the TC general email list.

2.5 Termination of TC Membership

Except as provided in 2.6, membership in an OASIS TC shall be terminated under the following conditions:

  • A Member shall be considered to have resigned from a TC upon his sending notification of resignation to the TC general email list.

  • Persons who lose Eligible Person status for reasons including, but not limited to, change of employment shall have up to 15 calendar days of TC membership as an Individual Member in which to request a Leave of Absence or re-establish eligibility. A Member shall lose TC membership on the 16th day after losing Eligible Person status or at the end of a Leave of Absence requested as specified in section 2.6 if Eligible Person status has not been re-established.

Termination of membership in an OASIS TC shall automatically end voting rights in the TC as well as membership in any subcommittee of that TC, and eligibility to represent that TC in a JC.

2.6 Leaves of Absence

Every Voting Member of an OASIS TC shall be entitled to at least one Leave of Absence during any one twelve month period. During a Leave of Absence, a Voting Member shall be exempt from the participation criteria specified in section 2.6. A first Leave of Absence during any one twelve month period shall be obtained automatically upon application to the Chair of the TC. The Chair must notify the TC of all Leaves of Absence by reporting them in the minutes of the TC’s next meeting.

A Voting Member who has already been granted a Leave of Absence during any twelve month period may apply for a maximum of one additional Leave of Absence during the same twelve month period, but a second Leave of Absence during any twelve month period shall be granted only upon formal Resolution of the TC.

A Voting Member of a TC who has been granted a Leave of Absence shall not have voting rights in the TC and all of its subcommittees for the duration of the Leave; voting rights shall resume immediately upon the person returning from Leave.

The length of a Leave of Absence shall be specified in advance by the Voting Member requesting it and shall not exceed 45 days. A Leave of Absence shall begin no earlier than seven days after the date upon which the request was submitted to the Chair of the TC and shall end on the date specified, or at the beginning of the first TC meeting or subcommittee meeting attended after the Leave begins, or upon transmittal of the first mail ballot returned after the Leave begins, whichever comes first. Time allocated for a Leave of Absence but not used due to early resumption of participation cannot be carried over into another Leave.

2.7 TC Chairs

Each TC must have a Chair. Only Members and Voting Members of the TC are eligible to be Chair or co-Chair. The TC Chair is initially elected at the first meeting. The Chair is elected by Full Majority Vote of the TC. If the TC does not have a Chair then all TC activities, with the exception of the selection of a new Chair, are suspended.

The responsibilities of Chair of a TC may be discharged by no more than two co-Chairs. In the event that the Chair position is so shared each co-Chair is equally responsible for the Chair duties and responsibilities. Throughout this TC Process, whenever a notification to the TC Chair is required this must be made to both co-Chairs.

A TC Chair may be removed by action of the Board of Directors or by a Special Majority Vote of the TC. In the event that a TC has co-Chairs each may be removed individually or both may be removed by a single action.

A vacancy in chairing a TC shall be deemed to exist when (i) the Chair or one or both co-Chairs has been removed, (ii) the Chair or one or both co-Chairs has resigned the position, or (iii) the Chair or one or both co-Chairs ceases to be a member of the TC. Vacancies in chairing a TC shall be filled by election from the membership of the TC; the TC may elect at any time by vote to elect a co-Chair, if only one Chair is seated, or to leave a second seat vacant.

The same provisions regarding Leaves of Absence shall apply to the Chair or co-Chair of a TC as to the other members of a TC, except the Chair must notify both the OASIS TC Administrator and the TC at least 30 days prior to any non-emergency leave of absence.

2.8 TC Visibility

The official copies of all resources of the TC and its associated subcommittees, including web pages, documents, email lists and any other records of discussions, must be located only on facilities designated by OASIS. TCs and SCs may not conduct official business or technical discussions, store documents, or host web pages on servers or systems not designated by OASIS. All web pages, documents, ballot results and email archives of all TCs and SCs shall be publicly visible.

Mail Lists

Each TC shall be provided upon formation with a general discussion email list and a means to collect public comments. Subscription to the general email list shall be required for Members, Voting Members, and Observers of the TC.

The minutes of each TC meeting and a record of all decisions shall be published to that TC’s general email list. All official communications and discussions of the TC must take place on the email list. All TC email lists shall be archived for the duration of the corporation, and all TC email archives shall be publicly visible.

The purpose of the TC’s public comment facility is to receive comments from the public and is not for public discussion. Comments shall be publicly archived, and shall be forwarded to one or more Members of the TC including the TC Chair. TCs shall not be required to respond to comments. Comments to the TC made by Members of the TC must be submitted via the TC general email list, and comments made by non-TC members, including from the public, must be made via the TC’s comment facility. Comments shall not be accepted via any other means.

Web Pages

The OASIS TC Administrator shall provide the TC with a publicly accessible web page. The TC must keep the following information current on the TC web page: the TC name and Charter; standing rules and other adopted procedures; meeting schedule; anticipated deliverables and delivery dates; list of Members; the name and email address of the TC Chair or co-Chairs as well as other positions such as secretary, editor, etc. that may exist; list of subcommittees, their deliverables, and members; links to a repository of the draft and completed TC documents with identification of the latest versions of the TC’s specifications; and a link to the IPR declarations for that TC.

Announcements

The OASIS TC Administrator shall create a publicly archived list for announcements from the OASIS TC Administrator regarding TCs. Any Eligible Person shall be able to subscribe to this list. Every important change in TC status shall be posted to the announcement list; such changes shall include but not be limited to the following: TC formation; TC Charter revision; start of Public Review; approval of Committee Specifications; submission of a Committee Specification as a proposed OASIS Standard; approval or rejection of a proposed OASIS Standard; start or end of participation in a joint committee; and closure of a TC.

2.9 TC Procedure

The operation of TCs shall be governed by Robert’s Rules of Order Newly Revised, insofar as such rules are not inconsistent with or in conflict with this TC Process, the OASIS IPR Policy, the OASIS Bylaws, other Board-approved policies, or with provisions of law. The duration of a TC shall be considered a single session. Formal actions of TCs shall be governed by the same rules regardless of the language in which the work is taking place.

Standing rules may be adopted by Full Majority Vote of the TC. The TC may not adopt standing rules or other Resolutions related to IPR, quorum requirements, membership, voting, participation, or that otherwise conflict with or supersede any OASIS Board-approved policy. Standing rules must be communicated to the TC Administrator, who may override them if they are in conflict with OASIS policy, and must be published on the TC’s web page.

2.10 TC Meetings

TC meetings must be properly called and scheduled in advance using the OASIS electronic collaborative tools. Meetings scheduled or conducted in such a manner as to exclude the participation of any Member is subject to appeal. Meetings may be conducted face-to-face or via telephone conference or other electronic media that allow participation of all Members of the TC. Meeting minutes must be recorded and published to the TC’s general email list and referenced on the TC web page.

Without a quorum present discussions may take place but no business may be conducted; those present may act as a “Committee of the Whole” as defined in Robert’s Rules of Order Newly Revised, and make a report to the entire TC. Attendance must be recorded in the meeting minutes. Meetings without quorum shall still count towards attendance for purposes of Members gaining, maintaining, or losing voting rights.

2.11 TC Charter Clarification

A TC may clarify its Charter only for the purpose of removing ambiguity or for narrowing the scope of the topic defined by the Charter. The TC may not broaden or otherwise change its scope of the topic of work. The list of deliverables may be expanded only if the new deliverables are within the scope of the topic.

Approval for clarification shall require a Special Majority Vote of the TC. The clarification of the Charter may occur no earlier than the first meeting of the TC. The TC Chair shall notify the TC Administrator that a motion has been made to clarify the Charter, and the TC Administrator shall set up and conduct the ballot.

The TC Administrator may prevent the proposed clarification from coming to vote if it is not in conformance with OASIS policies. The TC Administrator must within 15 days either open the ballot or reply to the TC with the reason why the change cannot be voted upon. The clarified Charter shall not take effect until approved and announced by the TC Administrator. The TC Administrator shall publicize approved changes as specified in section 2.8 and any revisable publicly visible description (e.g., web page) promulgated by the TC shall be updated to reflect such changes.

2.12 TC Rechartering

A TC may be rechartered for purposes of expanding the scope of the TC. The TC shall retain the name of the predecessor, and all email lists and archives, web pages, etc. shall move from the predecessor TC to the rechartered TC. However, any Contributions made to the previous TC must be recontributed.

The rechartering may not change the IPR Mode of the TC; if a different IPR Mode is required then a new TC (with a unique name) must be formed.

A proposal to recharter the TC must be submitted to the TC Administrator, which proposal shall be in all respects the same as a proposal to form a new TC with the exception that the TC name and IPR Mode shall be the same as the predecessor TC. The TC Administrator shall reply to the proposers within 15 days, and if the proposal is complete shall schedule a ballot. Approval for rechartering shall require a Special Majority Vote of the TC being rechartered. Upon approval of the ballot, the TC Administrator shall announce the newly rechartered TC in the same manner as a new TC. Membership in the rechartered TC shall be determined in the same manner as for a new TC. The predecessor TC shall be closed at the end of the day prior to the date of the first meeting of the rechartered TC. The time period for determining Members’ Participation Obligation shall restart at the first meeting of the new TC.

2.13 TC Voting

TC votes require a Simple Majority Vote to pass, except as noted elsewhere in this Process. All TC ballots requiring a Special Majority Vote for approval must be conducted by the TC Administrator; the TC Chair shall notify the TC Administrator that a motion has been made which requires a Special Majority Vote, and the TC Administrator shall set up and conduct the ballot.

Eligibility

A Member of a TC must have voting rights to make or second a motion, and must have voting rights at the time a ballot is opened in order to vote on that ballot. Every Voting Member of a TC has a single vote. Organizations do not vote in TCs. Proxies shall not be allowed in TC voting.

Electronic Voting

TCs may conduct electronic ballots, either by using the TC’s general mail list or the publicly archived electronic voting functionality provided by OASIS. The minimum period allowed for electronic voting shall be seven calendar days; the TC may specify a longer voting period for a particular electronic ballot. Any Specification Ballot conducted as an electronic ballot must permit each voter to choose “yes”, “no” or “abstain. ”

A motion to open an electronic ballot must be made in a TC meeting unless the TC has adopted a standing rule to allow this motion to be made on the TC’s general email list. When such a rule has been adopted, motions made on the mail list must also be seconded and discussed on that list.

2.14 TC Subcommittees

The TC may by Resolution create a subcommittee (SC). The Resolution must be minuted, and must include the name, statement of purpose, list of deliverables, and name of the Chair of the SC. All of these items must fall within the Charter of the TC and conform to OASIS policy.

The deliverables of the SC are made only to the TC. Members of the SC must first be Members of the TC. Observers of a TC may be Observers of a SC, but may not become SC members without first becoming a Member of the TC. An SC member may resign from the SC and remain a Member of the TC.

2.15 Closing a TC

A TC may be closed by Full Majority Vote of the TC, by Resolution of the OASIS Board of Directors, or by the OASIS TC Administrator.

The TC Administrator must close a TC that has completed the deliverables listed in its Charter if the TC does not add new deliverables.

The TC Administrator may close a TC that fails to conduct at least one Quorate Meeting or conduct any Specification Ballots during any six month period; whose membership falls below the Minimum Membership; which has not completed its deliverables within the schedule listed in its Charter; or which has failed to show progress towards achieving its purpose as defined by its Charter.

2.16 TC Coordination

Coordination among TCs shall take place through the action of voluntary Joint Committees (JCs).

The purpose of a JC is only to coordinate the technical activities of multiple TCs, is advisory only to those TCs, and has no deliverables. A TC shall have no obligation to abide by any decision arrived at in a JC to which it contributes membership.

A JC is formed upon the proposal from the Chairs of at least two OASIS TCs who wish to form the JC. The Chairs of all TCs named in the proposal should be co-proposers. The proposal must be submitted to the OASIS TC Administrator, and shall be written in English, provided in electronic form as plain text, and include the following information:

  • The name of the JC, such name not to have been previously used for an OASIS JC or TC.

  • A statement of purpose, which must be germane to the mission of OASIS and to the member TCs.

  • The language in which the JC shall conduct business.

  • The date and time of the first JC meeting, and whether it will be held in person or by telephone or other electronic means. The first JC meeting may be held no less than 30 days after the announcement of its formation in the case of a telephone or electronic meeting, and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting.

  • The proposed on-going meeting schedule for the JC.

  • A list of all the TCs that will cooperate in the work of the JC.

  • The names, electronic mail addresses, and membership affiliations of one or two members of each of the proposing TCs who have been selected to represent the TC; provided that no individual named in the proposal shall be allowed to represent more than one TC in meeting this requirement.

  • The name of the JC convener.

  • The names of meeting sponsors, if any.

No later than 15 days following the submission, the TC Administrator shall either announce the formation of the JC to the members of OASIS, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section. If the submission is accepted, the TC Administrator shall form an electronic mail list for the JC.

TCs not named in the proposal can join the JC at its first meeting by notifying the JC convener 15 days before the JC’s first meeting of the TC’s intent to send a representative, and by having one or two representatives at that meeting.

TCs not joining the JC at the first meeting may join later by sending a notice to the JC Chair requesting JC membership for the TC. The JC must respond to the TC within 45 days either accepting or rejecting the request for membership. If the request for membership is accepted the TC must send a representative to a JC meeting within 45 days after the response, or to the first meeting following that period if no meeting is held during that period. If the request for membership is rejected the applicant TC may appeal to the TC Administrator.

At the first meeting the JC must elect a Chair. Once the Chair is elected the role of Convener ends.

The members of the JC are the TCs. Each TC may send one or two representatives to meetings of the JC, and each TC shall have one vote. A single person may not represent more than one TC in the JC. The representatives of the member TCs shall be subscribed to the JC’s email list.

To maintain its membership in the JC a TC must have a representative at two out of three consecutive JC meetings. If a TC is not represented at two out of three consecutive meetings the JC Chair shall send a notice to the TC Chair; if a representative of the TC does not attend the following meeting then the TC shall be dropped from membership in the JC.

The Chair of the JC must be one of the representatives of the member TCs. Eligible Persons who are not representing a member TC may attend meetings as observers.

The TC Administrator may close any JC that does not hold a meeting or conduct any electronic discussion in any six month period, or whose membership is less than two TCs. The JC can also be closed by Resolution of its members.

2.17 Intellectual Property Rights Procedures

The TC shall operate in accordance with the OASIS Intellectual Property Rights (IPR) Policy.

Notices of Disclosed Claims, as defined in and required by the OASIS IPR Policy, shall be made by sending an email message to the TC Administrator, who shall post the disclosure on the TC’s web page and notify the TC via the TC general email list. The TC shall make no formal decision with regard to the applicability or validity of an IPR disclosure.

Contributions, as defined in the OASIS IPR Policy, shall be made by sending to the TC’s general email list either the contribution, or a notice that the contribution has been submitted to the TC’s document repository; a URL or other reference to the document is not sufficient. Written contributions must be converted to electronic format and submitted to the TC’s general email list or document repository. The TC is not required to acknowledge or use any Contribution.

2.18 Specification Quality

All documents and other files produced by the TC, including specifications at any level of approval, must use the OASIS file naming scheme, and must include the OASIS copyright notice. All document files must also use the OASIS document templates. The name of any specification may not include any trademarks or service marks not owned by OASIS.

The specification must include a list of people who participated in the development of the specification. T his list shall be initially compiled by the Chair, and any Member of the TC may add or remove their names from the list by request.

Editable formats of all versions of TC documents must be submitted to the TC’s document repository. TC Working Drafts may be in any format (i.e. produced by any application). All TC-approved versions of documents (i.e. Committee Drafts, Public Review Drafts, and Committee Specifications) must be submitted to the TC’s document repository in the editable source, HTML, and PDF formats. Any links published by the TC shall be to the HTML and/or PDF formats stored in the TC’s document repository.

All schema and XML instances, whether by inclusion or by reference, including fragments of such, must be well formed. All expressions must be valid. All machine-processable schemas, XML instances etc. that are part of the specification must be available separately in their own plain text file with their own file name.

A specification may be composed of any number of files of different types, though any such multi-part specification must have a single specification name and version number. Irrespective of the number and status of the constituent parts, the specification as a whole must be approved by a single TC ballot. Any change made to a specification requires a new version or revision number, except for changes made to the title page and in the running footer noting the approval status and date, which must be made after the approval of the specification.

2.19 Application to Existing TCs

This TC Process applies to previously established TCs upon its adoption.

3. Standards Approval Process

3.1 Approval of a Committee Draft

The TC may at any stage during development of a specification approve the specification as a Committee Draft. The approval of a Committee Draft shall require a Full Majority Vote of the TC. The TC may approve a specification, revise it, and re-approve it any number of times as a Committee Draft.

3.2 Public Review

Before the TC can approve its Committee Draft as a Committee Specification the TC must conduct a public review of the work. The decision by the TC to submit the specification for public review requires a Full Majority Vote. The Committee Draft approved to go to review shall be called a Public Review Draft. The public review must be announced by the TC Administrator on the OASIS members email list and optionally on other public mail lists; the TC Administrator shall at the same time issue a Call For IPR Disclosure.

Comments from non-TC Members must be collected via the TC’s archived public comment facility; comments submitted through any other means shall not be accepted. The TC must track the comments received as well as the disposition of each comment.

No changes may be made to the Public Review Draft during a review. If changes are required the specification must be withdrawn from review then resubmitted.

The TC may conduct any number of review cycles (i.e. approval to send a Committee Draft to Public Review, collecting comments, making edits to the specification, etc.). The first public review of a specification must take place for a minimum of 60 days, and any subsequent reviews must be held for a minimum of 15 days. Changes made to a specification after a review must be clearly identified in any subsequent review, and the subsequent review shall be limited in scope to changes made in the previous review. Before starting another review cycle the specification must be re-approved as a Committee Draft and then approved to go to public review by the TC.

If Substantive Changes are made to the specification after the public review, whether as a result of public review comments or from Member input, then the TC must conduct another review cycle. The specification may not be considered for approval by the TC as a Committee Specification until it has undergone a review cycle during which it has received no comments that result in Substantive Changes to the specification.

3.3 Approval of a Committee Specification

After the public review of a Public Review Draft the TC may approve the specification as a Committee Specification. The approval of a Committee Specification shall require a Special Majority Vote. The TC Chair shall notify the TC Administrator that the TC is ready to vote on the approval of the specification, and provide to the TC Administrator the location of the editable versions of the specification files. The TC Administrator shall set up and conduct the ballot to approve the Committee Specification.

3.4 Approval of an OASIS Standard

Simultaneously with the approval of a Committee Specification or at a later date, a TC may resolve by Special Majority Vote to submit the Committee Specification to the membership of OASIS for consideration as an OASIS Standard. Upon resolution of the TC to submit the specification, its Chair shall submit the following items to the TC Administrator:

  1. Links to the approved Committee Specification in the TC’s document repository, and any appropriate supplemental documentation for the specification, both of which must be written using the OASIS templates. The specification may not have been changed between its approval as a Committee Specification and its submission to OASIS for consideration as an OASIS Standard, except for the changes on the title page and running footer noting the approval status and date.

  2. The editable version of all files that are part of the Committee Specification;

  3. Certification by the TC that all schema and XML instances included in the specification, whether by inclusion or reference, including fragments of such, are well formed, and that all expressions are valid;

  4. A clear English-language summary of the specification;

  5. A statement regarding the relationship of this specification to similar work of other OASIS TCs or other standards developing organizations;

  6. Certification by at least three OASIS member organizations that they are successfully using the specification;

  7. The beginning and ending dates of the public review(s), a pointer to the announcement of the public review(s), and a pointer to an account of each of the comments/issues raised during the public review period(s), along with its resolution;

  8. An account of and results of the voting to approve the specification as a Committee Specification, including the date of the ballot and a pointer to the ballot;

  9. An account of or pointer to votes and comments received in any earlier attempts to standardize substantially the same specification, together with the originating TC’s response to each comment;

  10. A pointer to the publicly visible comments archive for the originating TC;

  11. A pointer to any minority reports submitted by one or more Members who did not vote in favor of approving the Committee Specification, which report may include statements regarding why the member voted against the specification or that the member believes that Substantive Changes were made which have not gone through public review; or certification by the Chair that no minority reports exist.

