ISO/IEC JTC 1/SC 32 WG2-EM0112-002

Date: 2001-12-03

REPLACES: -

Procedures for Electronic FCD 11179-3 Editing Meeting

1. Introduction

Standards Council of Canada is pleased to offer its Forum facilities for the conduct of the electronic continuation editing meeting for FCD 11179-3.

The workspace used for the editing meeting has been organized around the subject matter. We hope that you will find it easy to use and user friendly. Feedback, both positive and negative, is requested to help us improve the experience, if not this time, then for next time. Enjoy!

2. Site Location

You can access the site at: http://www.scc.ca/forum98/int/dispatch.cgi/tw.isoiecjtc1/workspace

3. Registration

You will be presented with a Welcome Page asking you to log in. Before you can do so, you must register with the site by clicking the "Register" button on the dialog box.

Complete the registration page, shown below. You must complete the fields with the red asterisks. We ask that you also complete the email and phone fields, in case we need to contact you.

You can select your own userid and password, subject to availability, and limitations on allowed characters. There is a facility to modify your profile again later, if you need to. Only you can modify your profile, though an Administrator could delete it.

4. Access Levels and Security

Note that the registration process provides user identification, not security. Registering will give you read-only access to the site. Anyone can register and gain read access. [Note: This could be changed if concern are raised privacy, but this has not been an issue in the past.] Also, we have not encrypted network traffic.

Once you have registered, if you want to be able to participate in the discussions and post comments and/or documents, please send an email to ray.gates@manulife.com asking for write access. This access can be granted only after you have registered. Those who register and request write access before the meeting will receive access by the time the meeting starts. For late-comers, expect turnaround within twelve hours.

When you post entries to the forum, your Full Name as entered above will be shown alongside the entry, so people can see who has posted what.

5. Logging on

Use the login id and password selected as part of the registration process. Note that the Forum is case sensitive.

6. The Workspace

The main workspace page is shown below.

Three discussion forums are listed. The second forum is the one we will be using for the continuation editing meeting itself. The first forum is provided for other WG2 business not directly related to the editing meeting. The third forum is for obtaining help with any problems.

7. Getting help

Help is available online via the Forum Help documentation accessible from the menu at the top of each page. If you cannot find what you need there, for technical problems send an email to helpdesk@scc.ca (open 9:00 –17:00 EST). For questions relating to the use of the workspace for the meeting, post your question in the Help Desk discussion forum, or email Ray Gates at ray.gates@manulife.com.

8. Proposed Meeting Procedures

The following procedures are proposed.

1. The Editor will post the latest documents and unresolved ballot comments prior to the start of the meeting.

2. Each participant should read the unresolved ballot comments, and post any comments or proposed resolutions as responses in the appropriate folders. Anyone in WG2 may post responses to documents, following guidelines in the next section.

3. Once discussion of a particular ballot comment appears to have subsided or reached a point where no agreement seems possible, the Editor will call for a vote on the then current proposal, as modified through the discussion.

4. National Body Heads of Delegation should cast votes for acceptance or rejection of particular proposals.

5. A simple majority of NB votes will suffice for a proposal to be accepted. In the case of a tied vote, the proposal fails. If no alternative proposal is forth-coming, the ballot comment will be rejected.

6. The meeting will continue until all comments have been resolved or rejected.

9. Document Organization

Select the "FCD 11179-3 Continuation Editing Meeting", either by clicking the link, or by selecting it from the Discussions tab.

Several folders have been created within the discussion area. Feedback on this organization is welcomed. There purpose is described below. To go to a particular folder, click on the link.

9.1. Attendee Register

This folder will be the official record of attendees at the meeting. Each participant is asked to create an entry here. Select "Add Discussion Topic".

This will bring up a form similar to that shown below (which has been simplified for this guide). Please enter in the Title your country name, a dash, and then your full name. In the Description, enter your role at the meeting. Suggested roles are: Delegate, HoD, Observer, Editor, WG2 Convener. For example:

Click "OK" when ready.

9.2. Comments under discussion

The editor will post here ballot comments that require additional discussion. Participants should post proposals and comments as responses to the ballot comment entries.

More details to be provided later.

9.3. Documents for the FCD 11179-3 Editing Meeting

The editor will post here documents for the meeting, or links to them on the FTP site at NIST.

More details to be provided later.

9.4. Editor's Corner

The editor will use this folder to move the meeting along and to draw attention to specific agenda topics.

More details to be provided later.

9.5. Voting Area

This folder has tentatively been created for holding votes on specific proposals. As the procedures are finalized, it may be merged with the Comments folder.

More details to be provided later.

10. Communicating with the Editor

A sub-folder will be set up within the Editor's corner to raise any issues not related to specific ballot comments, such as administrative points of order.

11. Listing Unseen Entries

You can find out what is new by using the "List Unseen" command on the menu.

12. Email notifications

The Forum has a facility to broadcast email notifications of new entries. This facility has been turned OFF for this meeting, because we expect to have fairly high activity for a relatively short period of time. We might want to turn the facility on once the meeting is over if we decide to use the forum for on-going WG2 discussions between meetings.

13. Attachments and URLs

You may include attachments in any of your entries. This is useful when your text has been done in a Word file or other editor, and do not wish to re-type it (particularly keeping the format). There is an “Add Attachment” button below the text box in the entry (you may need to scroll down to see it) should you have any attachments. You can also include URLs to provide links to documents residing elsewhere, such as the NIST FTP server, or the SC32 site. When adding attachments, be patient as the system may take a while to display its response page. Clicking "OK" a second time will add the attachment twice.

14. Chat Rooms and Instant Messaging

The forum provides chat and instant messaging facilities. These will not be used as a formal part of the editing meeting, because we are distributed by across many time zones, and even within time zones our availability will vary. However, participants are welcome to try out these facilities.

15. Logging Out

There is a logout command near the top right of the screen, or you can simply close your browser. Your entries are going to be safe either way.