SPDC Leader Training May 2014. Disclaimer: This material was current at the date of its presentation (May 19/21, 2014) and will likely change based upon

SPDC Leader TrainingMay 2014

Disclaimer: This material was current at the date of its presentation (May 19/21, 2014) and will likely change based upon revisions to the source documents. The IEEE PES SPDC Sponsor Policies and Procedures and Working Group Policies and Procedures supersedes anything included in or stated during this presentation. This presentation is provided only for the purpose of training.

IEEE-SA Standards Resources

IEEE-SA Standards Resources

• http://standards.ieee.org/develop/index.html

• http://standards.ieee.org/develop/overview.html

• This site has links to every step of the process.

• (Switch to IEEE-SA Website and explore links)

IEEE Standards Association Resources

Questions?

Working Group Policies and Procedures / Leader Training

Working Group P&P/Leader Training

• The Working Group shall:• Complete the project from Project Authorization Request (PAR) approval to

IEEE-SA Standards Board approval, within the allotted time (normally 48 months) • Use the IEEE Standards document template format• Submit to the responsible Subcommittee any documentation required; e.g., a

project schedule or a periodic status report• Notify the responsible Subcommittee of the draft development milestones• Notify the responsible Subcommittee when the draft is ready to begin IEEE

Standards Sponsor ballot


• Officers• Chair• Vice Chair• Secretary• Treasurer, if needed (not used in SPDC)

• All officers shall be IEEE members and individual IEEE-SA members.• Chair is appointed by the responsible Subcommittee Chair with

approval from the Chair of the Committee• Working Group Chair is appointed for a one year term with annual

reappointment by the Subcommittee Chair


• At the first organizational meeting, the Working Group Chair shall appoint its operating officers (Vice-Chair, Secretary and Treasurer if applicable) and notify the Subcommittee Chair of the appointments.

• The Vice Chair, Secretary and Treasurer (as applicable) are appointed for a one year term with annual reappointment by the Working Group Chair.

• Reappointment or replacement of the Vice Chair and Secretary is at the discretion of the Working Group Chair.


• The responsibilities of the Chair or his or her designee shall include:• Leading the standards development activity according to all of the relevant

Policies and Procedures• Forming Study Groups, as necessary• Being objective• Entertaining motions, but not making motions• Not biasing discussions• Delegating necessary functions• Ensuring that all parties have the opportunity to express their views• Setting goals and deadlines and adhering to them


• The responsibilities of the Chair or his or her designee shall include:• Being knowledgeable in IEEE standards processes and parliamentary procedures and

ensuring that the processes and procedures are followed• Seeking consensus as a means of resolving issues• Prioritizing work to best serve the group and its goals• Complying with the IEEE-SA Intellectual Property Policies, including but not limited to

IEEE-SA Patent Policy • Fulfilling any financial reporting requirements of the IEEE, in the absence of a

Treasurer.• Participating as needed in meetings of the Sponsor to represent the Working Group• Being familiar with training materials available through IEEE Standards Development

Online


• The responsibilities of the Vice Chair shall include:• Carrying out the Chair's duties if the Chair is temporarily unable to do so or

chooses to recuse himself or herself (i.e., to give a technical opinion).• Being familiar with training materials available through IEEE Standards

Development Online


• The responsibilities of the Secretary shall include:• Scheduling meetings in coordination with the Chair and distributing meeting

notices • Distributing meeting agenda (as per 6.0). Notification of the potential for

action shall be included on any distributed agendas for meetings• Recording minutes of each meeting and publishing them within 60 calendar

days of the end of the meeting• Creating and maintaining the participant roster and submitting it to the IEEE

Standards Association annually• Being responsible for the management and distribution of Working Group

documentation, including but not limited to guidelines with regard to posting and distribution of drafts and approved IEEE standards


• The responsibilities of the Secretary shall include:• Maintaining lists of unresolved issues, action items, and assignments• Recording attendance of all attendees• Maintaining a current list of the names of the voting members and

distributing it to the members upon request• Forwarding all changes to the roster of voting members to the Chair• Being familiar with training materials available through IEEE Standards

