doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide Common Editorial Comment Resolution Process Date: Authors:

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 2 Abstract A common process for dealing with editorial comments is presented for use in all groups functioning as comment resolution committees. Guidance is provided for dealing with “Must Be Satisfied”, “Technical”, and “Editorial” labels. Guidance is provided for writing responses to all editorial comments. Guidance is provided for recirculation of comments. Brings alignment within and with IEEE SA Supported by the hierarchy of policies and procedures of and above Reviewed by IEEE staff, CAC, and editors’ group

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide Common Editorial Comment Resolution Process Once a letter ballot reaches the 75% threshold, the WG Chair selects a Comment Resolution (CR) committee that is usually the Task Groups of that particular ballot. All groups within functioning as CR committees are expected to resolve WG and SB letter ballots comments using the following process starting from the opening session of the July meeting in San Francisco.

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 4 Must Be Satisfied Comments The IEEE-SA balloting rules are primarily concerned whether or not the comment was labeled as Must Be Satisfied and was attached to a Negative (Disapprove) vote. 1.Must Be Satisfied' is only meaningful if attached to a comment associated with a Disapprove vote or a comment from a mandatory coordination body (e.g., SCC10, SCC14, SA Editorial Staff, RAC). 2.Comments associated with Approve votes are left to the discretion of the CR committee. Attached to Disapprove Vote Marked Must Be Satisfied Attached to Approve Vote Obligation of CR committee If not marked “Must Be Satisfied” At discretion of CR committee

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 5 Editorial vs. Technical Comments The following guidelines are provided to help assess editorial vs. technical comments for use in : 1.The IEEE-SA balloting rules are unconcerned with labels such as Technical or Editorial. The only thing that matters is whether or not the comment was labeled as Must Be Satisfied and was attached to a Negative (Disapprove) vote. 2.Some things are clearly editorial. Some things are clearly technical. Other items are less clear. In some instances, what may appear as editorial to some may be technical to others. Marked “Must be Satisfied” NOT Marked “Must be Satisfied” Clearly Technical Clearly Editorial Middle Ground

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 6 Editorial vs. Technical Comments The following guidelines are provided to help assess editorial vs. technical comments for use in : 3.Clearly Technical Comment 1.If interoperability or the air or other interface is affected with and without the change. 2.If changing something from normative to optional, or vice versa. 4.Clearly Editorial Comment 1.If concerns only: grammar, spelling, punctuation, abbreviation, word usage, font, font size, font style, headings, figure or table titles, front matter material, formatting bibliography and references, and creating and using acronyms. 2.If concern only: (re)numbering items, clause and sub-clause titles, table and figure captions, moving and organizing text; must be not clearly technical per above. 3.Changing to an assigned number. 4.Changing editor’s note and footnotes. 5.If in doubt for middle ground, choose technical. In some instances, what may appear as editorial to some may be technical to others. Clearly Technical Clearly Editorial Middle Ground

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 7 Editorial Comment Resolution Editorial Comment Classification 1.CR chair classifies all comments by the voters T and E for purposes of work within the ballot resolution committee. May change voter’s self assessment of classification if deemed in error Must refer to statements regarding the editorial vs. technical for guidance Delegation to Editor and Reporting Back 2.CR chair delegates the E comments to the editor and instructs editor to report back to the CR body by a specific time on E comments that may have technical impact. Must refer to statements regarding the editorial vs. technical for guidance 3.Editor reports back to the body on any E comments that may have technical impact. –CR chair rules if these are reclassified and assigned back to the body 4.CR chair asks the body if any other editorial comments should be reclassified as T. –CR chair rules if these are reclassified and assigned back to the body Guidance to Editor 5.CR chair asks the editor if there is need for any non-binding straw poll as guidance to the editor for any editorial matters.

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 8 Editorial Comment Resolution 6.The CR chair entertains proposal to adopt a resolution for all E comments not attached to Negative votes or not marked as Must Be Satisfied, the body considers the proposal and adopts a resolution. Suggested resolution is as follows: This comment is deemed editorial and delegated to the document editor for consideration in developing future drafts. Please note that the IEEE standards are edited professionally prior to publication. Note: Editors may provide additional notes on what they do with comments but these are not part of the formal comment response and may be created after comment resolution is completed 7.The editor brings forward proposed comment resolutions for all E comments attached to Negative votes and marked as Must be Satisfied, the CR body considers the proposal, and the CR committee adopts a resolution. An appropriate response could be many things but will ultimately be determined by acknowledgement or acceptance by the balloter, review and agreement by the ballot group, process review by ExCom, RevCom, etc. Examples include: Agreed. State what will be done. Disagree. State why. Agreed. This change will be implemented by IEEE-SA Editorial Staff prior to publication. The WG will request that IEEE-SA Editorial Staff review this comment prior to publication and implement changes as required by their editorial guidelines.

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 9 Editorial Comment Resolution Marked “Must be Satisfied” NOT Marked “Must be Satisfied” Clearly Technical Clearly Editorial Middle Ground CR committee adopts resolution with response language in step 6, and the comment is delegated to editor for future document development. Editor drafts comment response and CR committee adopts resolution in step 7.

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 10 Editorial Comment Resolution Editorial Comment Recirculation –E comments marked as Must Be Satisfied and attached to a Negative vote are treated as any other comment. They are presented to the voters in recirculation ballot once. Editorial Improvement in the Document –Items are delegated to the editor for future document development in step 6. The TG editor will be diligent to incorporate as many of these as is feasible to improve the editorial maturity of the draft. Not all editorial comment proposals are valid solutions. The editor is not bound to act positively on all editorial comments delegated to the editor. Not all comments delegated to the editor may be acted on immediately. The editor will have a work plan that calls for doing some changes at a later time or together with other changes. Some (few) items delegated to the editor may be referred by the editor to the IEEE staff to be addressed during professional editing prior to publication by IEEE staff. –The TG editor is diligent to move forward with minimal editorial change once the required approval rate is achieved.

doc.: IEEE /xxxxr0 Submission July 2007 Terry Cole, AMDSlide 11 Editorial Comment Resolution Marked “Must be Satisfied” NOT Marked “Must be Satisfied” Clearly Technical Clearly Editorial Middle Ground Presented to voters once in subsequent recirculation ballot per step 8.