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Subject: Please follow these steps to avoid problems with your requests for TC Admin support


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

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

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
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
        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

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 Ensign
Director of Standards Development and TC Administration
OASIS: Advancing open standards for the information society

Primary: +1 973-378-3472
Mobile: +1 201-341-1393

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[1]  References

*** OASIS TC Process ***

 2.18 Work Product Quality
 File Formats
 Multi-Part Work Products

*** TC Handbook ***

 Approval of a Committee Specification Draft

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