Development Online


• Working Group Membership• Working Group membership is by individual• Those attending meetings shall pay any required meeting fees• Participants seeking Working Group membership are responsible for fulfilling

the requirements to gain and maintain membership• Membership shall be granted automatically to those participants attending

the meeting of a newly chartered Working Group and upon their request• Thereafter, membership shall be granted after the participant attends two

consecutive meetings of an existing Working Group, contributes written material for inclusion in a standard or working group paper, and also requests membership status.


• Working Group Membership


• Working Group Membership• Each member is expected to attend meetings

• Membership status is maintained through consistent participation at meetings and through Working Group votes

• If a Working Group member misses two consecutive meetings, or two consecutive Working Group letter ballots, his or her membership status may be revoked at the discretion of the working group chair


• Working Group Membership• The Working Group Chair in consultation, with the Subcommittee Chair, may

elect to discontinue the membership of a member who has become disruptive to the course and pursuits of the Working Group.

• The member affected has the right to elevate his grievance to the SPDC Officers, whose decision will be final.

• The returning of surveys and ballots and active contribution are the prime criteria for determining participation and continuation of Working Group membership.


• Working Group Membership• Working group meeting attendees and contributors shall be classified as

voting members (members), corresponding (voting) members, interested parties, visitors or guests.• Corresponding (voting) members are voting members who are unable to

regularly attend meetings in person, but do regularly contribute to the working group. • Corresponding members not in attendance (in person or by telephone) of

meetings do not count against a quorum. Corresponding members in attendance (in person or by telephone) at meetings do count in favor of a quorum.


• Working Group Membership• Likewise, SPDC Officers are Subcommittee Officers are also automatically

voting members of all subgroups (e.g. working groups and task forces) under their responsibility, but may be unable to attend a meeting. In such a case they do not count against a quorum; however, when attending (in person or by telephone), they do count in favor of a quorum.

• Main Committee membership is awarded automatically when one becomes a Working Group member.


• Working Group Membership• The Chair shall review the voting membership list at least annually.

• A Working Group Officer or designee, usually the Secretary, shall maintain a current and accurate roster of members and participants in the Working Group. The roster shall include at least the following:• Title of the Sponsor (Technical Committee) and its designation• Title of the Working Group and its designation• Officers--Chair, Vice-Chair, Secretary, Treasurer (as applicable)• Members and participants (including names, email addresses, employers and

affiliations for all members)


• A copy of the Working Group roster shall be supplied to the IEEE Standards Association at least annually by a Working Group Officer or designee, usually the Secretary.

• Due to privacy concerns, the membership roster with contact information shall not be distributed (except to the officers)


• The membership list can be posted on the committee web site and can be publically distributed. The membership list shall be limited to the following:• Title of the Working Group and its designation• Scope of the Working Group• Officers: Chair, Vice-Chair, Secretary, Treasurer• Members: name, employer, affiliation (but no contact information)• Interested Parties, Visitors and Guests: name, employer, affiliation (but

no contact information)


• Subgroups of the Working Group• The Working Group may, from time to time, form subgroups for the conduct

of its business. Membership in the subgroup shall follow the same rules as for Working Groups. • Such formation shall be explicitly noted in an official record, such as meeting

minutes. At the time of formation, the Working Group shall determine the scope and duties delegated to the subgroup. • Voting rights within such subgroups shall be defined. Any resolution of a

subgroup shall be subject to confirmation by the Working Group.• The Chair of the Working Group shall appoint the chair of the subgroup.


• Meetings• A meeting notice shall be distributed, by a Working Group Officer or

designee, to all participants 30 calendar days in advance to all participants. • A meeting agenda shall be distributed to all participants at least 14 calendar

days in advance of a meeting.

• Meetings of subgroups may be held as decided upon by the members or Chair of the subgroup.