The above submission must be made by the 15th of any month to the TC Administrator, who shall have until the end of the month to complete administrative processing and checking for completeness and correctness of the submission. If the submission is incomplete it shall be rejected but may be resubmitted at a later time.

No part of the submission may be changed after being submitted to the TC Administrator. The TC that originated the specification may resolve by Special Majority Vote to withdraw the proposed specification at any point after it is submitted to the TC Administrator for administrative processing and before the start of the voting period.

Errata or Corrigenda to a Committee Specification are not permitted after its submission; if changes are required the Committee Specification must be withdrawn by the TC, edited, re-approved as a Committee Specification, then resubmitted.

The TC Administrator shall submit the proposal to the OASIS membership by the first day of the following month. The first 15 days of that month shall be used by the membership to familiarize themselves with the submission. Voting shall start on the 16th of the month. The voting representatives of those organizational members of OASIS who were members at the beginning of the familiarization period are eligible to vote, and must submit their ballots by the end of the month.

In votes upon proposed OASIS Standards, each OASIS organizational member shall be entitled to cast one vote. Votes shall be cast via the publicly archived electronic voting facility supplied by OASIS. Ballots shall be publicly visible during voting and may be changed up until the end of the voting period. The results of a vote on a proposed standard shall be provided to the membership and to the TC no later than seven days following the close of the voting period.

If at the end of the voting period at least 15 percent of the voting membership has voted to approve the proposed standard, and if no votes have been cast to disapprove the proposed standard, it shall become an OASIS Standard immediately following the end of the voting period. However, if negative votes amounting to less than 15 percent of the voting membership have been cast, the TC shall be notified of the negative votes, after which the TC shall have 30 days to take one of the following actions by Resolution of a Special Majority Vote: (a) request the TC Administrator to approve the specification as submitted despite the negative votes; (b) withdraw the submission entirely; or (c) submit an amended specification, in which case the amended submission shall be considered as if it were a new submission, except that information regarding previous votes and any disposition of comments received in previous votes shall accompany the amended submission.

If at the end of the voting period less than 15 percent of the voting membership has voted to approve the proposed standard, or if at the end of the voting period 15 percent or more of the voting membership has voted to disapprove the proposed standard, or if the originating TC upon notification of negative votes takes no formal action within the 30 days allocated for consideration of the results, then the specification shall not become an OASIS Standard. This shall not prevent a later version of the same specification from being submitted again as specified in this section.

No changes may be made to the specification after approval as an OASIS Standard except for the changes on the title page and running footer noting the approval status and date.

4. Board of Directors Involvement in the Standards Process

4.1 OASIS TC Administrator

The “OASIS TC Administrator, ” as defined in section 1 of this TC Process, shall act as the Technical Committee Liaison to the Board for the purpose of keeping the Board apprised of activities related to the TC Process. The specific duties of the TC Liaison shall be specified by the Board in consultation with the TC Administrator but shall, at a minimum, provide for the submission to the Board of a notice when a proposal has been received for the creation of a new TC and when a TC submits a Committee Specification to OASIS for consideration as an OASIS Standard. Such notice shall be submitted via email to the Board immediately upon the receipt of the submission by the TC Administrator. The TC Administrator shall also send a copy of proposals for the creation of new TCs to the Technical Advisory Board (TAB) for their comment.

Notwithstanding anything to the contrary contained in this TC Process, upon majority vote of the members of the Board at a meeting thereof duly called and constituted, the creation of a new TC may be prevented, or a proposed OASIS Standard may be withheld from voting by OASIS membership; the proposal or the submission shall be returned to the proposers or the sponsoring TC for additional consideration, with an explanation of the reasons for such action.

The Board of Directors may amend this TC Process at any time and from time to time at its sole discretion.

4.2 Appeals

Any group of three or more Eligible Persons who believe that an action taken or not taken by or with respect to TCs, or actions taken or not taken by the TC Administrator, is in violation of the procedures set forth in this TC Process or OASIS policies specified by the OASIS Board of Directors may appeal such action or inaction. Appellants shall file a complaint within 30 days of the action being appealed or at any time with respect to an inaction. The complaint shall state the nature of the objection(s), including any direct and material adverse effects upon the appellants; the section(s) of this TC Process or OASIS policies at issue; the actions or inactions at issue; and the specific remedial action(s) that would satisfy the appellants’ concerns. Previous efforts to resolve the objection(s) and the outcome of each shall be noted. Appeals regarding actions of a TC must be made to the TC Administrator. Appeals regarding actions of the TC Administrator must be made to the Chairman of the OASIS Board of Directors.

In the case of an appeal to the TC Administrator: within 15 days of receipt of the complaint, the TC Administrator shall provide a copy of the complaint to the TC; and within 30 days of such receipt, shall respond to the appellants, with a copy to the TC, addressing each allegation of fact in the complaint to the extent of the TC Administrator’s knowledge. If the appellants and the TC Administrator are unable to resolve the complaint within 15 days following the response, the TC Administrator shall notify the Chairman of the Board of Directors, who shall follow the procedure below.

In the case of an appeal to the Board, within 15 days of receipt of the complaint, the Chairman of the Board shall provide a copy of the complaint to the TC; and within 30 days of such receipt, shall respond to the appellants, with a copy to the TC, addressing each allegation of fact in the complaint to the extent of the Board’s knowledge. If this response is not acceptable to the appellants they may request a hearing before the OASIS Board of Directors at the next regular Board meeting. In such a hearing, appellants shall have the burden of demonstrating adverse effects, improper action or inaction, and the efficacy of the requested remedial action. The Board shall render its decision within 30 days. The decision of the Board shall be final.

Dates Approved:  Wed, 2005-03-23 Effective:  Fri, 2005-04-15

IPR (20 January 2005)

EXPLANATORY NOTE: The following OASIS IPR Policy is effective as of 15 April 2005. OASIS Technical Committees formed prior to that date will be required to transition to this Policy by 15 April 2007, in the manner provided in the IPR Transition Policy. However, committees that have not yet transitioned will continue to operate under the terms of the legacy OASIS IPR Policy. The version of the Policy applicable to each committee and its work product will be clearly marked on the public home page for that committee. A non-normative overview of this OASIS IPR Policy is available, as a supplemental resource, in the OASIS IPR FAQ.

1 INTRODUCTION
2 DEFINITIONS
3 CONFIDENTIALITY
4 TC FORMATION
5 CONTRIBUTIONS
6 LIMITED PATENT COVENANT FOR SPECIFICATION DEVELOPMENT
7 FEEDBACK
8 DISCLOSURE
9 TYPES OF OBLIGATIONS
10 LICENSING REQUIREMENTS
11 WITHDRAWAL AND TERMINATION
12 LIMITATIONS OF LIABILITY
13 GENERAL
14 NOTICES
Appendix A – Feedback License
Appendix B: Copyright License Grant

1 INTRODUCTION

The OASIS IPR (Intellectual Property Rights (IPR) Policy governs the treatment of intellectual property in the production of specifications and other works by OASIS Open (hereafter referred to as OASIS).

This Policy applies to all members of OASIS and their Affiliates (as defined below). The OASIS Board of Directors may amend this Policy at any time in its sole discretion. In the event of such change to this Policy, the Board will provide instructions for transition of membership and Technical Committees to the new Policy; however, no amendment to this Policy will be effective in less than 60 calendar days from the date that written notice of such amendment is given to the Member at its address of record with OASIS.

2 DEFINITIONS

Each capitalized term within this document shall have the meaning provided below:

  1. Affiliate – any entity that directly or indirectly controls, is controlled by, or is under common control with, another entity, so long as such control exists. In the event that such control ceases to exist, such Affiliate will be deemed to have withdrawn from OASIS pursuant to the terms set forth in the withdrawal provisions in Section 11. For purposes of this definition, with respect to a business entity, control means direct or indirect beneficial ownership of or the right to exercise (i) greater than fifty percent (50%) of the voting stock or equity in an entity; or (ii) greater than fifty percent (50%) of the ownership interest representing the right to make the decisions for the subject entity in the event that there is no voting stock or equity.

  2. Continuing Licensing Obligation – a licensing obligation, of the types defined by Section 9 of this Policy, which survives a TC Party’s withdrawal from an OASIS Technical Committee.

  3. Contribution – any material submitted to an OASIS Technical Committee by a TC Member in writing or electronically, whether in an in-person meeting or in any electronic conference or mailing list maintained by OASIS for the OASIS Technical Committee and which is or was proposed for inclusion in an OASIS Committee Specification or OASIS Standard.

  4. Contribution Obligation – a licensing requirement, as described in Section 10 that results from making a Contribution as described in Section 9.1.

  5. Contributor – a TC Party on whose behalf a Contribution is made by the TC Party’s TC Member.

  6. Eligible Person – one of a class of individuals that include: persons holding individual memberships in OASIS, employees or designees of organizational members of OASIS, and such other persons as may be designated by the OASIS Board of Directors.

  7. Essential Claims – those claims in any patent or patent application in any jurisdiction in the world that would necessarily be infringed by an implementation of those portions of a particular OASIS Committee Specification or OASIS Standard created within the scope of the TC charter in effect at the time such specification was developed. A claim is necessarily infringed hereunder only when it is not possible to avoid infringing it because there is no non-infringing alternative for implementing the Normative Portions of that particular OASIS Committee Specification or OASIS Standard. Existence of a non-infringing alternative shall be judged based on the state of the art at the time the OASIS Specification is approved.

  8. Feedback – any written or electronic input provided to an OASIS Technical Committee by individuals who are not TC Members and which is proposed for inclusion in an OASIS Committee Specification or OASIS Standard. All such Feedback must be made under the terms of the Feedback License (Appendix A).

  9. IPR Mode – an element of an OASIS TC charter, which specifies the type of licenses required for any Essential Claims associated with the output produced by a given Technical Committee. This is further described in Section 4.

  10. Licensed Products – include only those specific portions of a Licensee’s products (hardware, software or combinations thereof) that (a) implement and are compliant with all Normative Portions of an OASIS Committee Specification or OASIS Standard that must be implemented to comply with such specification, and (b) to the extent that the Licensee’s products implement one or more optional portions of such specification, those portions of Licensee’s products that implement and are compliant with all Normative Portions that must be implemented to comply with such optional portions of the specification.

  11. Licensee – any organization, including its Affiliates as defined in this Policy, or individual that licenses Essential Claims from Obligated Parties for a particular OASIS Committee Specification or OASIS Standard. Licensees need not be OASIS members.

  12. Normative Portion – a portion of an OASIS Committee Specification or OASIS Standard that must be implemented to comply with such specification. If such specification defines optional parts, Normative Portions include those portions of the optional part that must be implemented if the implementation is to comply with such optional part. Examples and/or reference implementations and other specifications or standards that were developed outside the TC and which are referenced in the body of a particular OASIS Committee Specification or OASIS Standard that may be included in such specification are not Normative Portions.

  13. OASIS Committee Draft – a draft technical work, designated as such, that has been approved by a Technical Committee within the scope of its charter as specified in the OASIS Technical Committee Process.

  14. OASIS Committee Specification – a technical work, designated as such, that has been approved by a Technical Committee for public implementation.

  15. OASIS Party – a member of OASIS (i.e., an entity that has executed an OASIS Membership Agreement) and its Affiliates.

  16. OASIS Standard – an OASIS Committee Specification that has been submitted by a Technical Committee and reviewed and approved by the OASIS membership as specified in the OASIS Technical Committee Process.

  17. OASIS TC Administrator – the person(s) appointed to represent OASIS in administrative matters relating to TCs as provided by the OASIS Technical Committee Process.

  18. OASIS Technical Committee (TC) – a group of Eligible Persons formed, and whose actions are conducted, according to the provisions of the OASIS Technical Committee Process.

  19. OASIS Technical Committee Process – the “OASIS OPEN TECHNICAL COMMITTEE PROCESS”, as from time to time amended, which describes the operation of Technical Committees at OASIS.

  20. Obligated Party – a TC Party that incurs a licensing obligation for its Essential Claims by either a Contribution Obligation or a Participation Obligation.

  21. Participation Obligation – a licensing requirement, as described in Section 10, that arises from membership in an OASIS Technical Committee, as described in Section 9.2.

  22. RAND Mode TC – an OASIS TC that is chartered under the RAND IPR Mode described in Section 4.

  23. RF Mode TC – an OASIS TC that is chartered under one of the RF IPR Modes described in Section 4.

  24. TC Member – an Eligible Person who has completed the requirements to join a TC during the period in which s/he maintains his or her membership as described by the OASIS Technical Committee Process. A TC Member may represent the interests of a TC Party in the TC.

  25. TC Party – an OASIS Party that is, or is represented by, a TC Member in the relevant Technical Committee.

3 CONFIDENTIALITY

Neither Contributions nor Feedback that are subject to any requirement of confidentiality may be considered in any part of the OASIS Technical Committee Process. All Contributions and Feedback will therefore be deemed to have been submitted on a non-confidential basis, notwithstanding any markings or representations to the contrary, and OASIS shall have no obligation to treat any such material as confidential.

4 TC FORMATION

At the time a TC is chartered, the proposal to form the TC must specify the IPR Mode under which the Technical Committee will operate. This Policy describes three (3) IPR Modes.

  1. RAND – requires all Obligated Parties to license their Essential Claims using the RAND licensing elements described in Section 10.1.

  2. RF on RAND Terms – requires all Obligated Parties to license their Essential Claims using the RF licensing elements described in Sections 10.2.1 and 10.2.2.

  3. RF on Limited Terms – requires all Obligated Parties to license their Essential Claims using the RF licensing elements described in Sections 10.2.1 and 10.2.3.

A TC may not change its IPR Mode without closing and submitting a new charter.

5 CONTRIBUTIONS

5.1 General

At the time of submission of a Contribution for consideration by an OASIS Technical Committee, each named co-Contributor (and its respective Affiliates) is deemed to agree to the following terms and conditions and to make the following representations (based on the actual knowledge of the TC Member(s) making the Contribution, with respect to items 3 – 5 below, inclusive):

  1. OASIS has no duty to publish or otherwise use or disseminate any Contribution.

  2. OASIS may reference the name(s) of the Contributor(s) for the purpose of acknowledging and publishing the Contribution.

  3. The Contribution properly identifies any holders of copyright interests in the Contribution.

  4. No information in the Contribution is confidential, and OASIS may freely disclose any information in the Contribution.

  5. There are no limits to the Contributor’s ability to make the grants, acknowledgments, and agreements required by this Policy with respect to such Contribution.

5.2 Copyright Licenses

  1. To the extent that a Contributor holds a copyright interest in its Contribution, such Contributor grants to OASIS a perpetual, irrevocable, non-exclusive, royalty-free, worldwide copyright license, with the right to directly and indirectly sublicense, to copy, publish, and distribute the Contribution in any way, and to prepare derivative works that are based on or incorporate all or part of the Contribution solely for the purpose of developing and promoting the OASIS Committee Specification or OASIS Standard and enabling (subject to the rights of the owners of any Essential Claims) the implementation of the same by Licensees.

  2. To the extent that a Contribution is subject to copyright by parties that are not Contributors, the submitter(s) must provide OASIS with a signed “Copyright License Grant” (Appendix B) from each such copyright owner whose permission would be required to permit OASIS to exercise the rights described in Appendix B.

5.3 Trademarks

  1. Trademarks or service marks that are not owned by OASIS shall not be used by OASIS, except as approved by the OASIS Board of Directors, to refer to work conducted at OASIS, including the use in the name of an OASIS TC, an OASIS Committee Specification or OASIS Standard, or incorporated into such work.

  2. No OASIS Party may use an OASIS trademark or service mark in connection with an OASIS Committee Specification or OASIS Standard or otherwise, except in compliance with such license and usage guidelines as OASIS may from time to time require.

6 LIMITED PATENT COVENANT FOR SPECIFICATION DEVELOPMENT

To permit TC Members and their TC Parties to develop implementations of OASIS Committee Drafts being developed by a TC, each TC Party represented by a TC Member in a TC, at such time that the TC Member joins the TC, grants to each other TC Party in that TC automatically and without further action on its part, and on an ongoing basis, a limited covenant not to assert any Essential Claims required to implement such draft specification and covering making or using (but not selling or otherwise distributing) Licensed Products that implement such draft specification, solely for the purpose of testing and developing such specification and only until either the specification is approved as an OASIS Committee Specification or the Technical Committee is closed.

7 FEEDBACK

  1. OASIS encourages Feedback to OASIS Committee Specifications or OASIS Standards from both OASIS Parties who are not TC Parties and the public at large. Feedback will be accepted only under the “Feedback License” (Appendix A).

  2. OASIS will require that submitters of Feedback agree to the terms of the Feedback License before transmitting submitted Feedback to the Technical Committee.

8 DISCLOSURE

  1. Disclosure Obligations – Each TC Party shall disclose to OASIS in writing the existence of all patents and/or patent applications owned or claimed by such TC Party that are actually known to the TC Member directly participating in the TC, and which such TC Member believes may contain any Essential Claims or claims that might become Essential Claims upon approval of an OASIS Committee Specification or OASIS Standard as such document then exists (collectively, “Disclosed Claims”).

  2. Disclosure of Third Party Patent Claims – Each TC Party whose TC Members become aware of patents or patent applications owned or claimed by a third party that contain claims that might become Essential Claims upon approval of an OASIS Committee Specification or OASIS Standard should disclose them, provided that such disclosure is not prohibited by any confidentiality obligation binding upon them. It is understood that any TC Party that discloses third party patent claims to OASIS does not take a position on the essentiality or relevance of the third party claims to the specification.

    In both cases (Sections 8.1 and 8.2), it is understood and agreed that such TC Party(s)’ TC Member(s) do not represent that they know of all potentially pertinent claims of patents and patent applications owned or claimed by the TC Party or any third parties. For the avoidance of doubt, while the disclosure obligation under Sections 8.1 and 8.2 applies directly to all TC Parties, this obligation is triggered based on the actual knowledge of the TC Party’s TC Members regarding the TC Party’s patents or patent applications that may contain Essential Claims.

  3. Disclosure Requests – Disclosure requests will be included as described in Section 14 with all public review copies of OASIS Committee Specifications or OASIS Standards (including drafts of such specifications). All OASIS Parties are encouraged to review these specifications and make appropriate disclosures.

  4. Limitations – A disclosure request and the obligation to disclose set forth above do not imply any obligations on the recipients of disclosure requests (collectively or individually) or on any OASIS Party to perform or conduct patent searches. Nothing in this Policy nor the act of receiving a disclosure request for a draft or approved OASIS Committee Specification or OASIS Standard, regardless of whether it is responded to, shall be construed or otherwise interpreted as any kind of express or implied representation with respect to the existence or non-existence of patents or patent applications which contain Essential Claims, other than that such TC Party has acted in good faith with respect to its disclosure obligations.

  5. Information – Any disclosure of Disclosed Claims shall include (a) in the case of issued patents and published patent applications, the patent or patent application publication number, the associated country and, as reasonably practicable, the relevant portions of the applicable draft or approved OASIS Committee Specification or OASIS Standard; and (b) in the case of unpublished patent applications, the existence of the unpublished application and, as reasonably practicable, the relevant portions of the applicable draft or approved OASIS Committee Specification or OASIS Standard.

9 TYPES OF OBLIGATIONS

9.1 Contribution Obligation

A TC Party has a Contribution Obligation, which arises at the time the Contribution is submitted to a TC, to license, as described in Section 10, any claims under its patents or patent applications that become Essential Claims when such Contribution is incorporated (either in whole or in part) into the OASIS Committee Specification or OASIS Standard produced by the TC that received the Contribution.

9.2 Participation Obligation

A TC Party has a Participation Obligation to license, as described in Section 10, any claims under its patents or patent applications that would be Essential Claims in the then current OASIS Committee Draft, if that draft subsequently becomes an OASIS Committee Specification or OASIS Standard, even if the TC Party is not a Contributor, when all of the following conditions are met:

  • An OASIS Committee Specification or OASIS Standard is finally approved that incorporates such OASIS Committee Draft, either in whole or in part;

  • The TC Party has been on, or has been represented by TC Member(s) on such TC for a total of sixty (60) calendar days (except as specified in the Transition Policy), which need not be continuous;

  • The TC Party is on, or is represented by TC Member(s) on such TC after a period of seven (7) calendar days after the ballot to approve such OASIS Committee Draft closes has elapsed.

