Process for approving a committee note draft for public review

[Kristen James Eberlein <kris@eberleinconsulting.com>]

Just thought that we all should level-set on the OASIS requirements ... This is from https://www.oasis-open.org/resources/tcadmin/approving-a-committee-specification-or-note-draft

Steps to approve a Committee Draft

A Committee Draft must be approved by a Full Majority Vote of the TC, that is, an affirmative vote by more than half of the eligible voters in the TC regardless of how many are actually present. To vote on the Draft, follow these steps:

1. Gather all the component files that together will make up the approved Draft and ZIP them into a single file. For example, if this is a Committee Specification that consists of a Specification Document, a schema in a /schemas/ subdirectory and several example files in an /examples/ subdirectory, ZIP all these together into a single ZIP file.
2. Load the ZIP file into the TC's document repository.
3. Make a motion or start a ballot to approve the working draft and include the link in the motion or ballot language. You can use the template below to cut and paste suitable language.
   
   By including the explicit link in your ballot, you provide the 'connect the dots' audit trail between what the TC approved and what was ultimately published by OASIS.
4. Enter a TC Admin support request ticket, either "Committee Specification Draft Creation / Upload Request" or "Committee Note Draft Creation / Upload Request". You will need to include the link to the meeting minutes that record the approval or to the ballot and you will need to include the same link as was in the motion or ballot.

After you enter the ticket, TC Admin will prepare and publish the Committee Draft in the appropriate location in the OASIS Library and provide the TC with the pointers to the documents. In almost all cases, the filenames and URLs will be the ones provided to the TC with your starter document.

Template for motion or ballot language

The motion or ballot language used to approve the Draft must include the name of the Working Draft being approved and the link to the ZIP file in the TCs document repository.

[I move that / Do the members agree that ] the [Working Draft title, version number and revision number] and all associated artifacts contained in [ZIP file link] be approved as a Committee Specification Draft?

Reminders

You may not approve a Committee Draft subject to anyone completeing a last few edits or doing additional work on it. The TC must vote on the exact Working Draft that will become the Committee Draft.

A Working Draft begun as a Committee Specification or a Committee Note may, if the content is suitable, be switched to the other type however the switch may not be made on the fly. To change the track of a Working Draft, request a new starter template from TC Administration of the new type, copy the content into the new template and approve it as a new Working Draft. The new Draft may then be approved as a Committee Specification or Note Draft.

Only a Committee Specification Draft or a Committee Note Draft can be approved for public review. A Working Draft cannot be directly approved for public review.

-- 
Best,
 
Kris
 
Kristen James Eberlein
Principal consultant, Eberlein Consulting
Co-chair, OASIS DITA Technical Committee
Charter member, OASIS DITA Adoption Committee
www.eberleinconsulting.com
+1 919 682-2290; kriseberlein (skype)