• Notification of the potential for action shall be included on any distributed agendas for meetings.


• Meetings• While having a balance of all interested parties is not an official requirement

for a Working Group, it is a desirable goal. • As such, the officers of the Working Group should consider issues of balance

and dominance that may arise and discuss them with the responsible Subcommittee officers or the Technical Sponsor.

• Participants shall state their employer and affiliation at each Working Group meeting as required by the SASB Operations Manual (Section 5.3.3.1 Disclosure of Affiliation).


• Quorum• A quorum shall be identified and announced before the initiation of Working

Group business • If a quorum is not present, actions may be taken subject to confirmation by

letter or electronic ballot or at the next Working Group meeting

• A quorum shall be defined as one-half of Working Group members


• Minutes• Name of group• Date and location of meeting • Officer presiding, including the name

of the secretary who wrote the minutes

• Attendance, including affiliation • Quorum Status• Whether or not IEEE-SA Patent Slides

were displayed at the meeting• Call to order, Chair's remarks• Approval of minutes of previous

meeting• Approval of agenda

• Technical topics • Brief summary of discussion and

conclusions• Motions, including the names of mover

and seconder• Copies of handouts• Summary of action items, responsible

parties, and due date• Items reported out of executive

session• Next meeting--date and location

• Copies of handouts and subgroup reports may be included in the minutes or made available as separate items.


• Voting• The following actions require approval by a majority vote

• Formation or modification of a subgroup, including its procedures, scope, and duties• Disbandment of subgroups • Approval of minutes• Approval of Working Group actions other than those requiring a two-thirds vote

• The following actions require approval by a two-thirds vote:• Approval of change of the Working Group scope (this requires confirmation by the

responsible Subcommittee)• Establishment of fees, if necessary• To submit the draft standard for IEEE Standards Sponsor ballot


• Communications• Formal inquiries relating to the Working Group should be directed to the Chair and

recorded by the Secretary. • All replies to such inquiries shall be made through the Chair.

• Appeals• The Working Group recognizes the right of appeal. If technical or procedural appeals

are referred back to the Working Group, every effort should be made to ensure that impartial handling of complaints regarding any action or inaction on the part of the Working Group is performed in an identifiable manner.

• If the Working Group must conduct an appeal hearing, it shall follow the appeals process of the IEEE-SA Standards Board.

Questions?

Review Committee (RevCom) Conventions &

Guidelines

Review Committee (RevCom) Conventions & Guidelines • Standards Board links: http://standards.ieee.org/about/index.html

• RevCom Links: http://standards.ieee.org/about/sasb/revcom/index.html

• Conventions and Guides: http://standards.ieee.org/about/sasb/revcom/guides.html

• Role of RevCom: http://standards.ieee.org/about/sasb/revcom/role.pdf

Review Committee (RevCom) Conventions & Guidelines • RevCom Checklist1. Effective 30 June 2011, RevCom is no longer required to review the scope

and purpose (if included) located within draft standards submitted for consideration.

Note - PARS approved on or after 1 January 2007, required that the scope and purpose located in the draft for consideration match the PAR. This is no longer a requirement based on the 30 June 2011 update.

2. Is the Title of the submitted draft within the Scope of the PAR?3. Was the ballot valid:a) ≥ 75% ballots returned on the first successful ballot?b) < 30% abstentions obtained by the final ballot period?

Review Committee (RevCom) Conventions & Guidelines • RevCom Checklist4. Was the balloting group balanced:a) If the invitation request was initiated prior to March 1, 2012 then was there

no interest category greater than half?b) If the invitation request was initiated on or after March 1, 2012 then was

there no interest category greater than one third?5. Did the ballot pass (≥ 75% affirmative) and was the entire draft open for

comments prior to meeting this requirement? (refer to SASB OpMan 5.4.3.3)6. Is there evidence of consideration of all comments and are responses

provided for all revised and rejected comments?

