1. Title Here SG Chairmen's Interactive Roundtable Roundtable
Bilel Jamoussi and Lara Srivastava
SG Chairmen's Interactive Roundtable Roundtable
4 November 2016
Converting your business from Good to Great.

2. Exchange of views and experiences
BSG
Topics for discussions
What is the role of an SG Chairman?
What are the governing texts?
What are the main prerogatives of a Chair?
How to lead the deliberations?
How to avoid conflict?
How and when to determine and then declare consensus?
What are the types of SG Meetings?
What are the main ITU-T databases?

3. Legal framework, basic prerogatives and power

4. The Legal framework The ITU Constitution (CS) The ITU Convention (CV)
WTSA Resolution 1 contains the Rules of Procedure of the ITU Telecommunication Standardization Sector
Recommendation A.1 Working Methods for Study Groups of ITU-T
Those legal instruments as well as those working procedures adopted by any meeting of a Sector must be compatible with:
The ITU Constitution (CS)
The ITU Convention (CV)
The General Rules of Conferences, Assemblies and Meetings (GR)
Adopted by the Plenipotentiary Conference
They (the GR) apply to all meetings of the Sectors

5. Basic prerogatives and power of a Chair
Chairing meetings
Directing the deliberations
"The chairman ... shall ... direct the deliberations …" (GR 59)
"Persons desiring to speak must first obtain the consent of the chairman." (GR 94)
"As a general rule, they shall begin by announcing in what capacity they speak." (GR 94)
"The chairman ... may at any time submit proposals likely to accelerate the debates." (GR 84)

6. Basic prerogatives (cont’d)
Maintaining Order
"The chairman ... shall ensure that order is maintained at plenary meetings." (GR 60)
Ensuring that discussion is limited to the point at issue
"The chairman shall ensure that discussion is limited to the point at issue ..." (GR 62)
"The chairman ... may interrupt any speaker who departs [from the point at issue] and request such speakers to confine their remarks to the subject under discussion." (GR 62)
Protecting the right of each delegation/ representative of a Sector Member to express its opinion freely and fully on the point at issue
"It shall be the duty of the chairman to protect the right of each delegation to express its opinion freely and fully on the point at issue." (GR 61)
"The [Plenary] Meeting may, if necessary, decide how many speeches any one delegation may make on any particular point, and how long they may last." (GR 108)
"However, as regards questions of procedure, the chairman shall limit the speaking time allowed to a maximum of five minutes." (GR 109)
"When a speaker has exceeded the time allowed, the chairman shall notify the meeting and request the speaker to conclude briefly." (GR 110)

7. Basic prerogatives and power (contd.)
Ruling on motions and points of order
"The chairman shall rule on motions of order and points of order …"(GR 60)
Putting questions to the vote
"The chairman ... shall … put questions to the vote …" (GR 59)
"Any question of competence that may arise shall be settled before a vote is taken on the substance of the matter under discussion." (GR 113)

8. Basic prerogatives (cont’d)
Proposing postponement of discussion, closure of list of speakers, or adjournment or suspension of a meeting
"The chairman shall … in particular, … be empowered to propose that discussion on a question be postponed or closed, or that a meeting be suspended or adjourned." (GR 60)
"During the debate, the chairman may rule that the list of speakers wishing to take the floor be read.
[After reading the list of speakers, the] chairman shall add the names of other delegations which indicate that they wish to speak and may then, with the assent of the meeting, rule that the list be closed.
Nevertheless, as an exceptional measure, the chairman may if finding it appropriate to do so rule that a reply may be made to any previous statement, even after the list of speakers has been closed." (GR 111)
"The list of speakers having been exhausted, the chairman shall declare discussion on the matter closed." (GR 112)

9. Decision-making
Consensus: almost all decisions are adopted by this procedure, ITU’s culture being one of negotiation and consensus-building
“Sounding out”
Voting (this is a last resort)
Quorum - Only for decisions taken in Plenary - Presence in the room of more than half the Member States delegations registered to the meeting and having the right to vote.