For organizational TC Parties, the membership threshold is met by one or more employees or organizational designees of such Parties having been a TC Member on any 60 calendar days, although any given calendar day is only one day of membership, regardless of the number of participants on that day.

Each time a new OASIS Committee Draft is approved by the TC, the Participation Obligation adjusts to encompass the material in the latest OASIS Committee Draft seven days after such draft has been approved for publication.

10 LICENSING REQUIREMENTS

10.1 RAND Mode TC Requirements

For an OASIS Committee Specification or OASIS Standard developed by a RAND Mode TC, except where a Licensee has a separate, signed agreement under which the Essential Claims are licensed to such Licensee on more favorable terms and conditions than set forth in this section (in which case such separate signed agreement shall supersede this Limited Patent License), each Obligated Party in such TC hereby covenants that, upon request and subject to Section 11, it will grant to any OASIS Party or third party: a nonexclusive, worldwide, non-sublicensable, perpetual patent license (or an equivalent non-assertion covenant) under its Essential Claims covered by its Contribution Obligations or Participation Obligations on fair, reasonable, and non-discriminatory terms to make, have made, use, market, import, offer to sell, and sell, and to otherwise directly or indirectly distribute Licensed Products that implement such specification. Such license need not extend to features of a Licensed Product that are not required to comply with the Normative Portions of such specification. For the sake of clarity, the rights set forth above include the right to directly or indirectly authorize a third party to make unmodified copies of the Licensee’s Licensed Products and to license (optionally under the third party’s license) the Licensee’s Licensed Products within the scope of, and subject to the terms of, the Obligated Party’s license.

At the election of the Obligated Party, such license may include a term requiring the Licensee to grant a reciprocal license to its Essential Claims (if any) covering the same OASIS Committee Specification or OASIS Standard. Such term may require the Licensee to grant licenses to all implementers of such specification. The Obligated Party may also include a term providing that such license may be suspended with respect to the Licensee if that Licensee first sues the Obligated Party for infringement by the Obligated Party of any of the Licensee’s Essential Claims covering the same OASIS Committee Specification or OASIS Standard.

License terms that are fair, reasonable, and non-discriminatory beyond those specifically mentioned above are left to the Licensees and Obligated Parties involved.

10.2 RF Mode TC Requirements

10.2.1 Common

For an OASIS Committee Specification or OASIS Standard developed by an RF Mode TC, except where a Licensee has a separate, signed agreement under which the Essential Claims are licensed to such Licensee on more favorable terms and conditions than set forth in this section (in which case such separate signed agreement shall supersede this Limited Patent License), each Obligated Party in such TC hereby covenants that, upon request and subject to Section 11, it will grant to any OASIS Party or third party: a nonexclusive, worldwide, non-sublicensable, perpetual patent license (or an equivalent non-assertion covenant) under its Essential Claims covered by its Contribution Obligations or Participation Obligations without payment of royalties or fees, and subject to the applicable Section 10.2.2 or 10.2.3, to make, have made, use, market, import, offer to sell, and sell, and to otherwise distribute Licensed Products directly or indirectly that implement such specification. Such license need not extend to features of a Licensed Product that are not required to comply with the Normative Portions of such specification. For the sake of clarity, the rights set forth above include the right to directly or indirectly authorize a third party to make unmodified copies of the Licensee’s Licensed Products and to license (optionally under the third party’s license) the Licensee’s Licensed Products, within the scope of, and subject to the terms of, the Obligated Party’s license.

At the election of the Obligated Party, such license may include a term requiring the Licensee to grant a reciprocal license to its Essential Claims (if any) covering the same OASIS Committee Specification or OASIS Standard. Such term may require the Licensee to grant licenses to all implementers of such specification. The Obligated Party may also include a term providing that such license may be suspended with respect to the Licensee if that Licensee first sues the Obligated Party for infringement by the Obligated Party of any of the Licensee’s Essential Claims covering the same OASIS Committee Specification or OASIS Standard.

10.2.2 RF on RAND Terms

With TCs operating under the RF on RAND Terms IPR Mode, license terms that are fair, reasonable, and non-discriminatory beyond those specifically mentioned in Section 10.2.1 may also be included, and such additional RAND terms are left to the Licensees and Obligated Parties involved.

10.2.3 RF on Limited Terms

With TCs operating under the RF on Limited Terms IPR Mode, Obligated Parties may not impose any further conditions or restrictions beyond those specifically mentioned in Section 10.2.1 on the use of any technology or intellectual property rights, or other restrictions on behavior of the Licensee, but may include reasonable, customary terms relating to operation or maintenance of the license relationship, including the following: choice of law and dispute resolution.

11 WITHDRAWAL AND TERMINATION

A TC Party may withdraw from a TC at any time by notifying the OASIS TC Administrator in writing of such decision to withdraw. Withdrawal shall be deemed effective when such written notice is sent.

11.1 Withdrawal from a Technical Committee

A TC Party that withdraws from an OASIS Technical Committee shall have Continuing Licensing Obligations based on its Contribution Obligations and Participation Obligations as follows:

  1. A TC Party that has incurred neither a Contribution Obligation nor a Participation Obligation prior to withdrawal has no licensing obligations for OASIS Committee Specification(s) or OASIS Standard(s) originating from that OASIS TC.

  2. A TC Party that has incurred a Contribution Obligation prior to withdrawal continues to be subject to its Contribution Obligation.

  3. A TC Party that has incurred a Participation Obligation prior to withdrawal continues to be subject to its Participation Obligation but only with respect to OASIS Committee Drafts approved more than seven (7) calendar days prior to its withdrawal.

11.2 Termination of an OASIS Membership

An OASIS Party that terminates its OASIS membership (voluntarily or involuntarily) is deemed to withdraw from all TCs in which that OASIS Party has TC Member(s) representing it, and such OASIS Party remains subject to Continuing Licensing Obligations for each such TC based on its Obligated Party status in that TC on the date that its membership termination becomes effective.

12 LIMITATIONS OF LIABILITY

All OASIS Committee Drafts, Committee Specifications, and OASIS Standards are provided “as is”, without warranty of any kind, express or implied, and OASIS, as well as all OASIS Parties and TC Members, expressly disclaim any warranty of merchantability, fitness for a particular or intended purpose, accuracy, completeness, non-infringement of third party rights, or any other warranty.

In no event shall OASIS or any of its constituent parts (including, but not limited to, the OASIS Board of Directors), be liable to any other person or entity for any loss of profits, loss of use, direct, indirect, incidental, consequential, punitive, or special damages, whether under contract, tort, warranty, or otherwise, arising in any way out of this Policy, whether or not such party had advance notice of the possibility of such damages.

In addition, except for grossly negligent or intentionally fraudulent acts, OASIS Parties and TC Members (or their representatives), shall not be liable to any other person or entity for any loss of profits, loss of use, direct, indirect, incidental, consequential, punitive, or special damages, whether under contract, tort, warranty, or otherwise, arising in any way out of this Policy, whether or not such party had advance notice of the possibility of such damages.

OASIS assumes no responsibility to compile, confirm, update or make public any assertions of Essential Claims or other intellectual property rights that might be infringed by an implementation of such OASIS Specification.

If OASIS at any time refers to any such assertions by any owner of such claims, OASIS takes no position as to the validity or invalidity of such assertions, or that all such assertions that have or may be made have been referred to.

13 GENERAL

By ratifying this document, OASIS warrants that it will not inhibit the traditional open and free access to OASIS documents for which license and right have been assigned or obtained according to the procedures set forth in this section. This warranty is perpetual and will not be revoked by OASIS or its successors or assigns as to any already adopted OASIS Committee Specification or OASIS Standard; provided, however, that neither OASIS nor its assigns shall be obligated to:

  1. Perpetually maintain its existence; nor

  2. Provide for the perpetual existence of a website or other public means of accessing OASIS Committee Specifications and OASIS Standards; nor

  3. Maintain the public availability of any given OASIS Committee Specification or OASIS Standard that has been retired or superseded, or which is no longer being actively implemented in the marketplace.

Where any copyrights, trademarks, patents, patent applications, or other proprietary rights are known, or claimed, with respect to any OASIS Committee Specification or OASIS Standard developed within the OASIS Technical Committee Process, and are formally brought to the attention of the OASIS TC Administrator, OASIS shall consider appropriate action, which may include disclosure of the existence of such rights, or claimed rights. The OASIS Technical Committee Process shall prescribe the method for providing this information.

  1. OASIS disclaims any responsibility for identifying the existence of or for evaluating the applicability of any claimed copyrights, trademarks, patents, patent applications, or other rights, and will make no assurances on the validity or scope of any such rights.

  2. Where the OASIS TC Administrator is formally notified of rights, or claimed rights under Section 8.3 with respect to entities other than Obligated Parties, the OASIS President shall attempt to obtain from the claimant of such rights a written assurance that upon approval as an OASIS Committee Specification or OASIS Standard any Licensee will be able to obtain the right to implement, use, and distribute the technology or works when implementing, using, or distributing technology based upon the specific OASIS Committee Specification or OASIS Standard under terms that are consistent with this Policy. All such information will be made available to the TC that produced such specification, but the failure to obtain such written assurance shall not prevent votes from being conducted, except that the OASIS TC Administrator may defer approval for a reasonable period of time where a delay may facilitate the obtaining of such assurances. The results will, however, be recorded by the OASIS TC Administrator, and made available to the public. The OASIS Board of Directors may also direct that a summary of the results be included in any published OASIS Committee Specification or OASIS Standard.

  3. Except for the rights expressly provided herein, neither OASIS nor any OASIS Party grants or receives, by implication, estoppel, or otherwise, any rights under any patents or other intellectual property rights of the OASIS Party, OASIS, any other OASIS Party, or any third party.

14 NOTICES

14.1 Documents

Any document produced by an OASIS Technical Committee shall include the following notices (bracketed language, other than the date, need only appear in specification documents):

Copyright © OASIS Open 2005. All Rights Reserved.

All capitalized terms in the following text have the meanings assigned to them in the OASIS Intellectual Property Rights Policy (the “OASIS IPR Policy”). The full Policy may be found at the OASIS website.

This document and translations of it may be copied and furnished to others, and derivative works that comment on or otherwise explain it or assist in its implementation may be prepared, copied, published, and distributed, in whole or in part, without restriction of any kind, provided that the above copyright notice and this section are included on all such copies and derivative works. However, this document itself may not be modified in any way, including by removing the copyright notice or references to OASIS, except as needed for the purpose of developing any document or deliverable produced by an OASIS Technical Committee (in which case the rules applicable to copyrights, as set forth in the OASIS IPR Policy, must be followed) or as required to translate it into languages other than English.

The limited permissions granted above are perpetual and will not be revoked by OASIS or its successors or assigns.

This document and the information contained herein is provided on an “AS IS” basis and OASIS DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY THAT THE USE OF THE INFORMATION HEREIN WILL NOT INFRINGE ANY OWNERSHIP RIGHTS OR ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

[OASIS requests that any OASIS Party or any other party that believes it has patent claims that would necessarily be infringed by implementations of this OASIS Committee Specification or OASIS Standard, to notify OASIS TC Administrator and provide an indication of its willingness to grant patent licenses to such patent claims in a manner consistent with the IPR Mode of the OASIS Technical Committee that produced this specification.]

[OASIS invites any party to contact the OASIS TC Administrator if it is aware of a claim of ownership of any patent claims that would necessarily be infringed by implementations of this specification by a patent holder that is not willing to provide a license to such patent claims in a manner consistent with the IPR Mode of the OASIS Technical Committee that produced this specification. OASIS may include such claims on its website, but disclaims any obligation to do so.]

[OASIS takes no position regarding the validity or scope of any intellectual property or other rights that might be claimed to pertain to the implementation or use of the technology described in this document or the extent to which any license under such rights might or might not be available; neither does it represent that it has made any effort to identify any such rights. Information on OASIS’ procedures with respect to rights in any document or deliverable produced by an OASIS Technical Committee can be found on the OASIS website. Copies of claims of rights made available for publication and any assurances of licenses to be made available, or the result of an attempt made to obtain a general license or permission for the use of such proprietary rights by implementers or users of this OASIS Committee Specification or OASIS Standard, can be obtained from the OASIS TC Administrator. OASIS makes no representation that any information or list of intellectual property rights will at any time be complete, or that any claims in such list are, in fact, Essential Claims.]

14.2 Other Deliverables

Other deliverables may include just the copyright notice as follows:

Copyright © OASIS Open 2005. All Rights Reserved.

14.3 Additional Copyright Notices

Additional copyright notices identifying Contributors may also be included with the OASIS copyright notice.

Appendix A – Feedback License

The “OASIS ___________ Technical Committee” is developing technology (the “OASIS ____________ Specification”) as defined by its charter and welcomes input, suggestions and other feedback (“Feedback”) on the OASIS ____________ Specification. By the act of submitting, you (on behalf of yourself if you are an individual, and your organization and its Affiliates if you are providing Feedback on behalf of that organization) agree to the following terms (all capitalized terms are defined in the OASIS Intellectual Property Rights (“IPR”) Policy, see http://www.oasis-open.org/who/intellectualproperty.php):

  1. Copyright – You (and your represented organization and its Affiliates) grant to OASIS a perpetual, irrevocable, non-exclusive, royalty-free, worldwide copyright license, with the right to directly and indirectly sublicense, to copy, publish, and distribute the Feedback in any way, and to prepare derivative works that are based on or incorporate all or part of the Feedback, solely for the purpose of developing and promoting the OASIS Committee Specification or OASIS Standard and enabling the implementation of the same by Licensees.

  2. Essential Claims – You covenant to grant a patent license under any patent claims that you (or your represented organization or its Affiliates) own or control that become Essential Claims because of the incorporation of such Feedback into the OASIS Committee Specification or OASIS Standard, on terms consistent with Section 10 of the OASIS IPR Policy for the IPR Mode specified in the charter of this OASIS Technical Committee.

  3. Right to Provide – You warrant to the best of your knowledge that you have rights to provide this Feedback, and if you are providing Feedback on behalf of an organization, you warrant that you have the rights to provide Feedback on behalf of your organization and to bind your organization and its Affiliates to the licensing obligations provided above.

  4. Confidentiality – You further warrant that no information in this Feedback is confidential, and that OASIS may freely disclose any information in the Feedback.

  5. No requirement to Use – You also acknowledge that OASIS is not required to incorporate your Feedback into any version of this OASIS Committee Specification or OASIS Standard.

Assent of Feedback Provider:
By: _________________________ (Signature)
Name: _______________________
Title: ________________________ Organization: ________________
Date: ________________________ Email: _______________________

Appendix B: Copyright License Grant

The undersigned, on its own behalf and on behalf of its represented organization and its Affiliates, if any, with respect to their collective copyright ownership rights in the Contribution “__________________,” grants to OASIS a perpetual, irrevocable, non-exclusive, royalty-free, world-wide copyright license, with the right to directly and indirectly sublicense, to copy, publish, and distribute the Contribution in any way, and to prepare derivative works that are based on or incorporate all or part of the Contribution solely for the purpose of developing and promoting the OASIS Committee Specification or OASIS Standard and enabling the implementation of the same by Licensees (all above capitalized terms are defined in the OASIS Intellectual Property Rights (“IPR”) Policy, see http://www.oasis-open.org/who/intellectualproperty.php).

Assent of the Undersigned:
By: __________________________ (Signature)
Name: _______________________
Title: ________________________ Organization: ________________
Date: ________________________ Email: _______________________
Dates Approved:  Thu, 2005-01-20 Effective:  Fri, 2005-04-15

Member Section Activity Policy (1.0)

This document, approved 29 July 2004, is no longer in effect and is provided for archival purposes only. See the current version of the OASIS Member Section Policy.

OASIS is an open, international organization, developing and driving the adoption of standards for the global community. OASIS allows members to work together within Member Sections.

This policy defines the types of activities that can be conducted within a member section.

Activities of a Member Section Steering Committee

The following are the types of activities that a member section steering committee can engage in:

  1. Drafting charters for the formation of new Technical Committees to be affiliated with the member section.

  2. Oversee creation and progress of technical Committees in the Member Section domain to advance the mission of the Member Section.

  3. Create and maintain content for Member Section website, either using volunteers or external resource paid for by Member Section discretionary funds.

  4. Provide spokesperson(s) for press/analyst briefings, as coordinated by OASIS staff.

  5. Provide quarterly reports to OASIS management on the actual and planned activities and expenses of the Member Section.

  6. Establish budgets and priorities for the disbursement of member section funds.

  7. Direct use of discretionary funds as approved and administered by OASIS management, including but not limited to the following:

    • Outside contractors;
    • Printing and design of collateral materials;
    • Conference participation;
    • Travel expenses for OASIS staff conducting pre-approved work on behalf of the Member Section;
    • Dedicated IT and infrastructure costs;
    • Dedicated technical resources;
    • Professional fees specific to Member Section activities; and
    • OASIS memberships and other payments specific to the Member Section.

Activities of the Member Section Members

The following are the types of activities that the members of a member section can engage in:

  1. Vote in the election of steering committee members.
  2. Discuss and provide feedback on the overall direction and program of work of the member section activities.
  3. Provide feedback to the member section steering committee on plans and decisions which the steering committee makes.

Activities of Member Section Technical Committees

  • The technical committees which are formed to operate within the guidance of the member section are governed by the same set of policies that govern all OASIS TCs.

Dates Approved:  Thu, 2004-07-29 Effective:  Thu, 2004-07-29

TC Process (18 September 2003)

Table of Contents

Section 1. Definitions

Section 2. Technical Committees
  (a). TC Discussion Lists
  (b). TC Formation
  (c). First Meeting of a TC
  (d). TC Membership
  (e). TC Participation
  (f). Termination of TC Membership
  (g). Leaves of Absence
  (h). TC Chairs
  (i). TC Visibility
  (j). TC Procedure
  (k). TC Meetings
  (l). TC Charter Clarification
  (m). TC Voting
  (n). TC Subcommittees
  (o). Closing a TC
  (p). TC Coordination
  (q). Appeals
  (r). Application to Existing TCs

Section 3. Standards Approval Process
  (a). Approval of a Committee Draft
  (b). Approval of an OASIS Standard

Section 4. Board of Directors Involvement in the Standards Process

Section 1. Definitions

  • “Eligible Person” means one of a class of individuals that includes persons holding individual memberships in the corporation, employees or designees of organizational members of the corporation, and such other persons as may be designated by the OASIS Board of Directors.
  • “Technical Committee” (“TC”) means a group of Eligible Persons formed and conducted according to the provisions of this TC Process.
  • “Technical Committee Charter” (or “Charter”) is the items included in the proposal to form a TC, as defined in the section “TC Formation” and may be modified as described in the section “TC Charter Clarification”.
  • “Technical Committee Member” (or “Member”) is an Eligible Person who has completed the requirements to join a TC as defined in the section “TC Membership” and who maintains his membership as described in the section “Termination of TC Membership”.
  • “Technical Committee Observer” (or “Observer”) is an Eligible Person who has requested to subscribe to the TC email list and/or to participate in TC discussions as defined in the section “TC Participation”.
  • “TC Convener” is an Eligible Person who serves in the role of organizing the first meeting of the TC, as defined in the section “First Meeting of a TC”.
  • “Joint Committee” (“JC”) means a committee formed by joint proposal of a group of cooperating TCs, for the purpose of coordinating the technical work of those TCs.
  • “OASIS TC Administration” means the persons appointed by the OASIS Board of Directors to represent OASIS in administrative matters relating to TCs.
  • “Committee Draft” is a technical work approved by a Technical Committee as specified in Section 2 of this Process.
  • “OASIS Standard” is a Committee Draft that has been submitted by a Technical Committee and reviewed and approved by OASIS membership as specified in Section 3 of this Process.
  • “Public” and “publicly” mean all people, whether OASIS members or not.

Section 2. Technical Committees

(a). TC Discussion Lists

Any group of at least three Eligible Persons shall be authorized to begin a publicly subscribable discussion list for the purpose of forming a TC by submitting to OASIS TC Administration the following items:

  1. The name of the discussion list, which shall not be the same as the name of the list in which the TC itself will operate once formed;
  2. A preliminary statement of scope for the TC that the list is intended to form;
  3. The names, electronic mail addresses, and membership affiliations of the Eligible Persons proposing to create the discussion list; and
  4. The name of the discussion list leader.

