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Subject: Please follow these steps to avoid problems with your requests for TCAdmin support
All, We have recently encountered some problems with TC requests to create committee drafts and submit them to public review. Specifically: - Meeting minutes or ballots have not clearly identified the source files for the Working Draft being voted on or failed to clearly record the vote - The Working Draft submitted to TC Administration for processing has been different from the one the TC approved - The TC has approved unfinished Working Drafts or requested that TC Administration make changes to the content of the Working Draft after submission In some cases, we have had to reject requests as submitted and ask the TC to address these problems. Please, in order to avoid added delays in servicing your requests, ensure that you adhere to the following requirements as published in the TC Process and related documents [1] when you submit a request: 1. Ensure that the motions you vote on to approve Working Drafts as Committee Specification/Note Drafts include the URI to the zip file or unique archive containing all component materials that are to be approved by the TC and that the vote itself is clearly recorded in the meeting minutes. (Note that the archive must include editable source format files and all component files that are part of the Working Draft.) For example, a motion in your minutes such as the following will meet this requirement: "Motion: Shall the OASIS Mumble-Mumble TC approve Mumble Profile Version 1.0 Working Draft 07 and its associated artifacts packaged together in http://www.oasis-open.org/committees/download.php/39296/Mumble07.zip as OASIS Mumble Profile v1.0 Committee Specification Draft 01 and direct the Chair to submit this Working Draft to TC Administrator for creation and upload as soon as practicable. Motion made by Bob Smith. Seconded by Shirley Jones. 7 votes in favor, 1 abstention, no votes opposed. Motion passes." 2. Ensure that the TC Administration request (made via http://www.oasis-open.org/resources/tc-admin-requests) includes the link to the ballot or to the minutes where the motion and approval were made and the same URI to the zip file or archive approved. We have encountered requests where the minutes provided actually mentioned earlier meetings where the draft was approved and we've had to request that the reference be corrected. We have also received requests where the Working Draft URI provided was something different from what the TC voted to approve and we've had to reject those requests. 3. Ensure that your Working Draft is complete and ready to go. We cannot accept as valid a submission approved by the TC "…contingent on Chet fixing those links he's been promising to fix for weeks." Get it all done - then vote to approve it. 4. And should you find that you need to make some changes or corrections after submitting a Working Draft to TC Administration, first, get in touch with us so that we can coordinate next steps with you and second, create a new, complete, numerically incremented Working Draft and hold another TC vote to approve it. Per TC Process rules, we cannot accept requests to piece-meal replace parts of your submitted Working Draft with replacements. If we have not yet assigned anyone to your request and started work on the draft, we can update the existing request with the new Working Draft. If we have assigned someone to the ticket and work has begun, we reserve the right require you to enter a new request. I realize that this may look like a lot of bureaucracy to some, particularly item 4. So I want to stress that the TC Process rules are in place to ensure that the integrity and quality of your work is unassailable. We ask you to take the steps above in order to guarantee to the world that your Committee Specifications, Committee Notes or OASIS Standards are the unalloyed work of your TC and that their quality and integrity cannot be called into question. The work is your accomplishment; we want to make sure that everyone respects it. Please let me know if you have any questions. Best regards, /chet ---------------- Chet Ensign Director of Standards Development and TC Administration OASIS: Advancing open standards for the information society http://www.oasis-open.org Primary: +1 973-378-3472 Mobile: +1 201-341-1393 Follow OASIS on: LinkedIn: http://linkd.in/OASISopen Twitter: http://twitter.com/OASISopen Facebook: http://facebook.com/oasis.open --- [1] References *** OASIS TC Process *** 2.18 Work Product Quality http://www.oasis-open.org/policies-guidelines/tc-process-2010-07-28#specQuality File Formats http://www.oasis-open.org/policies-guidelines/tc-process-2010-07-28#quality-fileFormats Multi-Part Work Products http://www.oasis-open.org/policies-guidelines/tc-process-2010-07-28#quality-multiPart *** TC Handbook *** Approval of a Committee Specification Draft http://docs.oasis-open.org/TChandbook/Reference/CommitteeSpecDrafts.html#wd
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