chairs message

Subject: TC submission checklist draft 2

From: Chet Ensign <chet.ensign@oasis-open.org>
To: chairs@lists.oasis-open.org
Date: Thu, 18 Oct 2012 10:24:05 -0400

Chairs,

Thanks for the feedback on draft 1, particularly John Borras, Jacques
Durand, Kristen Eberlein, Ken Lasky, Farrukh Najmi, Rodolfo Raya, and
Drummond Reed.

I took your comments and produced draft 2, an web page version. I will
get this posted to docs.oasis-open.org and linked to the TC Admin home
page. I will also add links to the TC support request page and forms
so that it is readily available in places where TC members are most
likely to be working anyway.

This way I can continue to improve with enhancements like best
practice tips without having to send copies flying around in
hyperspace.

Feel free to share with others. Phones are still (and always) open for
more suggestions.

Best,

/chet
----------------
Chet Ensign
Director of Standards Development and TC Administration
OASIS: Advancing open standards for the information society
http://www.oasis-open.org

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Title: TC Administration Submission Checklist

Technical Committee Document Submission Checklist

TC Administration Draft 01

16 October 2012

Specification URIs

This version:

N/A

Previous version:

N/A

Latest version:

N/A

Technical Committee:

OASIS TC Administration

Abstract:

This document outlines the steps TC Administration follows to check submissions of Committee Specification Drafts, Committee Note Drafts and requests for public reviews. By performing these checks yourself before submitting your work to TC Administration, you can ensure that you have accounted for the most common sources of delays in support requests.

Requests for support from TC Administration are submitted through the forms at http://www.oasis-open.org/resources/tc-admin-requests.

Please send questions or comments to tc-administration@lists.oasis-open.org. Summary of the technical purpose of the document

Status:

This document was last revised or approved by TC Administration on the above date.

1 Submission Checklist

1.1 Work Product files packaged correctly for voting and submission

Item ID	Description	Checked?
1.1.1	Are all the component parts that together make up the Work Product combined into one ZIP file so that the Technical Committee can vote on them as a whole?
1.1.2	If this is a Multi-Part Work Product, are all the component parts that together make up the specification collected together under one Work Product name and version number?
1.1.3	Is the ZIP file loaded into the TC's online document repository provided by OASIS?

1.2 All required sections of the Work Product are included

Item ID	Description	Checked?
1.2.1	Are all narrative specification documents written using a starter document template provided by TC Administration? (See https://www.oasis-open.org/resources/tc-admin-requests/work-product-registration-template-request for template requests.)
1.2.2	Do the filenames conform to the OASIS file naming scheme maintained at http://docs.oasis-open.org/specGuidelines/ndr/namingDirectives.html? In particular, are the filenames made up only of alphanumeric characters, hyphens or periods as required by the Naming Directives?
1.2.3	Is the Work Product name free of any trademarks or service marks not owned by OASIS?
1.2.4	Are references used in the document listed in the References section and identified as Normative or Non-Normative?
1.2.5	Does the narrative document include an Acknowledgements section?
1.2.6	If the Work Product is a Standards Track Work Product intended for public review, does it include a section listing numbered conformance clauses?
1.2.7	If normative computer language definitions such as schemas or wsdls are included in the document are they also included in the package as separate plain text files and referenced from the specification itself?
1.2.8	The approval date on the Work Product is the date that the TC voted in a meeting to approve the Work Product or, if done by electronic ballot, the closing date of the ballot.