No later than 15 days following the submission, OASIS TC Administration shall provide these materials to the membership with a Call For Participation in a discussion list whose purpose is to form the TC described in the application. Discussion of TC formation shall begin on the list no sooner than seven days after the announcement. More than one TC can be formed from a discussion list. A list established to discuss the formation of a TC under provisions of this section shall automatically go out of existence 90 days after the call for participation, together with its archive.

(b). TC Formation

Any group of at least three Eligible Persons shall be authorized to begin a TC by submitting to OASIS TC Administration the following items, written in English and provided in electronic form as plain text. No information other than these items may be included in the proposal.

The charter of the TC, which includes only the following items

  1. The name of the TC, such name not to have been previously used for an OASIS TC and not to include any trademarks or service marks not owned by OASIS;
  2. A statement of purpose, including a definition of the problem to be solved;
  3. The scope of the work of the TC, which must be germane to the mission of OASIS, and which includes a definition of what is and what is not the work of the TC, and how it can be determined when the work of the TC has been completed. The scope may reference a specific contribution of existing work as a starting point, but other contributions may be made by TC members on or after the first meeting of the TC. Such other contributions will be considered by the voting members of the TC on an equal basis to improve the original starting point contribution.
  4. A list of deliverables, with completion dates;
  5. The anticipated audience or users of the work; and
  6. The language in which the TC will conduct business;

Non-normative information regarding the startup of the TC, which includes

  1. Identification of similar or applicable work that is being done in other OASIS TCs or by other organizations, why there is a need for another effort in this area and how this proposed TC will be different, and what level of liaison will be pursued with these other organizations;
  2. Optionally, a list of contributions of existing technical work that the proposers anticipate will be made to this TC;
  3. The date and time of the first meeting, whether it will be held in person or by phone, and who will sponsor this first meeting;
  4. The projected on-going meeting schedule for the year following the formation of the TC, or until the projected date of the final deliverable, whichever comes first, and who will be expected to sponsor these meetings;
  5. The names, electronic mail addresses, and membership affiliations of at least three Eligible Persons who support this proposal and are committed to the charter and projected meeting schedule; and
  6. The name of the TC convener, and the name of the proposed chair.

No later than 15 days following the submission, OASIS TC Administration shall either provide these materials to the membership with a Call For Participation and an announcement of a first meeting, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section.

(c). First Meeting of a TC

The first meeting of a TC shall occur no less than 30 days after the announcement of its formation in the case of a telephone meeting and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting. Persons intending to participate in the first meeting must register to attend no later than 15 days prior to the event by notifying the person named as convener of the new TC of their intention to attend the meeting, and must be eligible for TC participation at the time they register. Every Eligible Person who has so registered and is present at the first meeting of a TC shall be a voting member of the TC beginning with the first meeting. Persons who register to attend the first meeting but do not attend must notify the TC chair after the first meeting to start their probationary period to become a member of the TC, as described in the section “TC Membership”.

If the Eligible Person is an employee of an OASIS member organization, the Primary Representative of that organization will be notified by the convener before the first meeting about the person’s registration for the TC.

The first meeting of a TC must occur at the place and time and in the manner described in the announcement. Any initial meeting whose time or location is changed and any initial phone meeting that fails to grant access to every Eligible Person previously registering a desire to participate shall be subject to appeal as provided in the section “Appeals.”

At the first meeting the TC must elect a chair as the first order of business. Once the chair is elected the role of convener ends.

(d). TC Membership

An Eligible Person shall become a Prospective Member of an existing TC by sending to the chair of the TC via the electronic notification facility provided by OASIS notice of his intention to become a Member of the TC; the chair shall notify the TC of this request via the TC’s email list. If the Eligible Person is an employee of an OASIS member organization, the Primary Representative of that organization will also be notified by the chair about the person’s registration for the TC.

The Prospective Member will become a TC Member with voting rights immediately after a probationary period, which starts when the Eligible Person notifies the chair of his intent to join the TC, and lasts until the close of the third TC meeting held during the period of prospective membership or until 60 days have elapsed following formal application to join the TC, whichever comes first.

During the probationary period the Prospective Member must follow the same attendance rules as a TC Member, as defined in the section “Termination of TC Membership”; if attendance requirements are not met the Prospective Member will not become a Member at the end of the probationary period and must re-apply for membership. The Prospective Member may participate in TC discussions and post email messages to the TC list but may not vote.

TC membership is per person, not per organization.

The transference of an Associate OASIS membership shall not automatically confer TC membership upon the transferee.

(e). TC Participation

An Eligible Person shall become a Observer of an existing TC by sending to the chair of the TC (or the convener, if before the first meeting), via the electronic notification facility provided by OASIS, notice of his or her intention to become an Observer in the TC. An Observer may participate in TC discussions and post email messages to the TC list, but may not vote and does not need to maintain attendance. The Observer is not “on track” to become a TC Member; to become a Member the person must comply with the requirements as defined in the section “TC Membership”.

(f). Termination of TC Membership

Except as provided in the section of this article titled “Leaves of Absence,” membership in an OASIS TC shall be terminated under the following conditions:

  • A member shall be warned by mail from the chair of the TC upon his first failure to be present during the roll call at the beginning of the meeting of two out of every three successive meetings of the TC. Membership shall be terminated if the member fails to be present during the roll call of the next meeting following transmittal of the warning or if the member consistently fails to be present during the roll call of two of every three meetings thereafter.
  • A member shall be warned by mail from the chair of the TC upon failure to return two out of three most recent successive mail ballots. Membership shall be terminated if the member fails to return the next mail ballot following transmittal of the warning.
  • A member shall be considered to have resigned from a TC upon receipt of notification of resignation by mail from the member by the chair of the TC. The chair shall forward this notice to the TC mail list.
  • Persons who lose Eligible Person status for reasons including, but not limited to, change of employment, shall have a further 15 days of TC membership in which to request a leave of absence or re-establish eligibility. A member shall lose TC membership on the 16th day after losing Eligible Person status or at the end of a leave of absence requested as specified in the section titled “Leaves of Absence” if Eligible Person status has not been re-established.

Termination of membership in an OASIS TC shall automatically end voting membership in any subcommittee directly or indirectly created by that TC.

(g). Leaves of Absence

Every member of an OASIS TC shall be entitled to at least one leave of absence during any one twelve month period. During a leave of absence, a member shall be exempt from the participation criteria specified in the section of this TC Process titled “Termination of TC Membership.” A first leave of absence during any one twelve month period shall be obtained automatically upon application to the chair of the TC.

The chair must notify the TC of all Leaves of Absence via the TC’s email list.

A TC member who has already been granted a leave of absence during any twelve month period may apply for a maximum of one additional leave of absence during the same twelve month period, but a second leave of absence during any twelve month period shall be granted only upon formal resolution of the TC.

A member of a TC who has been granted a leave of absence shall cease to be a member of the TC and all of its subcommittees for the duration of the leave. However, membership in the TC and membership in any still-existing subcommittee of the TC of which the same person was a member at the beginning of the leave shall resume when the leave ends.

The length of a leave of absence shall be specified in advance by the member requesting it and shall not exceed 45 days. A leave of absence shall begin no earlier than seven days after the date upon which the request was submitted to the chair of the TC and shall end on the date specified, or at the beginning of the first TC meeting or subcommittee meeting attended after the leave begins, or upon transmittal of the first mail ballot returned after the leave begins, whichever comes first. Time allocated for a leave of absence but not used due to early resumption of membership cannot be carried over into another leave.

(h). TC Chairs

Each TC must have a chair. The TC chair is initially elected at the first meeting. The chair is elected by majority vote of the TC membership. In the absence of a chair all TC activities, with the exception of the selection of a new chair, are suspended.

The position of chair of a TC may be shared by no more than two co-chairs. In the event that the chair position is so shared each co-chair is equally responsible for the chair duties and responsibilities. Throughout this TC Process, whenever a notification to the TC chair is required this must be made to both co-chairs.

A TC chair may be removed by action of the Board of Directors following an appeal as specified in the section of this TC Process titled “Appeals” or by a vote of 2/3 of all the members of the TC. In the event that a TC has co-chairs each may be removed individually or both may be removed by a single action.

A vacancy in chairing a TC shall be deemed to exist when (i) the chair or one or both co-chairs has been removed, (ii) the chair or one or both co-chairs has resigned the position, or (iii) the chair or one or both co-chairs ceases to be a member of the TC. Vacancies in chairing a TC shall be filled by election from the membership of the TC.

The same provisions regarding leaves of absence shall apply to the chair or co-chair of a TC as to the other members of a TC, except the chair must notify both OASIS TC Administration and the TC at least 30 days prior to any non-emergency leave of absence.

(i). TC Visibility

Mail Lists

Each TC shall be provided upon formation with a general discussion email list and a means to collect public comments. Subscription to the general email list shall be required for Members and Observers of the TC.

The minutes of each TC meeting and a record of all decisions shall be published to that TC’s email list. All communications and discussions of the TC must take place on the email list.

All TC email lists shall be archived for the duration of the corporation, and all TC email archives shall be publicly visible.

The purpose of the TC’s public comment facility is to receive comments from the public and is not for public discussion. Comments will be publicly archived, and will be forwarded to one or more TC members including the TC chair. TCs shall not be required to respond to comments.

Web Pages

OASIS TC Administration shall provide the TC with a publicly accessible web page. The TC must keep the following information current on the TC web page: the TC name and charter; standing rules and other adopted procedures; meeting schedule; list of TC members; the name and email address of the TC chair as well as other positions such as vice chair, secretary, editor, etc. that may exist; list of subcommittees and their deliverables and members; draft and completed TC documents; and contributors’ IP statements.

Announcements

OASIS TC Administration shall create a publicly archived list for announcements from OASIS TC Administration regarding TCs. Any Eligible Person shall be able to subscribe to this list. Every important change in TC status shall be posted to the announcement list, such changes to include but not be limited to the following: TC formation; TC charter revision; publication of working drafts; publication of Committee Drafts; calls for implementation; public review of Committee Drafts, submission of a Committee Draft as a proposed OASIS Standard; approval or rejection of a proposed standard; start or end of participation in a joint committee; and closure of a TC.

(j). TC Procedure

The operation of TCs shall be governed by Robert’s Rules of Order Newly Revised, insofar as such rules are not inconsistent with or in conflict with this TC Process, with the OASIS Bylaws, or with provisions of law. The duration of a TC shall be considered a single session. Formal actions of TCs shall be governed by the same rules regardless of the language in which the work is taking place.

Standing rules may be adopted by the TC by majority vote. Standing rules must be communicated to the TC Administrator who may override them if they are conflict with OASIS policy, and must be published on the TC’s web page. The TC may not adopt any standing rule in relation to intellectual property rights.

Contributions to the TC, and work created by the TC, must comply with the OASIS IPR Policy.

(k). TC Meetings

“TC meeting” shall be construed to include telephone conferences and video conferences as well as face-to-face meetings.

(l). TC Charter Clarification

The TC may clarify its charter only for the purpose of removing ambiguity or for narrowing the scope of the topic defined by the charter. The TC may not broaden or otherwise change its scope of the topic of work. The list of deliverables may be expanded if the new deliverables are within the scope of the topic; work on a further version of a specification after completion of the original deliverable requires a clarification of the charter.

Approval for clarification shall require at least 2/3 of the total membership of a TC voting to approve and no more than 1/4 voting to disapprove. The clarification of the charter may occur no earlier than the first meeting of the TC.

The clarification must be reported to the OASIS TC Administration who has the authority to overturn these changes if they are not in conformance with OASIS policies. The TC Administrator must within 15 days either make the approval and announcement to members or reply to the TC with the reason why the change cannot be approved. The changed charter will not take effect until approved and announced by the TC Administrator. OASIS TC Administration will publicize approved changes as specified in the section “TC Visibility” and any revisable publicly visible description (e.g., web page) promulgated by the TC shall be updated to reflect such changes.

(m). TC Voting

Eligibility

Every Member of a TC has a single vote. Organizations do not vote in TCs. Proxies shall not be allowed in TC voting.

TC votes require a simple majority of quorum to pass, except as noted elsewhere in this document.

Electronic Voting

TCs may conduct electronic ballots via the TC’s general mail list or the publicly archived electronic voting functionality provided by OASIS. The minimum period allowed for electronic voting shall be seven calendar days, unless the TC specifies a longer voting period for a particular ballot. For the purposes of electronic voting, a vote is valid only when a majority of TC members who are eligible at the beginning of the vote have cast ballots, and a majority (or super majority, when required) of the ballots cast will decide the issue.

A TC may adopt a standing rule allowing for members to make motions via the TC’s general mail list; seconding of the motion and discussion would also take place via the mail list, with voting via the mail list or the publicly archived electronic voting functionality provided by OASIS. In the absence of such a standing rule motions may only be made in a TC meeting.

(n). TC Subcommittees

The TC may by resolution create a subcommittee (SC). The resolution must be minuted, and must include the name, statement of purpose, list of deliverables, and name of the chair of the SC. All of these items must fall within the charter of the TC and conform to OASIS policy. The deliverables of the SC are made only to the TC. Members of the SC must first be members of the TC. An SC member may resign from the SC and remain a member of the TC.

(o). Closing a TC

TC Administration may close any TC that fails to conduct at least one quorate meeting or conduct any electronic ballots during any six month period; whose voting membership falls below three members; has reached its completion date; or has failed to show progress towards achieving its purpose as defined by its charter. TC Administration must close a TC that has completed its deliverables. A TC can be closed by resolution of its members or by resolution of the Board.

(p). TC Coordination

Coordination among TCs shall take place through the action of voluntary Joint Committees (JCs).

The purpose of a JC is to coordinate the technical activities of multiple TCs, is advisory only to those TCs, and has no deliverables. A TC shall have no obligation to abide by any decision arrived at in a JC to which it contributes membership.

A JC is formed upon the proposal from the chairs of at least two OASIS TCs who wish to form the JC. The chairs of all TCs named in the proposal should be co-proposers. The proposal must be submitted to the OASIS TC Administrator, and shall be written in English, provided in electronic form as plain text, and include the following information:

  1. The name of the JC, such name not to have been previously used for an OASIS JC or TC;
  2. A statement of purpose, which must be germane to the mission of OASIS and to the member TCs;
  3. The language in which the JC will conduct business;
  4. The date and time of the first JC meeting, and whether it will be held in person or by phone. The first JC meeting may be held no less than 30 days after the announcement of its formation in the case of a telephone meeting and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting;
  5. The proposed on-going meeting schedule for the JC;
  6. A list of all the TCs that will cooperate in the work of the JC;
  7. The names, electronic mail addresses, and membership affiliations of one or two members of each of the proposing TCs who have been selected to represent the TC; provided that no individual named in the proposal shall be allowed to represent more than one TC in meeting this requirement.
  8. The name of the JC convener; and
  9. The names of meeting sponsors, if any.

No later than 15 days following the submission, OASIS TC administration shall either announce the formation of the JC to the members of OASIS, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section. If the submission is accepted, OASIS TC administration shall form an electronic mail list for the JC.

TCs not named in the proposal can join the JC at its first meeting by notifying the JC convener 15 days before the JC’s first meeting of the TC’s intent to send a representative, and by having a one or two representatives at that meeting.

TCs not joining the JC at the first meeting may join later by sending a notice to the JC chair requesting JC membership for the TC. The JC must respond to the TC within 45 days either accepting or rejecting the request for membership. If the request for membership is accepted the TC must send a representative to a JC meeting within 45 days after the response, or to the first meeting following that period if no meeting is held during that period. If the request for membership is rejected the applicant TC may appeal to the TC Administrator.

At the first meeting the JC must elect a chair. Once the chair is elected the role of convener ends.

The members of the JC are the TCs. Each TC may send one or two representatives to meetings of the JC, and each TC will have one vote. Quorum is equal to 50% (rounded up) of the number of TCs constituting the JC. A single person may not represent more than one TC in the JC. The representatives of the member TCs will be subscribed to the JC’s email list.

To maintain its membership in the JC a TC must have a representative at two out of three consecutive JC meetings. If a TC is not represented at two out of three consecutive meetings the JC chair will send a notice to the TC chair; if a representative of the TC does not attend the following meeting then the TC will be dropped from membership in the JC.

The chair of the JC must be one of the representatives of the member TCs. Eligible Persons who are not representing a member TC may attend meetings as observers.

The TC Administrator may close any JC that does not hold a meeting or conduct any electronic discussion in any six month period, or whose membership is less than two TCs. The JC can also be closed by resolution of its members.

(q). Appeals

Any group of three or more Eligible Persons who believe that an action taken or not taken by or with respect to TCs, or actions taken or not taken by the TC Administrator, is in violation of the procedures set forth in this TC Process or OASIS policies specified by the OASIS Board of Directors may appeal such action or inaction. Appeals regarding actions of a TC must be made to the TC Administrator, and appeals regarding actions of the TC Administrator must be made to the Chairman of the OASIS Board of Directors. Appellants shall file a complaint within 30 days of the action being appealed or at any time with respect to an inaction. The complaint shall state the nature of the objection(s), including any direct and material adverse effects upon the appellants; the section(s) of this TC Process or OASIS policies at issue; the actions or inactions at issue; and the specific remedial action(s) that would satisfy the appellants’ concerns. Previous efforts to resolve the objection(s) and the outcome of each shall be noted.

In the case of an appeal to the TC Administrator, within 30 days of receipt of the complaint, the TC Administration shall respond to the appellants, addressing each allegation of fact in the complaint to the extent of the TC Administration’s knowledge. If the appellants and the TC administration are unable to resolve the complaint within 15 days following the response, the TC Administration shall schedule a hearing before the OASIS Board of Directors at the next regular Board meeting. In such a hearing, appellants shall have the burden of demonstrating adverse effects, improper action or inaction, and the efficacy of the requested remedial action. The Board shall render its decision within 30 days. The decision of the Board shall be final.

In the case of an appeal to the Board, within 30 days of receipt of the complaint, the Chairman of the Board will respond to the appellants, addressing each allegation of fact in the complaint to the extent of the Board’s knowledge. If this response is not acceptable to the appellants they may request a hearing before the OASIS Board of Directors at the next regular Board meeting. In such a hearing, appellants shall have the burden of demonstrating adverse effects, improper action or inaction, and the efficacy of the requested remedial action. The Board shall render its decision within 30 days. The decision of the Board shall be final.

The OASIS Board of Directors has the authority to effect such remedial action as may be necessary to remedy a complaint brought under this TC Process.

(r). Application to Existing TCs

This TC Process applies to previously established TCs upon its adoption.

Section 3. Standards Approval Process

(a). Approval of a Committee Draft

Upon completion of a specification the TC may approve the work as a Committee Draft. The approval of a Committee Draft shall require at least 2/3 of the total membership of a TC voting to approve and no more than 1/4 voting to disapprove.

OASIS TC Administration must be notified at the completion of any ballot to approve a Committee Draft, regardless of the outcome of the ballot.

The name of a Committee Draft may not include any trademarks or service marks not owned by OASIS. The Committee Draft must use the OASIS-approved document templates and naming, and must include the OASIS copyright.

(b). Approval of an OASIS Standard

Public Review

Before the TC can submit its Committee Draft to OASIS membership for review and approval as an OASIS Standard, the TC must conduct a public review of the work. The decision by the TC to submit the work for public review requires a majority vote. The review must be announced by the TC Administrator on the OASIS members mail list and optionally on other public mail lists. Review must take place for a minimum of 30 days, during which time no changes may be made to the document. Comments must be collected via the TC’s archived public comment facility. The TC must record the comments received as well as the resolution of those comments.

The TC may conduct any number of additional review cycles (i.e. collecting comments, making edits to the specification, sending out a revised version for review again, etc.) before deciding that the review is complete. If substantive changes are made to the specification after the start of the public review then the TC should conduct another review cycle. After the conclusion of the review and final changes to the document, the TC must re-approve the work as a Committee Draft before submitting it to OASIS.

Member Approval

A TC may recommend that the Committee Draft be made an OASIS Standard. Upon resolution of the TC to move the specification forward, its chair shall submit the following items to OASIS TC Administration:

  1. A formal specification that is a valid member of its type, together with appropriate documentation for the specification, both of which must be written using approved OASIS templates;
  2. A clear English-language summary of the specification;
  3. A statement regarding the relationship of this specification to similar work of other OASIS TCs or other standards developing organizations;
  4. Certification by at least three OASIS member organizations that they are successfully using the specification consistently with the OASIS IPR Policy;
  5. An account of each of the comments/issues raised during the public review period, along with its resolution;
  6. An account of and results of the voting to approve the approve the specification as a Committee Draft;
  7. An account of or pointer to votes and comments received in any earlier attempts to standardize substantially the same specification, together with the originating TC’s response to each comment;
  8. A pointer to the publicly visible comments archive for the originating TC;
  9. A statement from the chair of the TC certifying that all members of the TC have been provided with a copy of the OASIS IPR Policy; and
  10. Optionally, a pointer to any minority reports submitted by one or more TC members who did not vote in favor of approving the Committee Draft, or certification by the chair that no minority reports exist.

