STFDOC8-1.html
 

PROCEDURES TO ESTABLISH
AN ISTF WORK GROUP

Submitted: 02.03.2000
Approved by the ISSG: 18 Mar 2000

Author: Stefan Probst <stefan.probst@opticom.v-nam.net>
 



Abstract:
This document describes procedures to establish an ISTF Work Group,
from the first ideas to form a Group, up to the formal approval
through the ISSG.
In the absence of Operation Guidelines for WGs, it includes also
some Interim Regulations in this regard.

According to STFDOC-4, this Procedure Descriptions are intended to
get the first WGs established and will have later to be endorsed
by the first (non-interim) ISSG. At that time they may be extended
to include also WG Operation Guidelines.


Background:
In order to establish a Work Group (WG in short), ISTF needs
suitable procedures that guide the set-up process.

They should ensure that


The steps in detail:
1. An idea for a WG is brought to the general ISTF list to look whether there is some interest, already existing WGs in this area etc.
2. At the same time - or after a short discussion on the general list, somebody - or a small group of people - writes a "Task Proposal" as documented in STFDOC1 with the contents of the task being to prepare a WG and to find interested people for this.
3. Once the Task Proposal is submitted to the STF Editor, the main proposer may ask the ISOC list administrator to get a temporary list in the form
"ISTF-wg-prep-<tmpShortName>@lyris.isoc.org"
where they can discuss the final content of the WG, the name, the objectives, the organizational structure of the WG, and prepare the "WG proposal" as stated in STFDOC1.
Subscribers to this list - like subscribers to any Lyris.ISOC list - have to agree to the TOUA.
New subscribers will be subscribed also to the general ISTF list in "Normal" mode, i.e. no mail.
They are invited to change their settings to another mode.
4a. After the preparation group agreed on a WG Proposal the proposed chair of the WG - or in case the WG decides to work without a chair person: a nominated representative - will submit it to the STF Editor and at the same time will inform the general list.
4b. In case a preparation group decides not to pursue their proposal any more, then the proposal will be closed as described under 7c.
5. After being informed by the preparation group, the members of the general list have two weeks for additional comments, questions etc.
6. After this two weeks the ISSG has two weeks to vote, according to ISSG's voting principles.
7a. If the establishing of the WG is accepted, then the a.m. "Work Group Proposal" is transformed by the STF-Editor into the header of the "Work Group Folder" as shown in STFDOC1.
The temporary mailing list is closed with a reference to the new one. The old postings will be still accessible in the archive. A new mailing list is created according to the final name of the WG, in the form
"ISTF-wg-<finalShortName>@lyris.isoc.org" with a corresponding link to the old archive.
Subscriptions to this list are handled similar to those of the temporary mailing list. See details under 3.
In case a WG can not use the ISOC list server for whatever reason, they may use another suitable alternative.
The first job of the new WG is to break down their work into single tasks (see STFDOC1).
The formation, supervision, closure, etc. of the tasks within the WG is the authority of the WG.
7b. If the establishing of the WG is not accepted, then the preparation group may open the discussion again, edit their "Work Group Proposal", and re-submit it ("goto point 4.")
7c. Alternatively the contact person (i.e. responsible one) may close the proposal by asking the STF-Editor to remove the "Work Group Proposal" from the STFDOC site and to ask the list administrator to close the temporary mailing list.

Further Interim Regulations,
(void, as soon as specific guidelines are issued):
1. Changes of WG Ojectives:
In case an established WG wants at a later stage amend, change etc. their objectives, then they would write a request in the form of a task proposal and send it to ISSG for approval, since the objectives of a WG (as opposed to the single WG tasks) are under the authority of the ISSG.
2. WG Operation Guidelines:
The operation of a WG, especially in regards to, but not limited to:
- decision finding (e.g. voting etc.)
- organizational structure (e.g. kind and titles of officers)
- reporting to ISTF and ISSG
- publishing (e.g. mailing lists and web sites)
- membership (e.g. subscription to different mailing lists)
- funding
follows the practices as generally agreed in the ISTF list.
In case of doubt, the WG should ask the general ISTF list.
Where necesary, the ISTF chair has the final say.

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