Approving a Committee Specification or Note Draft with Non-Material Changes

Approving a Committee Specification or Committee Note With Non-Material Changes

A Technical Committee may move to approve a Committee Specification Draft or a Committee Note Draft as a Committee Specification or Committee Note even though changes have been made to the working draft since its last public review. The changes must be Non-Material Changes in conformance with the definition of the term in the OASIS TC Process.

What is a Non-Material change?

The TC Process defines a "Non-Material Change" as:

"...any change to the content of a Work Product that does not add or remove any feature of the Work Product and that: (a) constitutes only error corrections, editorial changes, or formatting changes; or (b) is a pro forma change to content required by TC Administration."

In other words, it is a minor editorial change that does not change the specification in a significant way. Typical examples of what would constitue a Non-Material Change are:

  • Fixing a broken link in a normative reference
  • Adding names of participants to the Acknowledgements section
  • Fixing simple formatting problems such as bullet lists that indent improperly
  • Fixing a typo in a schema

An example of a pro forma change required by TC Administration that could be done without requiring another round of public review would be
adding the Acknowledgements section to a Committee Specification Draft.

The decision on what constitutes a Non-Material change is made by the TC. It is up to the TC to judge whether changes made are minor changes or material changes that ought to be put out for purlic review.
In return, it is the TC's responsibility to:

  1. Keep a record of the changes that have been made
  2. Assert in the motion or ballot to approve that the changes are Non-Material and
  3. Transmit the change record and the assertion to TC Administration as part of its request for a Special Majority Vote to approve the draft as a Committee Specification or a Committee Note.

Steps to approve a Committee Specification or a Committee Note that contains Non-Material Changes

The Non-Material Changes process kicks in when you are ready to request a Special Majority Vote to
approve a working draft as a Committee Specification or a Committee Note
. If you make changes to a draft after its last public review, changes that you believe to be Non-Material, then follow these steps:

  1. Keep a list of the changes that are made. The TC Process requires that you "provide an acceptable summary that is clear and comprehensible of the changes made since the last public review." The easiest way to do this is to provide a red-lined comparison document between the last public review version and the revised version along with a narrative summary description of the changes. The summary description need not be line-by-line. A statement such as "fixed broken URLs in the References Section" is sufficient. It simply needs to have enough detail so that a non-TC member can locate the changes and decide for themselves if they are indeed Non-Material.
  2. Load the documents that record the changes into your TC Kavi document repository. If you have included a red-lined version along with a summary,  put both documents into a single ZIP file to expedite handling of the request.
  3. Include the link to the summary of the changes and an assertion that the changes are Non-Material in your motion to request the Special Majority Ballot.
  4. Include the link to the summary of the changes and an assertion that the changes are Non-Material in the Notes field of the TC Administration support ticket requesting the Committee Specification or Committee Note ballot. You can just cut and paste the wording from the approval motion.

Template for motion or ballot language

The motion or ballot language used to approve the draft with Non-Material Changes must include the TC's statement that the changes are deemed to be Non-Material and the link to the summary of changes in the TCs document repository. Wording like this will meet the requirement.

Do members of the TC approve requesting that TC Administration initiate a Special Majority Vote to approve  <specification name and version #> contained in <URL for the revised draft> as a Committee Specification? The TC affirms that changes have been made since the last public review. The changes made are documented in <URL for the summary of changes>. The TC judges these changes to be Non-Material in accordance with the definition in the OASIS TC Process (http://www.oasis-open.org/policies-guidelines/tc-process#dNonmaterialChange).

What happens next?

Once your ticket has been entered, TC Administration will set up the Special Majority Vote ballot to approve the draft. The language about the changes and the URL to the summary of changes will be included in the ballot. As always, the Special Majority Vote will stay open for 7 days.

TC Administration will also send an announcement that a ballot to approve a draft with Non-Material Changes since its last public review has been opened to the OASIS members mailing list and to the TAB.

Should any Eligible Person object that some of the changes are indeed material, then the ballot will be withdrawn and the TC will have to submit the Draft for another public review. If no such objections are made during the ballot period and the ballot passes, TC Administration will proceed with publication of the Committee Standard or Committee Note.