1.3 Approval of the Work Product is done correctly

Item ID	Description	Checked?
1.3.1	Does the motion or ballot to approve the Work Product include the Work Product name and version number, the URI to the ZIP file containing the Work Product files and the action the TC is being asked to vote on so that it is unambiguously clear what the TC is voting to approve? Note: Ambiguity in approval motions in minutes is one of the primary causes of delays to TC Administration support requests. Here is sample motion language you can edit that satisfies the requirements: "Do members of the OASIS FX TC approve FX Version 1.5 Working Draft 07 and its associated files (contained in http://www.oasis-open.org/committees/download.php/39296/fx-v1.5-wd07.zip) as a Committee Specification Draft and submit it for 30 day public review?"
1.3.2	If approved at a meeting of the TC, do the minutes of the TC meeting include the language of the motion and the results of the vote?
1.3.3	If the TC wants to request Designated Cross-Reference Changes (DCRs) as part of their approval, is the approval motion properly constructed? Note: Designated Cross-Reference Changes allow a TC to request that TC Administration update Normative or Non-Normative References to other OASIS Work Products that are included in the References section of their document. DCRs do not apply to non-OASIS references, references in other parts of the document or references between computer language files. DCRs are generally used when a TC has a reference to an OASIS Work Product (e.g. a Committee Specification) that they anticipate will soon change its stage (e.g. be approved as an OASIS Standard). For each DCR the TC wishes to change, the approval motion must include: The current reference as it appears in the References section The expected approval status (e.g. Committee Specification) and the expected approval month/year An acknowledgement by the TC that this may delay publication of the approved work is included in the motion. Here is sample motion language you can edit that satisfies these requirements: '"Do members of the OASIS FX TC request TC Administration to start a Special Majority Vote to approve FX Version 1.5 Working Draft 07 and its its associated files (contained in http://www.oasis-open.org/apps/org/ workgroup/fx/download.php/39296/fx-v1.5-wd07.zip) with Non-Material Changes as a Committee Specification? Current references to be updated: - [FX-CORE] Special Effects Core Specification Version 1.0. 01 May 2011. OASIS Committee Specification Draft 02. http://docs.oasis-open.org/fx/core/v1.0/csd02/fx-core-v1.0-csd02.html Expected approval status and date: Committee Specification, November 2011”
1.3.4	If the TC wants to approve the document with Non-Material Changes since its last public review, is the approval motion properly constructed? Note: Approving a Committee Specification or a Committee Note with Non-Material Changes enables a TC to avoid public review cycles on documents when only minor changes have been made since its last public review. To include a motion to approve a draft with Non-Material Changes, the TC must: Create a record of the changes Store the record in the TC document repository Include the link to the record in the motion Affirm, in the motion, that the TC judges the changes to be Non-Material Here is sample motion language you can edit that satisfies these requirements: '"Do members of the OASIS FX TC request TC Administration to start a Special Majority Vote to approve FX Version 1.5 Working Draft 07 and its its associated files (contained in http://www.oasis-open.org/apps/org/ workgroup/fx/download.php/39296/fx-v1.5-wd07.zip) with Non-Material Changes as a Committee Specification? 'The TC confirms that this Working Draft contains changes made since its last public review. The changes made are documented in http://www.oasis-open.org/committees/download.php/46998/latest/fx-core-v1.0-wd07-change-list.txt . The TC judges these changes to be Non-Material Changes in accordance with the definition in the OASIS TC Process (http://www.oasis-open.org/policies-guidelines/tc-process#dNonmaterialChange)."

1.4 All required information included in the request form

Item ID	Description	Checked?
1.4.1	Was the request for TC Administration support submitted through the proper support request form at http://www.oasis-open.org/resources/tc-admin-requests ? Note: We do not take work requests sent by email except for those, such as setting up a JIRA project for a TC, where we do not yet have a ticket. Submitting requests by the ticket system ensures that your request does not get lost and avoids round-robins of emails getting everything we need.
1.4.2	The ZIP file URI provided for the Working Draft is the same URI that was approved by the TC in its approval motion?
1.4.3	Is the link to the meeting minutes containing the approval motion or the link to the approval ballot included in the form?
1.4.4	If the request is for a second or later public review, is the link to the most recent public review announcement included in the form?
1.4.5	If the request is for a second or later public review, is a link to a record of comments received and their resolutions from the previous public review included in the form?
1.4.6	Is the format to be considered Authoritative indicated?
1.4.7	Has the TC confirmed that all computer language files included with the Work Product are valid?

1.5 All required information for a ballot request included in the request form

Item ID	Description	Checked?
1.5.1	If initiating a ballot to approve a Committee Specification or a Committee Note, is a link to a list of comments and their resolutions from the previous public reviews included in the form?
1.5.2	Is the link to the minutes containing the motion to approve requesting the ballot included in the form? If the approval was by ballot, is the link to the ballot included in the form?

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