10. Relevant provisions from the Basic Texts
Recognition of the sovereign right of each Member State to regulate its telecommunications
Preamble of the Constitution
Purposes of the Union
CS Article 1, in particular Nos. 3.A, 5, 8, 9, 13 & 16
Rights of Member States and Sector Members
CS Article 3
Functions and Structure of ITU-T
Constitution Article 17
Convention Article 13 (WTSAs)

11. Relevant provisions from the Basic Texts
Functions, duties and organization of Study Groups, Advisory Group
CV Article 14 (Study Groups)
CV Article 14A (Advisory Group)
CV Article 20 (Conduct of Business of Study Groups)
Some key provisions of CV Article 20
- No. 244 relating to vacancies of chairmanship
- Nos. 246A to 247A relating to the adoption & approval of questions & Recommendations
- No. 248A. Possibility for the Director to invite, in consultation with the Chairman of the Study Group concerned, an organization which does not participate in the Sector to send representatives to take part in the study of a specific matter in the SG concerned or its subordinate groups - Clause of WTSA Resolution 1. Possibility for the Chairman to invite experts on a case-by-case basis.

12. Study Group Management: Who are they. How are they appointed
Study Group Management: Who are they? How are they appointed? What do they do?

13. SG and TSAG Leadership Tutorial Work Methods & Best Practices
Official roles (1)
Chairman and VC: Appointed by WTSA
Proposed by Heads of Delegation with agreement of WTSA
Term is 4-years until next WTSA or until TSAG changes the SG structure
WP Chairman: Appointed by SG Chairman
Advice, and in practice, agreement from SG
SG VCs considered first but proven technical and managerial competence is key deciding factor
Role is of equal importance to that of a Vice Chair
Some WPs have co-chairs or vice chairs
Term is normally until the next WTSA
10-11 Jan 2013, Geneva

14. SG and TSAG Leadership Tutorial Work Methods & Best Practices
Official roles (2)
Rapporteur: Appointed by WP Chair, or SG Chair if Question reports to SG
Agreed by WP (or SG)
Technical expertise in the subject to be studied
Term is normally for the 4-year study period until the next WTSA
Can also have: Associate Rapporteur, Co- Rapporteur, Vocabulary Rapporteur, Liaison Rapporteur (also called liaison representative, liaison officer, etc.)
Endorsed by WP (or SG)
Geneva, Jan 2013
10-11 Jan 2013, Geneva

15. SG and TSAG Leadership Tutorial Work Methods & Best Practices
Official Roles (3)
Editor: Appointed by Rapporteur
Endorsed by WP
Term is until the approval of the work item (usually a Recommendation) and support for ongoing maintenance issues
Other: EWM coordinator; Promotion officer; …
Agreed by SG
Geneva, Jan 2013
10-11 Jan 2013, Geneva

16. The role of the SG Chairman (1)
SG and TSAG Leadership Tutorial Work Methods & Best Practices
The role of the SG Chairman (1)
Plan and manage meetings
Consult/Prepare agendas/Watch the time
Ensure appropriate rules are applied and order is maintained
Ensure everyone has a fair chance to express their views
Manage list of speakers
Keep discussion on point
Closing the list
Make proposals to progress the work
Postpone or adjourn sessions (e.g., coffee break)
Geneva, Jan 2013
10-11 Jan 2013, Geneva

17. SG and TSAG Leadership Tutorial Work Methods & Best Practices
The role of the SG Chairman (2)
Declare consensus
Rule on acceptance of late contributions (but see Rec A.1, §3.2.5)
Ask the IPR Question
Record affirmative responses in meeting report
Manage Recommendation approval process
Request Director to announce application of TAP or AAP procedures
AAP Last Call Judgment/Additional Review Judgment
Geneva, Jan 2013
10-11 Jan 2013, Geneva

18. Other responsibilities of SG Chairman
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Other responsibilities of SG Chairman
Attend Study Group Chairmen’s meetings that precede TSAG meetings
Attend TSAG
Participate in the SG Chairmen’s conference calls (every 2-3 months)
Preparation and chairing rotates amongst the TSAG/SG chairmen
Represent Study Group and/or ITU at events
Joint meetings of ITU & other SDOs (GSC, IETF, ISO/IEC JTC1, etc)
Workshops, other meetings
Geneva, Jan 2013
10-11 Jan 2013, Geneva