The above submission must be made by the 15th of any month to OASIS TC Administration, who shall have until the end of the calendar month to complete administrative processing and checking for completeness of the submission. If the submission is incomplete it will be rejected but may be resubmitted later.

OASIS TC Administration shall submit the proposal to the OASIS membership by the first day of the following month. The first 15 days of that month will be used by the membership to familiarize themselves with the submission. Voting will take place starting the 16th of the month. Those organizational members of OASIS who were members at the beginning of the familiarization period are eligible to vote, and must submit their ballots by the end of the month.

The TC that originated the specification may, by formal resolution, withdraw the proposed specification at any point after it is submitted to OASIS TC Administration for administrative processing and before the end of the voting period.

Errata or Corrigenda to a submission are not permitted; if changes are required the Committee Draft must be withdrawn by the TC, edited, re-approved as a Committee Draft, then resubmitted.

In votes upon proposed OASIS Standards, each OASIS organizational member shall be entitled to cast one vote. Votes shall be cast via the publicly archived electronic voting facility supplied by OASIS. Ballots will be publicly visible during voting and may be changed up until the end of the voting period. The results of a vote on a proposed standard shall be provided to the membership and to the TC no later than seven days following the close of the voting period.

If at the end of the voting period at least 15 percent of the voting membership has voted to approve the proposed standard, then if no votes have been cast to disapprove the proposed standard, it shall become an OASIS Standard immediately following the end of the voting period. However, if negative votes amounting to less than 15 percent of the voting membership have been cast, the TC will be notified of the negative votes, after which the TC shall have 30 days to take one of the following actions by resolution: (a) request OASIS TC Administration to approve the specification as submitted despite the negative votes; (b) withdraw the submission entirely; or (c) submit an amended specification, in which case the amended submission shall be considered as if it were a new submission, except that information regarding previous votes and any disposition of comments received in previous votes shall accompany the amended submission.

If at the end of the voting period less than 15 percent of the voting membership has voted to approve the proposed standard, or if at the end of the voting period 15 percent or more of the voting membership has voted to disapprove the proposed standard, or if the originating TC upon notification of negative votes takes no formal action within the 30 days allocated for consideration of the results, then the specification shall not become an OASIS Standard. This shall not prevent a later version of the same specification from being submitted again as specified in this section.

Section 4. Board of Directors Involvement in the Standards Process

The OASIS Board of Directors shall appoint a member of “OASIS TC Administration,” as defined in Section 1 of this TC Process, to act as the Technical Committee (“TC”) Liaison to the Board for the purpose of keeping the Board apprised of activities related to the TC Process. The specific duties of the TC Liaison shall be specified by the Board in conjunction with OASIS TC Administration but shall, at a minimum, provide for the submission to the Board of a notice when a proposal has been received for the creation of a new TC and when a TC submits a Committee Draft to OASIS for consideration. Such notice shall be submitted via email to the Board immediately upon the receipt of the submission by OASIS TC Administration.

Notwithstanding anything to the contrary contained in this TC Process, upon majority vote of the members of the Board at a meeting thereof duly called and constituted, the creation of a new TC may be prevented, or a proposed OASIS Standard may be withheld from voting by OASIS membership; the proposal or the submission will be returned to the proposers or the sponsoring TC for additional consideration, with an explanation of the reasons for such action.

The Board of Directors may amend this TC Process at any time and from time to time at its sole discretion.

Dates Approved:  Thu, 2003-09-18 Effective:  Thu, 2003-09-18

Liaison (1.0)

Table of contents

Organizational Liaisons Establishing org-to-org liaisons Representative Guidelines Policy for submitting OASIS work to other organizations TC Liaisons Liaisons to the TC Fee-waived membership grants

Organizational Liaisons

Establishing org-to-org liaisons

A liaison relationship is defined as OASIS obtaining membership in another organization, or entering into any other liaison relationship or joint agreement such as an MoU. (Other organizations seeking membership in OASIS under standard OASIS membership policies is not covered by this policy.)

The OASIS President has the authority to establish a liaison relationship with and/or sign up OASIS for membership in another organization.

The request to establish a liaison or membership with another organization should be submitted to the President, and may originate with the request from the external organization, the OASIS Board of Directors, a Technical Committee (TC), the Technical Advisory Board (TAB), or OASIS staff. The request to the President should include the following:

  • Who is the other organization, what do they do, and what is the nature of the relationship suggested? (e.g. is it suggested that OASIS join the other organization and at what level, or vice versa.)
  • What are the benefits to OASIS of this relationship? What are the goals of OASIS in the relationship?
  • Which particular activities (technical committees, member sections, etc.) at OASIS would be affected by the relationship? What effect will it have on them, and what level of involvement should be expected from them?
  • What are the benefits to the other organization of this relationship? What are the goals of the other organization in the relationship?
  • What is the risk of negative impact on OASIS?
  • What liaison representation would OASIS be expected to send?
  • What are the costs, obligations, and responsibilities to OASIS and/or its TCs?

The OASIS President will, based on the above items, decide whether to establish the liaison relationship, and what the nature of the relationship should be. The OASIS President will submit this decision and the justification of the decision (including a summary document with the answers to the above questions) to the Board of Directors for their review and comment. If, after consultation with the Board, the President approves establishment of the Liaison, the OASIS staff will then establish the relationship. Once the relationship is established, a liaison representative to the other organization will be selected as required, and tasked as outlined in section below.

The OASIS President will provide a quarterly status report to the OASIS Board including an update on all the information mentioned above for each liaison. The report will include a detailed plan of actions for at least the top five inter-organization liaisons that involve OASIS resource commitments (OASIS staff, members, etc.).

Representative Guidelines

In most cases where OASIS has established a liaison relationship with another organization OASIS will have the opportunity to send technical or liaison representatives to that other organization. As the person is representing OASIS, he or she should be selected by OASIS and should be given specific instructions so that OASIS will gain the most benefit from the representation. (For the case of a person representing a single TC, see the section below on TC liaisons.)

Selection of the representative and definition of scope/mission

The OASIS representative will be selected and given a scope/mission as follows:

  1. The OASIS President establishes the liaison relationship as described above, and determines that a representative is required to maintain the relationship.
  2. The OASIS President asks OASIS staff, Board, or TAB to make recommendations regarding the qualifications of the representative and to suggest possible candidates. The person could be OASIS staff, a Board Member, a TAB member, a TC chair, any other OASIS member, or other designated person.
  3. The TAB or OASIS management drafts the scope/mission of the liaison representative. The assignment scope should include such things as
    1. Length of assignment
    2. Frequency of assignment activities (conference calls, meetings, etc.)
    3. Who is responsible for any travel expenses (OASIS or the representative’s company)
    4. What technical agenda the representative should pursue (are they expected to influence the other organization’s work, provide info on OASIS work, or just report on the activities of the other organization)
    5. What, if any, decisions the person is allowed to make
    6. What information they report and to whom
    7. Who at OASIS do they report to and who provides them with direction and feedback
  4. The TAB or OASIS management recommends the person to the OASIS Board.
  5. The Board approves the recommendation.
  6. OASIS management then extends an invitation to the approved liaison representative.

Managing the Representative

In order for OASIS to get the most benefit from having a representative to another organization, the representative should be expected to report back to OASIS so that having a liaison representative results in two-way communication.

OASIS management will manage the representative to ensure that he or she is properly representing OASIS, and that OASIS is receiving regular reports from the other organization. OASIS management should speak at least monthly with the representative.

The representative will also be expected to communicate regularly with OASIS TCs and/or member sections that are effected by the liaison relationship.

Policy for submitting OASIS work to other organizations

OASIS may on occasion have the opportunity to submit its completed and approved specifications to other organizations for approval under their processes.

The request for permission to submit a specification to another organization may originate with a TC, the TAB, or OASIS staff, but must include the following:

  • The name of the organization and the organization’s committee/group to which the submission will be made.
  • The purpose of the submission (e.g. for approval under the other organizations’ process; for inclusion in the other organization’s work plan, etc.), as well as a short description of the other organization’s approval process, including estimated time required, stages or approval and who votes at each step, and the desired outcome (i.e. what will the spec be called once it is approved).
  • How the submission will benefit OASIS (e.g. enhance the status of the spec by having the other organization’s name on it).
  • The copyright terms used by the other organization in regard to the submission.

Generally only completed and approved work (i.e. an approved OASIS Standard) should be submitted to another organization. If the work is not yet approved as an OASIS Standard the proposal should include the reason why the work is not being completed and/or approved under the OASIS TC Process.

As OASIS owns the copyright on specifications produced by OASIS technical committees, submitting specifications to other organizations according to the guidelines of this policy will require the approval of the OASIS President. Approval to submit OASIS specifications with any other terms than those specified in this Policy will require approval by the OASIS Board.

The OASIS copyright should remain on the specification when it is published by the other organization, i.e. both OASIS’ and the other organization’s copyright will appear on the specification. However, OASIS is willing for the other organization’s copyright to be the only one on the specification as long as:

  • The other organization agrees that OASIS will continue to maintain the specification until such time as OASIS gives up that right;
  • The other organization agrees that it will not further modify the specification until such time as OASIS gives up the right to further maintenance; and
  • OASIS can continue to publish the OASIS-copyrighted version of the specification under our copyright and distribution policy.

A memorandum of understanding should be signed between the two organizations to ensure that the above items are mutually understood.

TC Liaisons

Liaisons to the TC

An OASIS TC may desire to have a relationship with the working group or technical committee of another organization by having one or more persons act as liaison representative(s) between the two groups. The selection of the liaison and any invitation to other organizations to provide a liaison should be by vote of the TC. The selection of the liaison must be communicated to OASIS Management, and the liaison must be listed on the TC’s web page. The TC may form a liaison subcommittee as required to help the TC coordinate its various liaison relationships.

Ideally a liaison relationship is accomplished by selecting a person who is a member of both the OASIS TC as well as the working group of the other organization to communicate between the two. If such a dual-membership person is not available or is not the right person for this role then the TC may ask a TC member to join the other organization, or recruit a member of the other organization to join OASIS and the TC. If the latter, either the person’s employer or the other organization should join OASIS in order to give the person eligibility to join the TC, in accordance with OASIS membership policies. If the company or organization cannot join then the person should join OASIS either as an Individual or an Associate member.

While the person has been asked by the TC to represent its interests in the work of the other organization, the person does not officially represent OASIS and cannot speak for or obligate OASIS in any way. To represent OASIS the person must be appointed an organizational liaison representative as described above.

The person’s participation in the other organization is governed by that other organization’s membership agreement, rules, and procedures. The person is acting only as a member of that organization. The person must, for example, follow the other organization’s rules concerning confidentiality when sharing that organizations’ information with the OASIS TC.

OASIS has no class of membership for an “invited expert.” To become a member or observer of the TC the person should become eligible as described in the OASIS membership policies and the OASIS TC Process.

If the desired organization or person is unable to pay the membership fee to join OASIS, the TC may petition the member section Steering Committee or the OASIS President to grant a fee-waived, one-year, Individual or Associate membership to the person, as described below.

Fee-waived membership grants

On some occasions it is in the best interests of OASIS to grant fee-waived membership to people or other organizations for the purpose of furthering the work of OASIS. OASIS will grant membership based on the criteria of OASIS gaining benefit from having the other organization or person as a member of or participant in the activities of OASIS. The OASIS President may grant any level of OASIS membership to a person or organization. The grant will be for a fee-waived, one-year membership at a particular membership level. The member will have all of the rights associated with that level of membership. The level granted will be selected based upon the intended level of participation of the person or organization, including

  • whether the person or organization needs participation at only the TC level, or also voting at the OASIS-wide level;
  • whether the person or organization needs to be included in OASIS press releases;
  • the number of participants from the organization in OASIS technical activities; and
  • whether the other organization has or will in exchange grant OASIS membership in their organization, what rights that membership gives OASIS, and what use OASIS will make of this membership.

All membership levels may be granted on a fee-waived, one-year basis by the OASIS President. The fee-waived memberships will be re-evaluated annually based on the same criteria.

Dates Approved:  Thu, 2003-06-19 Effective:  Thu, 2003-06-19

TC Process (16 September 2002)

The following is the official language governing the OASIS technical committee process:

OASIS TECHNICAL COMMITTEE PROCESS

revision approved by OASIS Board of Directors, 16 September 2002

Revision History

Committee Process .pdf Version

Section 1. Technical Committees
  (a). Definitions.
  (b). TC Discussion Lists.
  (c). TC Formation.
  (d). First Meeting of a TC.
  (e). TC Membership.
  (f). Termination of TC Membership.
  (g). Leaves of Absence.
  (h). TC Chairs.
  (i). TC Visibility.
  (j). TC Procedure.
  (k). TC Meetings.
  (l). TC Revision.
  (m). TC Voting.
  (n). Conduct of TC Business by Mail.
  (o). TC Coordination.
  (p). Appeals.
  (q). Application to Existing TCs.

Section 2. Standards Process
  (a) Approval of a Committee Specification
  (b) Approval of an OASIS Standard

Section 3. Board of Directors Involvement in Standards Process

Section 1. Technical Committees

(a). Definitions.

(i). “Eligible Person” means one of a class of individuals that includes persons holding individual memberships in the corporation, employees of organizational members of the corporation, members of organizations to which OASIS has extended the benefits of joint membership, and such other persons as may be designated by the board of directors.

(ii). “Technical Committee” (“TC”) means a group of Eligible Persons formed and conducted according to the provisions of this TC Process.

(iii). “Joint Committee” (“JC”) means a TC formed by joint resolution of a group of cooperating TCs, all of whose members are also members of at least one liaison subcommittee appointed for the purpose of participating in that JC.

(iv). “Liaison Subcommittee” means a subcommittee of a TC formed to provide one or more members of a JC.

(v). A “Calendar Year” begins on January 1 and ends on December 31 of each year.

(vi). “OASIS TC Administration” means the persons appointed by the OASIS Board of Directors to represent OASIS in administrative matters relating to TCs.

(vii). “Committee Specification” is a technical work approved by a Technical Committee as specified in Section 2 of this Process.

(viii). “OASIS Standard” is a Committee Specification that has been submitted by a Technical Committee and reviewed and approved by OASIS membership as specified in Section 2 of this Process.

(ix). “Public” and “publicly” mean all people, whether OASIS members or not.

(b). TC Discussion Lists.

Any group of at least three Eligible Persons shall be authorized to begin a publicly subscribable discussion list for the purpose of forming a TC by submitting to OASIS TC Administration the following items:

1. the name of the discussion list, which shall not be the same as the name of the list in which the TC itself will operate once formed;

2. a preliminary statement of scope for the TC that the list is intended to form;

3. the names, electronic mail addresses, and membership affiliations of the Eligible Persons proposing to create the discussion list;

No later than 15 days following the submission, OASIS TC Administration shall provide these materials to the membership with a call for participation in a discussion list whose purpose is to form the TC described in the application. Discussion of TC formation shall begin on the list no sooner than seven days after the announcement. More than one TC can be formed from a discussion list. A list established to discuss the formation of a TC under provisions of this section shall automatically go out of existence 90 days after the call for participation, together with its archive.

(c). TC Formation.

Any group of at least three Eligible Persons shall be authorized to begin a TC by submitting to OASIS TC Administration the following items, written in English and provided in electronic form as plain text:

1. the name of the TC, such name not to have been previously used for an OASIS TC and not to include any trademarks or service marks not owned by OASIS;

2. statement of purpose, which must be germane to the mission of OASIS;

3. list of deliverables, with projected dates;

4. language in which the TC will conduct business;

5. date and time of the first meeting, and whether it will be held in person or by phone;

6. the meeting schedule for the year following the formation of the TC, or until the projected date of the final deliverable, whichever comes first;

7. names, electronic mail addresses, and membership affiliations of at least three Eligible Persons committed to the stated meeting schedule;

8. name of the TC chair;

9. names of phone meeting sponsors, if any; and

10. names of face-to-face meeting sponsors, if any.

No later than 15 days following the submission, OASIS TC Administration shall either provide these materials to the membership, with a call for participation and an announcement of a first meeting, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section. If the submission is accepted, OASIS TC Administration shall form two electronic mail lists for the TC, namely a general list and a comment list, as described further in the section titled “TC visibility.”

The submitted name of the TC, statement of purpose, and list of deliverables with projected dates will constitute the TC’s charter and cannot be clarified until the TC is constituted at its first meeting.

(d). First Meeting of a TC.

The first meeting of a TC shall occur no less than 30 days after the announcement of its formation in the case of a telephone meeting and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting. Persons intending to participate in the first meeting must register to attend no later than 15 days prior to the event by notifying the person named as chair of the new TC of their intention to attend the meeting, and must be eligible for TC participation at the time they register. Every Eligible Person present at the first meeting of a TC shall be initially a voting member of the TC.

The first meeting of a TC must occur at the place and time and in the manner described in the announcement. Any initial meeting whose time or location is changed and any initial phone meeting that fails to grant access to every Eligible Person previously registering a desire to participate shall be subject to appeal as provided in the section of this article titled “Appeals.”

(e). TC Membership.

An Eligible Person shall become a prospective member of an existing TC by sending by mail notice of intention to participate to the chair of the TC, who shall notify the TC of this request. Prospective membership shall begin seven days after this notice is received. A prospective member may attend face-to-face meetings as an observer. A prospective member may attend phone meetings as an observer at the discretion of the chair.

A prospective member of a TC shall become a voting member of the TC immediately following the close of the third TC meeting held during the period of prospective membership or after 60 days have elapsed following formal application to join the TC, whichever comes first.

The transference of an individual OASIS membership shall not automatically confer TC membership upon the transferee.

Persons who lose Eligible Person status for reasons including, but not limited to, change of employment, shall have a further 15 days of TC membership in which to request a leave of absence or re-establish eligibility.

(f). Termination of TC Membership.

Except as provided in the section of this article titled “Leaves of Absence,” membership in an OASIS TC shall be terminated under the following conditions:

(i). A member shall be warned by mail from the chair of the TC upon their first failure to attend two out of every three successive meetings of the TC. Membership shall be terminated if the member fails to attend the next meeting following transmittal of the warning or if the member consistently fails to attend two of every three meetings.

(ii). A member shall be warned by mail from the chair of the TC upon failure to return 80 percent of all mail ballots closing during any 90-day period. Membership shall be terminated if the member fails to return 80 percent of all mail ballots closing during the 90 days following transmittal of the warning.

(iii). A member shall be considered to have resigned from a TC upon receipt of notification of resignation by mail from the member by the chair of the TC.

(iv). A member shall lose TC membership on the 16th day after losing Eligible Person status or at the end of a leave of absence requested as specified in the section titled “TC Membership” if Eligible Person status has not been reestablished.

Termination of membership in an OASIS TC shall automatically end voting membership in any subcommittee directly or indirectly created by that TC.

(g). Leaves of Absence.

Every member of an OASIS TC shall be entitled to at least one leave of absence per calendar year. During a leave of absence, a member shall be exempt from the participation criteria specified in the section of this TC Process titled “Termination of TC Membership.” A first leave of absence in any calendar year shall be obtained automatically upon application to the chair of the TC.

A TC member who has already been granted a leave of absence during a calendar year may apply for a maximum of one additional leave of absence during the same year, but a second leave of absence in a calendar year shall be granted only upon formal resolution of the TC.

A member of a TC who has been granted a leave of absence shall cease to be a member of the TC and all of its subcommittees for the duration of the leave. However, membership in the TC and membership in any still-existing subcommittee of the TC of which the same person was a member at the beginning of the leave shall resume when the leave ends.

The length of a leave of absence shall be specified in advance by the member requesting it and shall not exceed 45 days. A leave of absence shall begin no earlier than seven days after the date upon which the request was submitted to the chair of the TC and shall end on the date specified, or at the beginning of the first TC meeting or subcommittee meeting attended after the leave begins, or upon transmittal of the first mail ballot returned after the leave begins, whichever comes first. Time allocated for a leave of absence but not used due to early resumption of membership cannot be carried over into another leave.