Review Committee (RevCom) Conventions & Guidelines • RevCom Checklist7. Do all recirculation ballot packages include the verbatim text of each

unresolved negative, the name of the negative voter, and a response?8. Were all members of the balloting group given an opportunity to see

all the unresolved negatives deemed not out of scope and reasons why they could not be resolved?

9. Is there evidence that negative balloters who submitted un-recirculated negative comments were informed of the reason why the comments were not required to be recirculated?

Review Committee (RevCom) Conventions & Guidelines • RevCom Checklist10. Were all members of the balloting group given an opportunity to

change their votes as a result of substantive change(s), especially those made to resolve negative ballots?

11. Was the resolution of any negative ballot(s) based on promise of a future change? If so, the draft must be recirculated. Stating that comments may be considered in the future may be acceptable. [See RevCom Convention 6.]

Review Committee (RevCom) Conventions & Guidelines • RevCom Checklist12. Were comments from mandatory coordination entities accepted? If

not, did the Sponsor request a waiver?:a) SCC-14 (mandatory)b) Editorial (mandatory)c) RAC (mandatory if a Registration is required for the standard)13. Have any post-balloting changes to the draft been promised? Only

changes that are deemed editorial by Editorial Staff are allowed after balloting . If any non-editorial changes were promised after balloting, the draft must be recirculated. [See RevCom Convention 2.]

Questions?

Sponsor Policies and Procedures / Leader Training

Sponsor P&P / Leader Training

• SPDC Scope• Treatment of all matters in which the dominant factors are the test,

performance, application, design, construction, and operation of SPDs. Included treatment of the following:• SPDs employed in generation, transmission, distribution and utilization of electrical energy

including the effects of such device on the system’s operation. • Treatment of the techniques and needs for coordination within, between, and among SPDs

and their environment, to the extent that these factors affect protection functions or performance. Environment includes such items as insulation coordination and the application of system neutral grounding devices.

• Sponsorship and development (either alone or jointly with other technical committees and/or organizations) of standards, recommended practices, guidelines and policies as well as preparation of position papers and/or documents, technical conferences and/or sessions on matters related items above.

• Liaison and cooperation with other technical committees, societies, subcommittees and associations concerned with various aspects of items above.


• Responsibilities of the SPDC• Developing proposed IEEE standards and ensuring that they are within the

scope of the Surge Protective Devices Committee.• Initiating and overseeing ballots of proposed IEEE standards within its scope• Responsible for the development and coordination of standards project(s),

including their maintenance after the approval of the standard(s) by the IEEE-SA Standards Board


• Officers• Chair• Vice Chair• Secretary• Treasurer• Standards Coordinators (High and Low Voltage Subcommittee)


• The Chair, Vice-Chair, Secretary and Treasurer are recommended by the incumbent Chair of the Surge Protective Devices Committee with the concurrence of the immediate Past Chair and are approved by the Chair of the IEEE/PES Technical Council

• The Standards Coordinators are appointed by the Surge Protective Devices Committee Chair with the concurrence of the immediate Past-Chair.


• The Chair, Vice-Chair, Secretary and Treasurer serve for terms of two years.

• The Standards Coordinators serve for a term of four years and may be reappointed for additional terms, if willing to continue in that service.

• The Committee employs automatic progression of its officers from Secretary to Vice-Chair to Chair, in a six-year time span.


• The responsibilities of the Chair includea) Leading the activity according to all of the relevant policies and

proceduresb) Forming study groups, as necessaryc) Being objectived) Entertaining motions, but not making motionse) Not biasing discussionsf)Delegating necessary functions


• The responsibilities of the Chair includeg) Ensuring that all parties have the opportunity to express their viewsh) Setting goals and deadlines and adhering to themi) Being knowledgeable in IEEE standards processes and parliamentary

procedures and ensuring that the processes and procedures are followed

j) Seeking consensus of the Surge Protective Devices Committee as a means of resolving issues

k) Prioritizing work to best serve the Surge Protective Devices Committee and its goals


• The responsibilities of the Chair includel)Complying with the Chair’s responsibility with respect to the IEEE-SA

Intellectual Property Policies, including but not limited to the IEEE-SA Patent Policy

m)Submitting approved Surge Protective Devices Committee P&P to the IEEE-SA Standards Board Audit Committee

n)Ensuring that each working group has a set of P&P approved by the Surge Protective Devices Committee. The chair will provide the working group P&Ps to AudCom upon request.