19. Vice-Chair and Working Party Chair
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Vice-Chair and Working Party Chair
SG Vice Chairman
Assist the chairman in matters relating to the management of the study group
- Substitution for the chairman at meetings
If a chairman cannot continue, the SG selects a new chairman from among the vice chairmen
WP Chairman
Plan and manage working party meetings
Similar set of roles as the SG chairman
Geneva, Jan 2013
10-11 Jan 2013, Geneva

20. Responsibilities: Rapporteurs
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Responsibilities: Rapporteurs
Report to study group:
Organization of work and work plan
Establish and maintain list of collaborators
Meeting report for every RG meeting
Progress made between SG/WP meetings
Texts of draft Recommendations
Main point of contact for liaisons
Provide all documentation to TSB for archiving
Assist in resolving comments on draft Recs during approval procedures
Geneva, Jan 2013
10-11 Jan 2013, Geneva

21. Responsibilities: Editors
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Responsibilities: Editors
Record the consensus points during discussions
Editors edit. Editors do not change content.
Maintain up-to-date version of the draft Recommendation
Chairmen should Editors to always check with TSB to get the correct version of a draft Recommendation to use as baseline text
Geneva, Jan 2013
10-11 Jan 2013, Geneva

22. The role of Rapporteurs and Editors
SG and TSAG Leadership Tutorial Work Methods & Best Practices
The role of Rapporteurs and Editors
Rapporteurs and Editors shall not:
Insert their own ideas in place of other agreements
Insert their own ideas in the absence of other inputs
Rapporteurs DO NOT continue work without a clear need for a new or revised Recommendation
Editors DO NOT change content
Editor Groups are NOT Drafting Groups
Geneva, Jan 2013
10-11 Jan 2013, Geneva

23. ITU-T SG Meetings

24. Comparison of SG-WP-RG meetings
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Comparison of SG-WP-RG meetings
Activity
Study Group or WP
Rapporteur Group (RGM)
Announce meeting
TSB, by Collective Letter
Rapporteur; TSB posts information
Document control
TSB
Rapporteur
Document deadline
12 days (but see Rec A.1)
Rapporteur Group decides
Decisional role
Decision-making
Consensus-building
Secretariat
TSB supports; TSB present
No TSB support; TSB not present
Geneva, Jan 2013
10-11 Jan 2013, Geneva

25. Study Group or WP Meetings outside Geneva
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Study Group or WP Meetings outside Geneva
Invited by a MS or SM
Needs agreement of TSB Director
Host covers costs over the cost of a Geneva meeting, including for participation of TSB staff
Host provides suitable facilities and services at no cost to participants
Cancellation: fall back to original dates in Geneva
TSB provides guidance and assistance
Geneva, Jan 2013
10-11 Jan 2013, Geneva

26. Electronic meetings: Options
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Electronic meetings: Options
distribution lists (subscriptions)
Audio and video teleconferences
discussion threads
Web-based e-meetings
Web-based collaboration on a common document
Important aspects to consider:
All concerned experts to be informed
Clear beginning and end times/dates
Take time zones into consideration and “share the pain”
Geneva, Jan 2013
10-11 Jan 2013, Geneva

27. Organizing RGM meetings: A 6-step process
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Organizing RGM meetings: A 6-step process
Step 1: Pre-authorize the meeting
Agreed in principle by SG/WP on topic, date, venue
Step 2: Plan the meeting
Venue, solicit participants and contributions
Step 3: Authorize the meeting
ToR, sufficient number of participants, contributions
Step 4: Confirm the meeting
At least 2 months before meeting (used to be 3 weeks)
Step 5: Hold meeting
Step 6: Report on the meeting
Meeting report
Archive documentation
Geneva, Jan 2013
10-11 Jan 2013, Geneva