(h). TC Chairs.

A TC chair may be removed by action of the Board of Directors following an appeal as specified in the section of this TC Process titled “Appeals” or by a vote of 2/3 of all the members of the TC.

A vacancy in chairing a TC shall be deemed to exist when (i) the chair has been removed, (ii) the chair has resigned the position, or (iii) the chair ceases to be a member of the TC. Vacancies in chairing a TC shall be filled by election from the membership of the TC.

The same provisions regarding leaves of absence shall apply to the chair of a TC as to the other members of a TC, except the chair must notify both OASIS TC Administration and the TC at least 30 days prior to any non-emergency leave of absence.

(i). TC Visibility.

All TC electronic mail lists shall be archived for the duration of the corporation, and all TC mail archives shall be publicly visible. Each TC shall be provided upon formation with a general list and a comment list. Subscription to the general list shall be required for members of the TC and available to other Eligible Persons; the TC chair may prohibit non-TC members from posting messages to the TC’s general list. The minutes of each TC meeting shall be published to that TC’s general list.

The purpose of the TC comment list is to receive comments from the public and is not for public discussion. The comment list of a TC shall be publicly subscribable. TCs shall not be required to respond to comments.

OASIS TC Administration shall provide the TC with a publicly accessible web page. The TC must keep the following information current on the TC web page: the TC name, scope, deliverables and schedule; standing rules and other adopted procedures; meeting schedule; list of TC members; the name and email address of the TC chair as well as other positions such as vice chair, editor, webmaster, etc. that may exist; list of subcommittees and their deliverables and members; draft and completed TC documents; and contributors’ IP statements.

OASIS TC Administration shall create a publicly archived list for announcements from OASIS TC Administration regarding TCs. Any Eligible Person shall be able to subscribe to this list. Every important change in TC status shall be posted to the announcement list, such changes to include but not be limited to the following: TC formation; TC revision; publication of working drafts; publication of committee specifications; calls for implementation; submission of a specification as a proposed OASIS Standard; approval or rejection of a proposed standard; start or end of participation in a joint committee; and closure of a TC.

(j). TC Procedure.

The operation of TCs shall be governed by Robert’s Rules of Order, as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with this TC Process, with the OASIS Bylaws, or with provisions of law.

The duration of a TC shall be considered a single session. Formal actions of TCs shall be governed by the same rules regardless of the language in which the work is taking place.

Contributions to the TC, and work created by the TC, must comply with the OASIS IPR Policy.

(k). TC Meetings.

“TC meeting” shall be construed to include telephone conferences and video conferences as well as face-to-face meetings. Any TC that fails to conduct at least one meeting during a calendar year shall cease to exist at the beginning of the calendar year immediately following. Any TC whose voting membership falls below three members shall cease to exist.

(l). TC Revision.

Beginning with its first meeting a TC can clarify its statement of purpose; revise its deliverables; and change its meeting schedule. Such changes must be reported to the OASIS TC Administration who has the authority to overturn these changes if they are not in conformance with these policies. OASIS TC Administration will publicize this change via the TC announcement list, and any revisable publicly visible description (e.g., Web page) promulgated by the TC shall be updated to reflect such changes.

(m). TC Voting.

Every member of a TC has a single vote. Organizations do not vote in TCs. Proxies shall not be allowed in TC voting.

TC votes require a simple majority of quorum to pass, except as noted elsewhere in this document.

(n). Conduct of TC Business by Mail.

A TC may adopt a standing rule authorizing its chair to draft resolutions pertaining to routine business directly related to the stated purpose of the TC and to conduct votes on such resolutions by mail. “Mail” as the term is applied to the conduct of TCs shall be construed to mean electronic mail submitted to the TC’s general list.

A TC may, by the approval of 2/3 of the members voting in a meeting, allow the chair between that meeting and the next to draft resolutions pertaining to specified subjects, to propose such draft resolutions to the members of the TC for discussion by mail, to entertain friendly amendments to such draft resolutions and make such changes as shall seem most likely to gain general assent of the members of the TC, to put such resolutions as seem to have gained majority assent to the members of the TC for a vote by mail, and to conduct votes on such resolutions by mail.

The period allowed for voting by mail shall be five days, unless the TC specifies a different voting period in the resolution authorizing the vote or in standing rules governing mail ballots. For the purposes of mail vote counting, quorum is constituted by the whole TC membership.

(o). TC Coordination.

Coordination among TCs shall take place through the action of voluntary Joint Committees (JCs).

The purpose of a JC is to coordinate the technical activities of multiple TCs, is advisory only, and has no deliverables. A TC shall have no obligation to abide by any decision arrived at in a JC to which it contributes membership. The business of a JC to which a TC contributes membership shall be imparted to the TC through reports from the chair of its liaison subcommittee. Such reports shall have the same force and shall be made, received, and acted upon in the same manner as reports from any other subcommittee of the TC.

A JC is formed upon the proposal from the chairs of at least two OASIS TCs who wish to form the JC. The chairs of all TCs named in the proposal should be co-proposers. The proposal must be submitted to the OASIS TC Administrator, and shall be written in English, provided in electronic form as plain text, and include the following information:

1. the name of the JC, such name not to have been previously used for an OASIS JC or TC;

2. statement of purpose, which must be germane to the mission of OASIS and to the member TCs;

3. language in which the JC will conduct business;

4. date and time of the first JC meeting, and whether it will be held in person or by phone. The first JC meeting may be held no less than 30 days after the announcement of its formation in the case of a telephone meeting and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting;

5. the proposed on-going meeting schedule for the JC;

6. a list of all the TCs that will cooperate in the work of the JC;

7. the names, electronic mail addresses, and membership affiliations of at least one member of each of those TCs who is committed to the purpose and meeting schedule of the JC; provided that no individual named in the proposal shall be allowed to represent more than one TC in meeting this requirement.

8. name of the JC chair;

9. names of meeting sponsors, if any.

No later than 15 days following the submission, OASIS TC administration shall either announce the formation of the JC to the chairs and the TC announcement list, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section. If the submission is accepted, OASIS TC administration shall form an electronic mail list for the JC.

Each of the TCs shall then have until the date set in the proposal for the first JC meeting to appoint a liaison subcommittee, the members of which are thereby empowered to participate in the JC described in the proposal. The appointment of liaison subcommittees shall be governed by the same rules that apply to the appointment of ordinary TC subcommittees.

The voting members of a newly created JC shall be those OASIS members who have been appointed to the liaison subcommittee created for this purpose by one of the TCs participating in the JC, and attend the first meeting of the JC.

The first meeting of a JC shall not be called to order until at least one member from each liaison subcommittee appointed to participate in the JC is present at the meeting. If this requirement is not met by the end of the time scheduled for the first meeting, then the JC shall cease to exist, and OASIS TC Administration shall close its mailing list. No person shall be counted as representing more than one TC for purposes of this requirement.

Membership in a JC after its first meeting shall be governed by the same rules governing membership in a TC, with the added requirement that any prospective member of a JC must first be a member of a liaison subcommittee appointed for this purpose by one of the cooperating TCs.

Except as provided in this section, all of the provisions for meetings, membership, termination of membership, and leaves of absence that apply to members of TCs shall apply equally to JCs, with the added requirement that warnings of termination of membership shall be copied to the chairs of TCs contributing a member to the JC as well as to the affected member.

The membership of a person in a JC shall terminate if that person resigns from the JC, fails to meet the generic participation requirements of JCs and TCs, or ceases to be a member of any of the liaison subcommittees participating in the JC.

If termination of membership in a JC causes a still existing TC’s contribution of voting members to that JC to fall to zero, the chair of the JC shall, within 15 days following the termination of membership, notify OASIS TC Administration and the chair of the formerly participating TC that the TC is in breach of its obligation to contribute to the work of the JC. The TC shall have 90 days following this notice to appoint a new liaison subcommittee, whose members shall become prospective members of the JC. If none of those prospective members fulfills the requirements for participation in the JC, the attempt to create a liaison subcommittee shall be declared a failure.

If a still-existing TC in breach of its obligation to contribute to a JC fails to appoint a liaison subcommittee within the time stated, then all activities and mailing lists of that JC shall cease until its successor, if any, can be organized according to the provisions for starting a JC.

If one or more TCs participating in a JC cease to exist but more than one TC remains, the chair of the JC shall so inform OASIS TC Administration, and the remaining TCs after notice from OASIS TC Administration shall have 30 days thereafter to adopt a joint resolution agreeing to carry on the work of the JC without requalifying its members. If they fail to adopt such a resolution, the JC shall cease to exist.

A TC shall be added to or removed from the set of TCs contributing to a JC only upon joint resolution of all of the participating TCs.

(p). Appeals.

Any group of three or more Eligible Persons who believe that an action taken or not taken by or with respect to TCs is in violation of the procedures set forth in this TC Process or specified by the OASIS Board of Directors may appeal such action or inaction to OASIS TC Administration. Appellants shall file a complaint within 30 days of the action being appealed or at any time with respect to an inaction. The complaint shall state the nature of the objection(s), including any direct and material adverse effects upon the appellants; the section(s) of this TC Process or of the Board resolution(s) at issue; the actions or inactions at issue; and the specific remedial action(s) that would satisfy the appellants’ concerns. Previous efforts to resolve the objection(s) and the outcome of each shall be noted.

Within 30 days of receipt of the complaint, OASIS TC Administration shall respond to the appellants, addressing each allegation of fact in the complaint to the extent of the TC Administration’s knowledge. If the appellants and the TC administration are unable to resolve the complaint within 15 days following the response, the TC Administration shall schedule a hearing before the OASIS Board of Directors at the next regular board meeting. In such a hearing, appellants shall have the burden of demonstrating adverse effects, improper action or inaction, and the efficacy of the requested remedial action. The Board shall render its decision within 30 days. The decision of the Board shall be final.

The OASIS Board of Directors has the authority to effect such remedial action as may be necessary to remedy a complaint brought under this TC Process.

(q). Application to Existing TCs.

This TC Process applies to previously established TCs upon its adoption.

Section 2. Standards Process

(a) Approval of a Committee Specification

Upon completion of a specification the TC may approve the work as a Committee Specification. The approval of a Committee Specification shall require at least 2/3 of the total membership of a TC voting to approve and no more than 1/4 voting to disapprove.

The name of a Committee Specification may not include any trademarks or service marks not owned by OASIS.

Before the TC can submit its Committee Specification to OASIS membership for review and approval as an OASIS Standard, the TC must conduct a public review of the work. The decision by the TC to submit the work for review requires a majority vote. The review should be publicized on applicable OASIS mail lists and other public mail lists. Review must take place for a minimum of 30 days, during which time no changes may be made to the document. Comments must be collected via the TC’s public comment list. The TC must record the comments received as well as the resolution of those comments. The TC may conduct any number of additional review cycles (i.e. collecting comments, making edits to the specification, sending out a revised version for review again, etc.) before deciding that the review is complete. After the conclusion of the review and final changes to the document, the TC must re-approve the work as a Committee Specification before submitting it to OASIS.

(b) Approval of an OASIS Standard

A technical committee (TC) as defined in Section 1 of this TC Process that has approved, conducted a public review of, and published a Committee Specification may recommend that the Committee Specification be made an OASIS Standard. Upon resolution of the TC to move the specification forward, its chair shall submit the following items to OASIS TC Administration:

1. a formal specification that is a valid member of its type, together with appropriate documentation for the specification, both of which must be written using approved OASIS templates;

2. a clear English-language summary of the specification;

3. certification by at least three OASIS member organizations that they are successfully using the specification consistently with the OASIS IPR Policy;

4. an account of or pointer to the comments/issues raised during the public review period, along with their resolution;

5. an account of or pointer to votes and comments received in any earlier attempts to standardize substantially the same specification, together with the originating TC’s response to each comment;

6. a pointer to the publicly visible comments archive for the originating TC; and

7. a statement from the chair of the TC certifying that all members of the TC have been provided with a copy of the OASIS IPR Policy.

The above submission must be made by the 15th of any month to OASIS TC Administration, who shall have until the end of the calendar month to complete administrative processing of the proposed standard; if the submission is incomplete it may be resubmitted the following month. OASIS TC Administration shall submit the proposal to the OASIS membership by the first day of the following month. The first 15 days of that month will be used by the membership to familiarize themselves with the submission. Voting will take place starting the 16th of the month. The voting members of OASIS must submit their ballots by the end of the month. The TC that originated the specification may, by formal resolution, withdraw the proposed specification at any point after it is submitted to OASIS TC Administration for administrative processing and before the end of the voting period. Errata or Corrigenda to a submission are not permitted; if changes are required the Committee Specification must be withdrawn by the TC, edited, re-approved as a Committee Specification, then resubmitted.

In votes upon proposed OASIS Standards, each OASIS organizational member shall be entitled to cast one vote. Votes shall be cast by sending electronic mail to a publicly archived list created for this purpose. Votes may be changed up until the end of the voting period. The results of a vote on a proposed standard shall be provided to the membership and to the TC no later than seven days following the close of the voting period.

If at the end of the voting period at least 10 percent of the voting membership has voted to approve the proposed standard, then if no votes have been cast to disapprove the proposed standard, it shall become an OASIS Standard immediately following the end of the voting period. However, if negative votes amounting to less than 10 percent of the voting membership have been cast, the TC will be notified of the negative votes, after which the TC shall have 30 days to take one of the following actions by resolution: (a) request OASIS TC Administration to approve the specification as submitted despite the negative votes; (b) withdraw the submission entirely; or (c) submit an amended specification, in which case the amended submission shall be considered as if it were a new submission, except that information regarding previous votes and any disposition of comments received in previous votes shall accompany the amended submission.

If at the end of the voting period less than 10 percent of the voting membership has voted to approve the proposed standard, or if at the end of the voting period 10 percent or more of the voting membership has voted to disapprove the proposed standard, or if the originating TC upon notification of negative votes takes no formal action within the 30 days allocated for consideration of the results, then the specification shall not become an OASIS Standard. This shall not prevent a later version of the same specification from being submitted again as specified in this section.

Section 3. Board of Directors Involvement in Standards Process

The OASIS Board of Directors shall appoint a member of “OASIS TC Administration,” as defined in Section 1 of this TC Process, to act as the Technical Committee (“”TC”) Liaison to the Board for the purpose of keeping the Board apprised of activities related to the TC Process. The specific duties of the TC Liaison shall be specified by the Board in conjunction with OASIS TC Administration but shall, at a minimum, provide for the submission to the Board of a notice when a TC submits a Committee Specification to OASIS for consideration. Such notice shall be submitted via email to the Board immediately upon the receipt of the submission by OASIS TC Administration. Notwithstanding anything to the contrary contained in Section 2 of this TC Process, upon majority vote of the members of the Board at a meeting thereof duly called and constituted, the proposed Standard may be withheld from voting by OASIS membership and returned to the sponsoring TC for additional consideration, with an explanation of the reasons for such action.

The Board of Directors may amend this TC Process at any time and from time to time in its sole discretion.

Dates Approved:  Mon, 2002-09-16 Effective:  Mon, 2002-09-16

TC Process (August 2001)

The following is the official language governing the OASIS technical committee process:

OASIS TECHNICAL COMMITTEE POLICY

Revised August 2001

Revision History

Section 1. Technical Committees
  (a). Definitions.
  (b). TC Discussion Lists.
  (c). TC Formation.
  (d). First Meeting of a TC.
  (e). TC Membership.
  (f). Termination of TC Membership.
  (g). Leaves of Absence.
  (h). TC Chairs.
  (i). TC Visibility.
  (j). TC Procedure.
  (k). TC Meetings.
  (l). TC Revision.
  (m). TC Voting.
  (n). Conduct of TC Business by Mail.
  (o). TC Coordination.
  (p). Appeals.
  (q). Application to Existing TCs.

Section 2. Standards Process

Section 3. Board of Directors Involvement in Standards Process

Section 1. Technical Committees

(a). Definitions.

(i). “Person Eligible for OASIS Technical Committee Participation” (“PEOTCP”) means one of a class of individuals that includes persons holding individual memberships in the corporation, employees of organizational members of the corporation, members of organizations to which OASIS has extended the benefits of joint membership, and such other persons as may be designated by the board of directors.

(ii). “Technical Committee” (“TC”) means a group of PEOTCPs formed and conducted according to the provisions of this Policy.

(iii). “Joint Committee” (“JC”) means a TC formed by joint resolution of a group of cooperating TCs, all of whose members are also members of at least one liaison subcommittee appointed for the purpose of participating in that JC.

(iv). “Liaison Subcommittee” means a subcommittee of a TC formed to provide one or more members of a JC.

(v). A “Calendar Year” begins on January 1 and ends on December 31 of each year.

(vi). A “Calendar Quarter” means any one of the spans of time extending from January 1 through March 31, April 1 through June 30, July 1 through September 30, and October 1 through December 31.

(vii). “OASIS TC Administration” means the persons appointed by the Board of Directors to represent OASIS in administrative matters relating to TCs.

(b). TC Discussion Lists.

Any group of at least three PEOTCPs shall be authorized to begin a publicly subscribable discussion list for the purpose of forming a TC by submitting to OASIS TC administration the following items: (i) the name of the discussion list, which shall not be the same as the name of the list in which the TC itself will operate once formed; (ii) a preliminary statement of scope for the TC that the list is intended to form; (iii) the names, electronic mail addresses, and membership affiliations of the PEOTCPs proposing to create the discussion list; (iv) the name of the discussion list leader.

No later than 15 days following the submission, OASIS shall provide these materials to the membership with a call for participation in a discussion list whose purpose is to form the TC described in the application. Discussion of TC formation shall begin on the list no sooner than seven days after the announcement. More than one TC can be formed from a discussion list. A list established to discuss the formation of a TC under provisions of this section shall automatically go out of existence 90 days after the call for participation, together with its archive.

(c). TC Formation.

Any group of at least three PEOTCPs shall be authorized to begin a TC by submitting to OASIS TC administration the following items, written in English and provided in electronic form as plain text: (i) the name of the TC, such name not to have been previously used for an OASIS TC; (ii) statement of purpose, which must be germane to the mission of OASIS; (iii) list of deliverables, with projected dates; (iv) language in which the TC will conduct business; (v) date and time of the first meeting, and whether it will be held in person or by phone; (vi) the meeting schedule for the year following the formation of the TC, or until the projected date of the final deliverable, whichever comes first; (vii) names, electronic mail addresses, and membership affiliations of at least three PEOTCPs committed to the stated meeting schedule; (viii) name of the TC chair; (ix) names of phone meeting sponsors, if any; and (x) names of face-to-face meeting sponsors, if any.

No later than 15 days following the submission, OASIS TC administration shall either provide these materials to the membership, with a call for participation and an announcement of a first meeting, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section. If the submission is accepted, OASIS TC administration shall form two electronic mail lists for the TC, namely a general list and a comment list, as described further in the section titled “TC visibility,” and the person named as chair of the TC shall be given administrative control of these lists.

(d). First Meeting of a TC.

The first meeting of a TC shall occur no less than 30 days after the announcement of its formation in the case of a telephone meeting and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting. Persons intending to participate in the first meeting must register to attend no later than 15 days prior to the event by notifying the person named as chair of the new TC of their intention to attend the meeting and must be eligible for TC participation at the time they register. Every PEOTCP present at the first meeting of a TC shall be initially a voting member of the TC.

The first meeting of a TC must occur at the place and time and in the manner described in the announcement. Any initial meeting whose time or location is changed and any initial phone meeting that fails to grant access to every PEOTCP previously registering a desire to participate shall be subject to appeal as provided in the section of this article titled “Appeals.”

(e). TC Membership.

A PEOTCP shall become a prospective member of an existing TC by sending by mail notice of intention to participate to the chair of the TC. Prospective membership shall begin seven days after this notice is received. A prospective member may attend face-to-face meetings as an observer. A prospective member may attend phone meetings as an observer at the discretion of the chair.

A prospective member of a TC shall become a voting member of the TC immediately following the close of the third TC meeting held during the period of prospective membership or after 60 days have elapsed following formal application to join the TC, whichever comes first.

The transference of an individual OASIS membership shall not automatically confer TC membership upon the transferee.

Persons who lose PEOTCP status for reasons including, but not limited to, change of employment, shall have a further 15 days of TC membership in which to request a leave of absence or re-establish eligibility.