• The responsibilities of the Chair includeo) Submitting the Surge Protective Devices Committee’s annual

report to the IEEE-SA Standards Board p) Presiding at the Surge Protective Devices Committee and the

Administrative and Standards (A&S) Subcommittee meetingsq) Shall be an ex-Officio member of all subgroups of the Surge

Protective Devices Committeer) Submitting appropriate Annual Financial Reports


• The responsibilities of the Vice Chair includea) The Vice-Chair shall carry out the Chair's duties if the Chair is

temporarily unable to do so or chooses to recues him- or herself (e.g., to speak for or against a motion).

b) Biannually, in the second year as Vice Chair, reviewing the SPDC Committee Organization, Policies and Procedures Manual for currency and accuracy. Preparing revision recommendations for review by the A&S Subcommittee as required.

c) Attending all A&S Subcommittee meetings and present a Vice Chair’s report


• The responsibilities of the Secretary includea) Scheduling meetings in coordination with the Chair and distributing

a meeting notice at least 30 calendar days before the meetingb) Distributing the agenda at least 14 calendar days before the

meeting—notification of the potential for action shall be included on any distributed agendas for meetings

c) Recording minutes of each meeting and publishing them within 60 calendar days of the end of the meeting

d) Creating and maintaining the participant roster and submitting it to the IEEE Standards Department annually


• The responsibilities of the Secretary includee) Being responsible for the management and distribution of Surge

Protective Devices Committee documentationf)Maintaining lists of unresolved issues, action items, and assignmentsg) Recording attendance of all attendees at the Surge Protective

Devices Committee and A&S meetings.h) Maintaining a current list of the names of the Surge Protective

Devices Committee voting members and distributing it to the members upon request

i) Forwarding all changes to the roster of Surge Protective Devices Committee voting members to the Chair


• The responsibilities of the Standards Coordinators shall include:a) Preparing the current status for all standards sponsored by the Committeeb) Coordinating activities with IEEE Standards Board and Standards

Coordinators of other Technical Committeesc)Representing the Committee at the annual Technical Council’s meeting of

Standards Coordinators d) Attending all A&S meetings and presenting a report on document status e) Assuring all documentation for opening a standards project (PAR) is

complete and correct by performing a review prior to submissionf) Assisting in the creation of Working Groups and authorizing the Working Group

chair through the IEEE My Ballot processg) Attending all meetings of the Committee and reporting any standards

requiring immediate or urgent action by the Committee


• Voting• The following actions require approval by a majority vote:

a) Formation or modification of a subgroup, including its procedures, scope, and dutiesb) Disbandment of subgroupsb) Approval of minutesc) Delegation to a sub-group for Authorization of a Surge Protective Devices

Committee ballot


• Voting• The following actions require approval by a two-thirds vote:

a) Adoption of new or revised Surge Protective Devices Committee procedures, interest categories, or revisions thereof

b) Approval of public statementsb) Approval of change of the Surge Protective Devices Committee scopec) Approval of termination of the Surge Protective Devices Committeed) Removal of an officer except the Chair (See 3.3 for removal of the Chair.)


• Approval of moving a draft standard to Sponsor ballot• Approval for moving a draft standard to Sponsor ballot, or approval of any

substantive change in the scope of a standard proposed by a working group, shall be communicated to the Surge Protective Devices Committee.• The Surge Protective Devices Committee delegates approval authority to the

working group responsible for that standard.

Questions?

Documents

SPDC Leader Training May 2014. Disclaimer: This material was current at the date of its presentation (May 19/21, 2014) and will likely change based upon