(f). Termination of TC Membership.

Except as provided in the section of this article titled “Leaves of Absence,” membership in an OASIS TC shall be terminated under the following conditions:

(i). A member shall be warned by mail from the chair of the TC upon their first failure to attend two out of every three successive meetings of the TC. Membership shall be terminated if the member fails to attend the next meeting following transmittal of the warning or if the member consistently fails to attend two out of every three meetings.

(ii). A member shall be warned by mail from the chair of the TC upon failure to return 80 percent of all mail ballots closing during any 90-day period. Membership shall be terminated if the member fails to return 80 percent of all mail ballots closing during the 90 days following transmittal of the warning.

(iii). A member shall be considered to have resigned from a TC upon receipt of notification of resignation by mail from the member by the chair of the TC.

Termination of membership in an OASIS TC shall automatically end voting membership in any subcommittee directly or indirectly created by that TC.

(g). Leaves of Absence.

Every member of an OASIS TC shall be entitled to at least one leave of absence per calendar year. During a leave of absence, a member shall be exempt from the participation criteria specified in the section of this Policy titled “Termination of TC Membership.” A first leave of absence in any calendar year shall be obtained automatically upon application to the chair of the TC.

A TC member who has already been granted a leave of absence during a calendar year may apply for a maximum of one additional leave of absence during the same year, but a second leave of absence in a calendar year shall be granted only upon formal resolution of the TC.

A member of a TC who has been granted a leave of absence shall cease to be a member of the TC and all of its subcommittees for the duration of the leave. However, membership in the TC and membership in any still-existing subcommittee of the TC of which the same person was a member at the beginning of the leave shall resume when the leave ends.

The length of a leave of absence shall be specified in advance by the member requesting it and shall not exceed 45 days. A leave of absence shall begin no earlier than seven days after the date upon which the request was submitted to the chair of the TC and shall end on the date specified, or at the beginning of the first TC meeting or subcommittee meeting attended after the leave begins, or upon transmittal of the first mail ballot returned after the leave begins, whichever comes first. Time allocated for a leave of absence but not used due to early resumption of membership cannot be carried over into another leave.

(h). TC Chairs.

A TC chair may be removed by action of the board of directors following an appeal as specified in the section of this Policy titled “Appeals” or by a vote of 2/3 of all the members of the TC.

A vacancy in chairing a TC shall be deemed to exist when (i) the chair has been removed, (ii) the chair has resigned the position, or (iii) the chair ceases to be a member of the TC. Vacancies in chairing a TC shall be filled by election from the membership of the TC.

The same provisions regarding leaves of absence shall apply to the chair of a TC as to the other members of a TC, except the chair must notify both OASIS TC administration and the TC at least 30 days prior to any non-emergency leave of absence.

(i). TC Visibility.

All TC electronic mail lists shall be archived for the duration of the corporation, and all TC mail archives shall be publicly visible. Each TC shall be provided upon formation with a general list and a comment list. Subscription to the general list shall be automatic for members of the TC and available, by resolution of the TC, to other individual PEOTCPs. The minutes of each TC meeting shall be published to that TC’s general list.

The comment list of a TC shall be publicly subscribable. TCs shall not be required to respond to comments.

OASIS shall create a publicly archived list for announcements from OASIS TC administration regarding TCs. Any PEOTCP shall be able to subscribe to this list. Every important change in TC status shall be posted to the announcement list, such changes to include but not be limited to the following: TC formation; changes in purpose, deliverables, or meeting schedule; publication of working drafts; publication of committee specifications; calls for implementation; submission of a specification as a proposed OASIS standard; approval or rejection of a proposed standard; start or end of participation in a joint committee; and closure of a TC.

(j). TC Procedure.

The operation of TCs shall be governed by Robert’s Rules of Order, as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with this Policy, with the Articles of Incorporation of this corporation, or with provisions of law.

The duration of a TC shall be considered a single session. Formal actions of TCs shall be governed by the same rules regardless of the language in which the work is taking place.

(k). TC Meetings.

“TC meeting” shall be construed to include telephone conferences and video conferences as well as face-to-face meetings. Any TC that fails to conduct at least one meeting during a calendar year shall cease to exist at the beginning of the calendar year immediately following. Any TC whose voting membership falls below three members shall cease to exist.

(l). TC Revision.

A TC can clarify its statement of purpose; revise its deliverables; and change its meeting schedule. Such changes shall be reported on the TC announcement list, and any revisable publicly visible description (e.g., Web page) promulgated by the TC shall be updated to reflect such changes.

(m). TC Voting.

Every member of a TC has a single vote. Organizations do not vote in TCs. Proxies shall not be allowed in TC voting. The final approval of a committee specification shall require at least 2/3 of the total membership of a TC voting to approve and no more than 1/4 voting to disapprove.

(n). Conduct of TC Business by Mail.

A TC may adopt a standing rule authorizing its chair to draft resolutions pertaining to routine business directly related to the stated purpose of the TC and to conduct votes on such resolutions by mail. “Mail” as the term is applied to the conduct of TCs shall be construed to mean electronic mail.

A TC may, by the approval of 2/3 of the members voting in a meeting, allow the chair between that meeting and the next to draft resolutions pertaining to specified subjects, to propose such draft resolutions to the members of the TC for discussion by mail, to entertain friendly amendments to such draft resolutions and make such changes as shall seem most likely to gain general assent of the members of the TC, to put such resolutions as seem to have gained majority assent to the members of the TC for a vote by mail, and to conduct votes on such resolutions by mail.

The period allowed for voting by mail shall be five days, unless the TC specifies a different voting period in the resolution authorizing the vote or in standing rules governing mail ballots.

(o). TC Coordination.

Coordination among TCs shall take place through the action of voluntary joint committees (JCs). The formation of a JC shall begin with the preparation of a JC proposal. A JC proposal must meet all of the criteria for a TC proposal, and it must in addition contain: (i) the date and time of the first meeting of the JC, such date to be no less than 45 days and no more than one year from the date of submission; (ii) a list of all the TCs that will cooperate in the work of the JC; and (iii) the name of at least one member from each of those TCs who is committed to the purpose and meeting schedule of the JC; provided that no individual named in the proposal shall be allowed to represent more than one TC in meeting this requirement.

Within 15 days of its submission, OASIS TC administration shall convey the proposal to the chairs of all the TCs named in the proposal and shall in addition copy the proposal to the TC announcement list. Each of the TCs shall then have until 30 days before the date set in the proposal for the first JC meeting to appoint a liaison subcommittee, the members of which are thereby empowered to participate in the JC described in the proposal. The appointment of liaison subcommittees shall be governed by the same rules that apply to the appointment of ordinary TC subcommittees.

Upon the appointment of liaison subcommittees by all of the TCs named in the proposal, OASIS shall create a mailing list for the new JC and shall announce its formation to the membership, but for informational purposes only and not as a call for participation.

The voting members of a newly created JC shall be those OASIS members who (x) have been appointed to a liaison subcommittee created for this purpose by one of the TCs cooperating in the JC, (y) individually register their intention to attend the first meeting of the JC by sending mail no later than 15 days preceding the meeting to the chair of the JC, and (z) attend the first meeting of the JC.

The first meeting of a JC shall not be called to order until at least one member from each liaison subcommittee appointed to participate in the JC is present at the meeting. If this requirement is not met by the end of the time scheduled for the first meeting, then the JC shall cease to exist, and OASIS TC administration shall close its mailing list. No person shall be counted as representing more than one TC for purposes of this requirement.

Membership in a JC after its first meeting shall be governed by the same rules governing membership in a TC, with the added requirement that any prospective member of a JC must first be a member of a liaison subcommittee appointed for this purpose by one of the cooperating TCs.

Except as provided in this section, all of the provisions for meetings, membership, termination of membership, and leaves of absence that apply to members of TCs shall apply equally to JCs, with the added requirement that warnings of termination of membership shall be copied to the chairs of TCs contributing a member to the JC as well as to the affected member.

The membership of a person in a JC shall terminate if that person resigns from the JC, fails to meet the generic participation requirements of JCs and TCs, or ceases to be a member of any of the liaison subcommittees participating in the JC.

If termination of membership in a JC causes a still existing TC’s contribution of voting members to that JC to fall to zero, the chair of the JC shall, within 15 days following the termination of membership, notify OASIS and the chair of the formerly participating TC that the TC is in breach of its obligation to contribute to the work of the JC. The TC shall have 90 days following this notice to appoint a new liaison subcommittee, whose members shall become prospective members of the JC. If none of those prospective members fulfills the requirements for participation in the JC, the attempt to create a liaison subcommittee shall be declared a failure.

If a still-existing TC in breach of its obligation to contribute to a JC fails to appoint a liaison subcommittee within the time stated, then all activities and mailing lists of that JC shall cease until its successor, if any, can be organized according to the provisions for starting a JC.

If one or more TCs participating in a JC cease to exist but more than one TC remains, the chair of the JC shall so inform OASIS TC administration, and the remaining TCs after notice from OASIS TC administration shall have 30 days thereafter to adopt a joint resolution agreeing to carry on the work of the JC without requalifying its members. If they fail to adopt such a resolution, the JC shall cease to exist.

A TC shall have no obligation to abide by any decision arrived at in a JC to which it contributes membership. The business of a JC to which a TC contributes membership shall be imparted to the TC through reports from the chair of its liaison subcommittee. Such reports shall have the same force and shall be made, received, and acted upon in the same manner as reports from any other subcommittee of the TC.

A TC shall be added to or removed from the set of TCs contributing to a JC only upon joint resolution of all of the participating TCs.

(p). Appeals.

Any group of three or more PEOTCPs who believe that an action taken or not taken by or with respect to TCs is in violation of the procedures set forth in this Policy or specified by the board of directors of the corporation may appeal such action or inaction to OASIS TC administration. Appellants shall file a complaint within 30 days of the action being appealed or at any time with respect to an inaction. The complaint shall state the nature of the objection(s), including any direct and material adverse effects upon the appellants; the section(s) of this Policy or of the board resolution(s) at issue; the actions or inactions at issue; and the specific remedial action(s) that would satisfy the appellants’ concerns. Previous efforts to resolve the objection(s) and the outcome of each shall be noted.

Within 30 days of receipt of the complaint, OASIS TC administration shall respond to the appellants, addressing each allegation of fact in the complaint to the extent of the TC administration’s knowledge. If the appellants and the TC administration are unable to resolve the complaint within 15 days following the response, the TC administration shall schedule a hearing before the OASIS board of directors at the next regular board meeting. In such a hearing, appellants shall have the burden of demonstrating adverse effects, improper action or inaction, and the efficacy of the requested remedial action. The board shall render its decision within 30 days. The decision of the board shall be final.

The OASIS board of directors has the authority to effect such remedial action as may be necessary to remedy a complaint brought under this procedure.

(q). Application to Existing TCs.

This Policy applies to previously established TCs upon its adoption.

Section 2. Standards Process

A technical committee (TC) as defined in Section 1 of this Policy that has approved and published a committee specification may simultaneously or at some later time recommend that the specification be made an OASIS standard. Upon resolution of the TC to move the specification forward, its chair shall submit the following items to OASIS: (a) a formal specification that is a valid member of its type; (b) appropriate documentation for the specification; (c) a clear English-language summary of the specification; (d) certification by at least three OASIS member organizations that they are successfully using the specification; (e) an account of or pointer to votes and comments received in any earlier attempts to standardize substantially the same specification, together with the originating TC’s response to each comment; (f) a pointer to the publicly visible comments archive for the originating TC; and (g) a statement from the chair of the TC certifying that all members of the TC have been provided with a copy of the OASIS IPR policy.

Thirty days shall be allowed for administrative processing of a proposed standard. The proposal shall be submitted to the OASIS membership for review at the beginning of the first calendar quarter following the 30 days allocated for administrative review. At the beginning of the next calendar quarter, the proposal shall be submitted to the voting members of OASIS, who shall have thirty days to return a ballot approving or disapproving the proposal. The TC that originated the specification may, by formal resolution, withdraw the proposed specification at any point after it is submitted to OASIS for administrative processing and before the end of the voting period.

In votes upon proposed OASIS standards, each voting OASIS member shall be entitled to cast one vote. Votes shall be cast by sending electronic mail to a publicly archived list created for this purpose. Votes may be changed up until the end of the voting period. The results of a vote on a proposed standard shall be provided to the membership and to the TC no later than seven days following the close of the voting period.

If at the end of the voting period at least 10 percent of the voting membership has voted to approve the proposed standard, then if no votes have been cast to disapprove the proposed standard, it shall become an OASIS standard immediately following the end of the voting period. However, if negative votes amounting to less than 10 percent of the voting membership have been cast, the negative votes and accompanying comments, if any, shall be forwarded to the originating TC for consideration. After notification of the results, the TC shall have 30 days to take one of the following actions by resolution: (x) request OASIS to approve the specification as submitted despite the negative votes, or (y) withdraw the submission entirely, or (z) submit an amended specification, in which case the amended submission shall be considered as if it were a new submission, except that information regarding previous votes and any disposition of comments received in previous votes shall accompany the amended submission.

If at the end of the voting period less than 10 percent of the voting membership has voted to approve the proposed standard, or if at the end of the voting period 10 percent or more of the voting membership has voted to disapprove the proposed standard, or if the originating TC upon notification of negative votes takes no formal action within the 30 days allocated for consideration of the results, then the specification shall not become an OASIS standard. This shall not prevent the same or similar specification from being submitted again.

Section 3. Board of Directors Involvement in Standards Process

The Board shall appoint a member of “OASIS TC administration,” as defined in Section 1 of this Policy, to act as the Technical Committee (“TC”) Liaison to the Board for the purpose of keeping the Board apprised of activities related to the Standards Process. The specific duties of the TC Liaison shall be specified by the Board in conjunction with OASIS TC Administration but shall, at a minimum, provide for the submission to the Board, no less than once per calendar quarter, of a report identifying and summarizing all TC Committee Specifications that have been recommended by resolution of the appropriate TC for adoption as an OASIS Standard in accordance with Section 2 of this Policy. Such report shall be submitted to the Board at a regular or special meeting of the Board in advance of the scheduled submission of the proposed standard to OASIS membership for review and voting. Notwithstanding anything to the contrary contained in Section 2 of this Policy, upon majority vote of the members of the Board at a meeting thereof duly called and constituted, the proposed Standard may be withheld from submission to OASIS membership and returned to the sponsoring TC for additional consideration, with an explanation of the reasons for such action.

The Board of Directors may amend this Policy at any time and from time to time in its sole discretion.

Dates Approved:  Wed, 2001-08-01 Effective:  Wed, 2001-08-01

TC Process (July 2000)

The following is the official language governing the OASIS technical committee process:

OASIS TECHNICAL COMMITTEE POLICY

July 2000

Section 1. Technical Committees

(a). Definitions.

(i). “Person Eligible for OASIS Technical Committee Participation” (“PEOTCP”) means one of a class of individuals that includes persons holding individual memberships in the corporation, employees of organizational members of the corporation, members of organizations to which OASIS has extended the benefits of joint membership, and such other persons as may be designated by the board of directors.

(ii). “Technical Committee” (“TC”) means a group of PEOTCPs formed and conducted according to the provisions of this Policy.

(iii). “Joint Committee” (“JC”) means a TC formed by joint resolution of a group of cooperating TCs, all of whose members are also members of at least one liaison subcommittee appointed for the purpose of participating in that JC.

(iv). “Liaison Subcommittee” means a subcommittee of a TC formed to provide one or more members of a JC.

(v). A “Calendar Year” begins on January 1 and ends on December 31 of each year.

(vi). A “Calendar Quarter” means any one of the spans of time extending from January 1 through March 31, April 1 through June 30, July 1 through September 30, and October 1 through December 31.

(vii). “OASIS TC Administration” means the persons appointed by the Board of Directors to represent OASIS in administrative matters relating to TCs.

(b). TC Discussion Lists.

Any group of at least three PEOTCPs shall be authorized to begin a discussion list for the purpose of forming a TC by submitting to OASIS TC administration the following items: (i) the name of the discussion list, which shall not be the same as the name of the list in which the TC itself will operate once formed; (ii) a preliminary statement of scope for the TC that the list is intended to form; (iii) the names, electronic mail addresses, and membership affiliations of the PEOTCPs proposing to create the discussion list; (iv) the name of the discussion list leader.

No later than 15 days following the submission, OASIS shall provide these materials to the membership with a call for participation in a discussion list whose purpose is to form the TC described in the application. Discussion of TC formation shall begin on the list no sooner than seven days after the announcement. More than one TC can be formed from a discussion list. A list established to discuss the formation of a TC under provisions of this section shall automatically go out of existence 90 days after the call for participation, together with its archive.

(c). TC Formation.

Any group of at least three PEOTCPs shall be authorized to begin a TC by submitting to OASIS TC administration the following items, written in English and provided in electronic form as plain text: (i) the name of the TC, such name not to have been previously used for an OASIS TC; (ii) statement of purpose, which must be germane to the mission of OASIS; (iii) list of deliverables, with projected dates; (iv) language in which the TC will conduct business; (v) date and time of the first meeting, and whether it will be held in person or by phone; (vi) the meeting schedule for the year following the formation of the TC, or until the projected date of the final deliverable, whichever comes first; (vii) names, electronic mail addresses, and membership affiliations of at least three PEOTCPs committed to the stated meeting schedule; (viii) name of the TC chair; (ix) names of phone meeting sponsors, if any; and (x) names of face-to-face meeting sponsors, if any.

No later than 15 days following the submission, OASIS TC administration shall either provide these materials to the membership, with a call for participation and an announcement of a first meeting, or return the submission to its originators with an explanation of its failure to meet the requirements set forth in this section. If the submission is accepted, OASIS TC administration shall form two electronic mail lists for the TC, namely a general list and a comment list, as described further in the section titled “TC visibility,” and the person named as chair of the TC shall be given administrative control of these lists.

(d). First Meeting of a TC.

The first meeting of a TC shall occur no less than 30 days after the announcement of its formation in the case of a telephone meeting and no less than 45 days after the announcement of its formation in the case of a face-to-face meeting. Persons intending to participate in the first meeting must register to attend no later than 15 days prior to the event by notifying the person named as chair of the new TC of their intention to attend the meeting. Every PEOTCP present at the first meeting of a TC shall be initially a voting member of the TC.

The first meeting of a TC must occur at the place and time and in the manner described in the announcement. Any initial meeting whose time or location is changed and any initial phone meeting that fails to grant access to every PEOTCP previously registering a desire to participate shall be subject to appeal as provided in the section of this article titled “Appeals.”

(e). TC Membership.

A PEOTCP shall become a prospective member of an existing TC by sending by mail notice of intention to participate to the chair of the TC. Prospective membership shall begin seven days after this notice is received. A prospective member may attend face-to-face meetings as an observer. A prospective member may attend phone meetings as an observer at the discretion of the chair.

A prospective member of a TC shall become a voting member of the TC immediately following the close of the third TC meeting held during the period of prospective membership or after 60 days have elapsed following formal application to join the TC, whichever comes first.

The transference of an individual OASIS membership shall not automatically confer TC membership upon the transferee.

(f). Termination of TC Membership.

Except as provided in the section of this article titled “Leaves of Absence,” membership in an OASIS TC shall be terminated under the following conditions:

(i). A member shall be warned by mail from the chair of the TC upon failure to attend two out of every three successive meetings of the TC. Membership shall be terminated if the member fails to attend the next meeting following transmittal of the warning.

(ii). A member shall be warned by mail from the chair of the TC upon failure to return 80 percent of all mail ballots closing during any 90-day period. Membership shall be terminated if the member fails to return 80 percent of all mail ballots closing during the 90 days following transmittal of the warning.

(iii). A member shall be considered to have resigned from a TC upon receipt of notification of resignation by mail from the member by the chair of the TC.

Termination of membership in an OASIS TC shall automatically end voting membership in any subcommittee directly or indirectly created by that TC.

(g). Leaves of Absence.

Every member of an OASIS TC shall be entitled to at least one leave of absence per calendar year. During a leave of absence, a member shall be exempt from the participation criteria specified in the section of this Policy titled “Termination of TC Membership.” A first leave of absence in any calendar year shall be obtained automatically upon application to the chair of the TC.

A TC member who has already been granted a leave of absence during a calendar year may apply for a maximum of one additional leave of absence during the same year, but a second leave of absence in a calendar year shall be granted only upon formal resolution of the TC.

A member of a TC who has been granted a leave of absence shall cease to be a member of the TC and all of its subcommittees for the duration of the leave. However, membership in the TC and membership in any still-existing subcommittee of the TC of which the same person was a member at the beginning of the leave shall resume when the leave ends.

The length of a leave of absence shall be specified in advance by the member requesting it and shall not exceed 45 days. A leave of absence shall begin no earlier than seven days after the date upon which the request was submitted to the chair of the TC and shall end on the date specified, or at the beginning of the first TC meeting or subcommittee meeting attended after the leave begins, or upon transmittal of the first mail ballot returned after the leave begins, whichever comes first. Time allocated for a leave of absence but not used due to early resumption of membership cannot be carried over into another leave.

(h). TC Chairs.

A TC chair may be removed by action of the board of directors following an appeal as specified in the section of this Policy titled “Appeals” or by a vote of 2/3 of all the members of the TC.

A vacancy in chairing a TC shall be deemed to exist when (i) the chair has been removed, (ii) the chair has resigned the position, or (iii) the chair ceases to be a member of the TC. Vacancies in chairing a TC shall be filled by election from the membership of the TC.

The same provisions regarding leaves of absence shall apply to the chair of a TC as to the other members of a TC, except the chair must notify both OASIS TC administration and the TC at least 30 days prior to any non-emergency leave of absence.

(i). TC Visibility.

All TC electronic mail lists shall be archived for the duration of the corporation, and all TC mail archives shall be publicly visible. Each TC shall be provided upon formation with a general list and a comment list. Every PEOTCP shall be able to subscribe to the general mailing list of any TC, but only members of that TC shall be able to post to it. The minutes of each TC meeting shall be published to that TC’s general list.

The comment list of a TC shall be open to contributions from every PEOTCP, and may also be enabled to accept comments from other groups or from the public at large by resolution of the TC. TCs shall not be required to respond to comments.

OASIS shall create a publicly archived list for announcements from OASIS TC administration regarding TCs. Any PEOTCP shall be able to subscribe to this list. Every important change in TC status shall be posted to the announcement list, such changes to include but not be limited to the following: TC formation; changes in purpose, deliverables, or meeting schedule; publication of working drafts; publication of committee specifications; calls for implementation; submission of a specification as a proposed OASIS standard; approval or rejection of a proposed standard; start or end of participation in a joint committee; and closure of a TC.

(j). TC Procedure.

The operation of TCs shall be governed by Robert’s Rules of Order, as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with this Policy, with the Articles of Incorporation of this corporation, or with provisions of law.

The duration of a TC shall be considered a single session. Formal actions of TCs shall be governed by the same rules regardless of the language in which the work is taking place.

(k). TC Meetings.

“TC meeting” shall be construed to include telephone conferences and video conferences as well as face-to-face meetings. Any TC that fails to conduct at least one meeting during a calendar year shall cease to exist at the beginning of the calendar year immediately following.

(l). TC Revision.

A TC can clarify its statement of purpose; revise its deliverables; and change its meeting schedule. Such changes shall be reported on the TC announcement list, and any revisable publicly visible description (e.g., Web page) promulgated by the TC shall be updated to reflect such changes.

(m). TC Voting.

Every member of a TC has a single vote. Organizations do not vote in TCs. Proxies shall not be allowed in TC voting. The final approval of a committee specification shall require at least 2/3 of the total membership of a TC voting to approve and no more than 1/4 voting to disapprove.

(n). Conduct of TC Business by Mail.

A TC may adopt a standing rule authorizing its chair to draft resolutions pertaining to routine business directly related to the stated purpose of the TC and to conduct votes on such resolutions by mail. “Mail” as the term is applied to the conduct of TCs shall be construed to mean electronic mail.

A TC may, by the approval of 2/3 of the members voting in a meeting, allow the chair between that meeting and the next to draft resolutions pertaining to specified subjects, to propose such draft resolutions to the members of the TC for discussion by mail, to entertain friendly amendments to such draft resolutions and make such changes as shall seem most likely to gain general assent of the members of the TC, to put such resolutions as seem to have gained majority assent to the members of the TC for a vote by mail, and to conduct votes on such resolutions by mail.

The period allowed for voting by mail shall be five days, unless the TC specifies a different voting period in the resolution authorizing the vote or in standing rules governing mail ballots.

(o). TC Coordination.

Coordination among TCs shall take place through the action of voluntary joint committees (JCs). The formation of a JC shall begin with the preparation of a JC proposal. A JC proposal must meet all of the criteria for a TC proposal, and it must in addition contain: (i) the date and time of the first meeting of the JC, such date to be no less than 45 days and no more than one year from the date of submission; (ii) a list of all the TCs that will cooperate in the work of the JC; and (iii) the name of at least one member from each of those TCs who is committed to the purpose and meeting schedule of the JC; provided that no individual named in the proposal shall be allowed to represent more than one TC in meeting this requirement.

Within 15 days of its submission, OASIS TC administration shall convey the proposal to the chairs of all the TCs named in the proposal and shall in addition copy the proposal to the TC announcement list. Each of the TCs shall then have until 30 days before the date set in the proposal for the first JC meeting to appoint a liaison subcommittee, the members of which are thereby empowered to participate in the JC described in the proposal. The appointment of liaison subcommittees shall be governed by the same rules that apply to the appointment of ordinary TC subcommittees.

Upon the appointment of liaison subcommittees by all of the TCs named in the proposal, OASIS shall create a mailing list for the new JC and shall announce its formation to the membership, but for informational purposes only and not as a call for participation.

The voting members of a newly created JC shall be those OASIS members who (x) have been appointed to a liaison subcommittee created for this purpose by one of the TCs cooperating in the JC, (y) individually register their intention to attend the first meeting of the JC by sending mail no later than 15 days preceding the meeting to the chair of the JC, and (z) attend the first meeting of the JC.

The first meeting of a JC shall not be called to order until at least one member from each liaison subcommittee appointed to participate in the JC is present at the meeting. If this requirement is not met by the end of the time scheduled for the first meeting, then the JC shall cease to exist, and OASIS TC administration shall close its mailing list. No person shall be counted as representing more than one TC for purposes of this requirement.

Membership in a JC after its first meeting shall be governed by the same rules governing membership in a TC, with the added requirement that any prospective member of a JC must first be a member of a liaison subcommittee appointed for this purpose by one of the cooperating TCs.

Except as provided in this section, all of the provisions for meetings, membership, termination of membership, and leaves of absence that apply to members of TCs shall apply equally to JCs, with the added requirement that warnings of termination of membership shall be copied to the chairs of TCs contributing a member to the JC as well as to the affected member.

The membership of a person in a JC shall terminate if that person resigns from the JC, fails to meet the generic participation requirements of JCs and TCs, or ceases to be a member of any of the liaison subcommittees participating in the JC.

If termination of membership in a JC causes a still existing TC’s contribution of voting members to that JC to fall to zero, the chair of the JC shall, within 15 days following the termination of membership, notify OASIS and the chair of the formerly participating TC that the TC is in breach of its obligation to contribute to the work of the JC. The TC shall have 90 days following this notice to appoint a new liaison subcommittee, whose members shall become prospective members of the JC. If none of those prospective members fulfills the requirements for participation in the JC, the attempt to create a liaison subcommittee shall be declared a failure.

If a still-existing TC in breach of its obligation to contribute to a JC fails to appoint a liaison subcommittee within the time stated, then all activities and mailing lists of that JC shall cease until its successor, if any, can be organized according to the provisions for starting a JC.

If one or more TCs participating in a JC cease to exist but more than one TC remains, the chair of the JC shall so inform OASIS TC administration, and the remaining TCs after notice from OASIS TC administration shall have 30 days thereafter to adopt a joint resolution agreeing to carry on the work of the JC without requalifying its members. If they fail to adopt such a resolution, the JC shall cease to exist.

A TC shall have no obligation to abide by any decision arrived at in a JC to which it contributes membership. The business of a JC to which a TC contributes membership shall be imparted to the TC through reports from the chair of its liaison subcommittee. Such reports shall have the same force and shall be made, received, and acted upon in the same manner as reports from any other subcommittee of the TC.

A TC shall be added to or removed from the set of TCs contributing to a JC only upon joint resolution of all of the participating TCs.

(p). Appeals.

Any group of three or more PEOTCPs who believe that an action taken or not taken by or with respect to TCs is in violation of the procedures set forth in this Policy or specified by the board of directors of the corporation may appeal such action or inaction to OASIS TC administration. Appellants shall file a complaint within 30 days of the action being appealed or at any time with respect to an inaction. The complaint shall state the nature of the objection(s), including any direct and material adverse effects upon the appellants; the section(s) of this Policy or of the board resolution(s) at issue; the actions or inactions at issue; and the specific remedial action(s) that would satisfy the appellants’ concerns. Previous efforts to resolve the objection(s) and the outcome of each shall be noted.

Within 30 days of receipt of the complaint, OASIS TC administration shall respond to the appellants, addressing each allegation of fact in the complaint to the extent of the TC administration’s knowledge. If the appellants and the TC administration are unable to resolve the complaint within 15 days following the response, the TC administration shall schedule a hearing before the OASIS board of directors at the next regular board meeting. In such a hearing, appellants shall have the burden of demonstrating adverse effects, improper action or inaction, and the efficacy of the requested remedial action. The board shall render its decision within 30 days. The decision of the board shall be final.

The OASIS board of directors has the authority to effect such remedial action as may be necessary to remedy a complaint brought under this procedure.

(q). Application to Existing TCs.

This Policy applies to previously established TCs upon its adoption.

Section 2. Standards Process

A technical committee (TC) as defined in Section 1 of this Policy that has approved and published a committee specification may simultaneously or at some later time recommend that the specification be made an OASIS standard. Upon resolution of the TC to move the specification forward, its chair shall submit the following items to OASIS: (a) a formal specification that is a valid member of its type; (b) appropriate documentation for the specification; (c) a clear English-language summary of the specification; (d) certification by at least three OASIS member organizations that they are successfully using the specification; (e) an account of or pointer to votes and comments received in any earlier attempts to standardize substantially the same specification, together with the originating TC’s response to each comment; and (f) a pointer to the publicly visible comments archive for the originating TC.

Thirty days shall be allowed for administrative processing of a proposed standard. The proposal shall be submitted to the OASIS membership for review at the beginning of the first calendar quarter following the 30 days allocated for administrative review. At the beginning of the next calendar quarter, the proposal shall be submitted to the voting members of OASIS, who shall have thirty days to return a ballot approving or disapproving the proposal. The TC that originated the specification may, by formal resolution, withdraw the proposed specification at any point after it is submitted to OASIS for administrative processing and before the end of the voting period.

In votes upon proposed OASIS standards, each voting OASIS member shall be entitled to cast one vote. Votes shall be cast by sending electronic mail to a publicly archived list created for this purpose. Votes may be changed up until the end of the voting period. The results of a vote on a proposed standard shall be provided to the membership and to the TC no later than seven days following the close of the voting period.

If at the end of the voting period at least 10 percent of the voting membership has voted to approve the proposed standard, then if no votes have been cast to disapprove the proposed standard, it shall become an OASIS standard immediately following the end of the voting period. However, if negative votes amounting to less than 10 percent of the voting membership have been cast, the negative votes and accompanying comments, if any, shall be forwarded to the originating TC for consideration. After notification of the results, the TC shall have 30 days to take one of the following actions by resolution: (x) request OASIS to approve the specification as submitted despite the negative votes, or (y) withdraw the submission entirely, or (z) submit an amended specification, in which case the amended submission shall be considered as if it were a new submission, except that information regarding previous votes and any disposition of comments received in previous votes shall accompany the amended submission.

If at the end of the voting period less than 10 percent of the voting membership has voted to approve the proposed standard, or if at the end of the voting period 10 percent or more of the voting membership has voted to disapprove the proposed standard, or if the originating TC upon notification of negative votes takes no formal action within the 30 days allocated for consideration of the results, then the specification shall not become an OASIS standard. This shall not prevent the same or similar specification from being submitted again.

Section 3. Board of Directors Involvement in Standards Process

The Board shall appoint a member of “OASIS TC administration,” as defined in Section 1 of this Policy, to act as the Technical Committee (“TC”) Liaison to the Board for the purpose of keeping the Board apprised of activities related to the Standards Process. The specific duties of the TC Liaison shall be specified by the Board in conjunction with OASIS TC Administration but shall, at a minimum, provide for the submission to the Board, no less than once per calendar quarter, of a report identifying and summarizing all TC Committee Specifications that have been recommended by resolution of the appropriate TC for adoption as an OASIS Standard in accordance with Section 2 of this Policy. Such report shall be submitted to the Board at a regular or special meeting of the Board in advance of the scheduled submission of the proposed standard to OASIS membership for review and voting. Notwithstanding anything to the contrary contained in Section 2 of this Policy, upon majority vote of the members of the Board at a meeting thereof duly called and constituted, the proposed Standard may be withheld from submission to OASIS membership and returned to the sponsoring TC for additional consideration, with an explanation of the reasons for such action.

The Board of Directors may amend this Policy at any time and from time to time in its sole discretion.

Dates Approved:  Sat, 2000-07-01 Effective:  Sat, 2000-07-01

IPR (Legacy)

OASIS.IPR.1. General Policy
In all matters of intellectual property rights and procedures, the intention is to benefit the public at large, while respecting the legitimate rights of others.

OASIS.IPR.2 Confidentiality Obligations
No contribution that is subject to any requirement of confidentiality or any restriction on its dissemination may be considered in any part of the OASIS Standards Process, and there must be no assumption of any confidentiality obligation with respect to any such contribution. No submission should be made on the basis of an assumed confidentiality obligation or restriction on dissolution.

OASIS.IPR.3. Rights and Permissions
In the course of standards work, OASIS receives contributions in various forms and from many persons. To best facilitate the dissemination of these contributions, it is necessary to understand any intellectual property rights (IPR) relating to the contributions.

OASIS.IPR.3.1. All Contributions
By submission of a contribution, each person actually submitting the contribution is deemed to agree to the following terms and conditions on his own behalf, on behalf of the organization (if any) he represents and on behalf of the owners of any proprietary rights in the contribution. Where a submission identifies contributors in addition to the contributor(s) who provide the actual submission, the actual submitter(s) represent that each other named contributor was made aware of and agreed to accept the same terms and conditions on his own behalf, on behalf of any organization he may represent and any known owner of any proprietary rights in the contribution.

  1. Some works (e.g. works of the U.S. Government) are not subject to copyright. However, to the extent that the submission is or may be subject to copyright, the contributor, the organization he represents (if any) and the owners of any proprietary rights in the contribution, grant an unlimited perpetual, non-exclusive, royalty-free, world-wide right and license to OASIS under any copyrights in the contribution. This license includes the right to copy, publish and distribute the contribution in any way, and to prepare derivative works that are based on or incorporate all or part of the contribution, the license to such derivative works to be of the same scope as the license of the original contribution.

  2. The contributor acknowledges that OASIS has no duty to publish or otherwise use or disseminate any contribution.

  3. The contributor grants permission to reference the name(s) and address(es) of the contributor(s) and of the organization(s) he represents (if any).

  4. The contributor represents that contributions properly acknowledge major contributors.

  5. The contributor, the organization (if any) he represents and the owners of any proprietary rights in the contribution, agree that no information in the contribution is confidential and that OASIS and its affiliated organizations may freely disclose any information in the contribution.

  6. The contributor represents that he has disclosed the existence of any proprietary or intellectual property rights in the contribution that are reasonably and personally known to the contributor. The contributor does not represent that he personally knows of all potentially pertinent proprietary and intellectual property rights owned or claimed by the organization he represents (if any) or third parties.

  7. The contributor represents that there are no limits to the contributor’s ability to make the grants, acknowledgments and agreements above that are reasonably and personally known to the contributor.

  8. By ratifying this document, OASIS warrants that it will not inhibit the traditional open and free access to OASIS documents for which license and right have been assigned according to the procedures set forth in this section. This warrant is perpetual and will not be revoked by OASIS or its successors or assigns.

OASIS.IPR.3.2. OASIS Specifications

(A)

Where any patents, patent applications, or other proprietary rights are known, or claimed, with respect to any specification developed within the OASIS process, and are formally brought to the attention of the OASIS Board of Directors, the OASIS Board of Directors shall not advance the specification without including in the document a note indicating the existence of such rights, or claimed rights. Where implementations are required before advancement of a specification, only implementations that have, by statement of the implementors, taken adequate steps to comply with any such rights, or claimed rights, shall be considered for the purpose of showing the adequacy of the specification.

(B)

The OASIS Board of Directors disclaims any responsibility for identifying the existence of or for evaluating the applicability of any claimed copyrights, patents, patent applications, or other rights, and will take no position on the validity or scope of any such rights.

(C)

Where the OASIS Board of Directors is formally notified of rights, or claimed rights under (A), the OASIS Executive Director shall attempt to obtain from the claimant of such rights a written assurance that upon approval by the OASIS Board of Directors of the relevant OASIS specification(s), any party will be able to obtain the right to implement, use and distribute the technology or works when implementing, using or distributing technology based upon the specific specification(s) under openly specified, reasonable, non-discriminatory terms. The technical committee proposing the use of the technology with respect to which the proprietary rights are claimed may assist the OASIS Executive Director in this effort. The results of this procedure shall not affect advancement of a specification through the OASIS process, except that the OASIS Board of Directors may defer approval where a delay may facilitate the obtaining of such assurances. The results will, however, be recorded by the OASIS Executive Director, and made available. The OASIS Board of Directors may also direct that a summary of the results be included in any OASIS document published containing the specification.

OASIS.IPR.3.3 Determination of Reasonable and Non-discriminatory Terms
The OASIS Board of Directors will not make any explicit determination that the assurance of reasonable and non-discriminatory terms for the use of a technology has been fulfilled in practice. It will instead use the normal requirements for the advancement of OASIS specifications to verify that the terms for use are reasonable.

OASIS.IPR.4. Notices

(A)

OASIS specifications shall include the following notice:

“OASIS takes no position regarding the validity or scope of any intellectual property or other rights that might be claimed to pertain to the implementation or use of the technology described in this document or the extent to which any license under such rights might or might not be available; neither does it represent that it has made any effort to identify any such rights. Information on OASIS’s procedures with respect to rights in OASIS specifications can be found at the OASIS website. Copies of claims of rights made available for publication and any assurances of licenses to be made available, or the result of an attempt made to obtain a general license or permission for the use of such proprietary rights by implementors or users of this specification, can be obtained from the OASIS Executive Director.”

(B)

OASIS encourages all interested parties to bring to its attention, at the earliest possible time, the existence of any intellectual property rights pertaining to OASIS specifications. For this purpose, each OASIS specification shall include the following invitation:

“OASIS invites any interested party to bring to its attention any copyrights, patents or patent applications, or other proprietary rights which may cover technology that may be required to implement this specification. Please address the information to the OASIS Executive Director.”

(C)

The following copyright notice and disclaimer shall be included in all OASIS specification-related documentation:

“Copyright (C) OASIS Open (date). All Rights Reserved.

This document and translations of it may be copied and furnished to others, and derivative works that comment on or otherwise explain it or assist in its implementation may be prepared, copied, published and distributed, in whole or in part, without restriction of any kind, provided that the above copyright notice and this paragraph are included on all such copies and derivative works. However, this document itself may not be modified in any way, such as by removing the copyright notice or references to OASIS, except as needed for the purpose of developing OASIS specifications, in which case the procedures for copyrights defined in the OASIS Intellectual Property Rights document must be followed, or as required to translate it into languages other than English.

The limited permissions granted above are perpetual and will not be revoked by OASIS or its successors or assigns.

This document and the information contained herein is provided on an “AS IS” basis and OASIS DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY THAT THE USE OF THE INFORMATION HEREIN WILL NOT INFRINGE ANY RIGHTS OR ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.”

(D)

Where, pursuant to a notification under this Policy, the OASIS Board of Directors is aware at the time of publication of proprietary rights claimed with respect to an OASIS specification, or the technology described or referenced therein, such specification shall contain the following notice:

“OASIS has been notified of intellectual property rights claimed in regard to some or all of the contents of this specification. For more information consult the online list of claimed rights.”

Dates Approved:  Thu, 2000-01-13 Effective:  Thu, 2000-01-13

No results with the selected filters