28. Question meeting during a Study Group or Working Party meeting
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Rapporteur will usually be asked to chair meetings of their Question which are held during an SG or WP meeting
These follow SG and WP rules
These are NOT the same as Rapporteur Group meetings (RGMs) and do not follow the procedures for RG meetings
Geneva, Jan 2013
10-11 Jan 2013, Geneva

29. Participation rights in meetings
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Participation rights in meetings
Member States can participate in all ITU-T activities by right
Sector Members can participate in all ITU-T activities
Associates can participate in all activities of the single SG they join
Cannot take part in decision-making
Cannot serve in liaison role
Can serve as Rapporteur and editor
Can submit Last Call comments in AAP
Access documents required for their work
Geneva, Jan 2013
10-11 Jan 2013, Geneva

30. Participation rights (2)
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Participation rights (2)
Academia participants:
Can participate in all SGs, TSAG and workshops
Can participate in GSS and WTSA in a non-advisory capacity
Can serve as Rapporteur
Has access to ITU-T documents
Geneva, Jan 2013
10-11 Jan 2013, Geneva

31. Participation rights (3)
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Participation rights (3)
Experts who are not members:
The Chairman of any meeting may invite individual experts as appropriate (Res.1 §2.3.1)
“Observers”
that the ITU Convention encourages the participation of the regional telecommunication organizations in the Union's activities and provides for their attendance at conferences of the Union as observers; … (PP-14 Res.58)
E.g., regional telecom organizations, UN specialized agencies)
Geneva, Jan 2013
10-11 Jan 2013, Geneva

32. ITU-T SG databases & websites

33. ITU-T SG databases and websites
ITU-T Recommendations
Alternative Approval process (AAP)
Liaison Statements
Work programme
Intellectual property rights (IPR)

34. ITU-T Work Programme: Database
Updated internally by the Study Group secretariat
Reflects ITU-T Study Group structure
Reflects ITU-T working methods
Available from each Study Group home page
Output fields can be customized
Linked to all various databases (AAP, IPRs, ITU-T Recs)

35. IPR database & website Updated internally by the TSB secretariat
Contains ITU-T patents only
Allows multi search criteria
Contains three types of patent declaration:
Patent statement
Sofware copyright statement
General patent statement
More information available here:

36. AAP database & website: main principles
Updated internally by SGs secretariat
Allows multi search criteria
AAP text status updated each 15 days (except 1st of January)
Allows online AAP comments submission
Available from each Study Group home page
More information available here:

37. ITU-T Recommendations database & website: main principles
Allows tree view facility
Allows multi criteria search
Displays ITU-T Recommendations history
If any, shows respective:
Implementer's guides, supplements, test signals,
AAP texts,
work items,
IPR
Available from each Study Group home page
Recommendations:

38. ITU-T Liaison Statements: Database
An average of 80 new liaison statements are registered each month, and posted online

39. ITU-T Liaison Statements: Database
Updated internally by the Study Group secretariat
Two kinds of search:
Search by ITU-T Study Group meeting
Full search by incoming or outgoing working groups
Reporting facilities available
Available from each Study Group home page

40. ITU-T SG database websites overview
Work propramme:
IPR:
AAP:
Recommendations:
Liaison Statements:
Search ability
Numerous search criteria
Search capacity on the whole database
Usability
Fields customization
MS Word and Excel reporting facilities
Navigability
databases cross navigation
Traceability
Complete life cycle follow-up (across study periods)
By TSB DB

41. Use of languages in ITU-T

42. SG and TSAG Leadership Tutorial Work Methods & Best Practices
Languages
PP-14 Res.154 “Use of the six official languages of the Union on an equal footing”, resolves “to take all necessary measures to maximize interpretation and the translation of ITU documentation in the six languages on an equal footing, although some work in ITU (for example working groups, study groups, regional conferences) might not require the use of all six languages”
WTSA-16 Resolution 67 on use of languages on an equal footing
Various aspects:
Interpretation at meetings
Translation (written texts)
Other issues
Geneva, Jan 2013
10-11 Jan 2013, Geneva

43. Interpretation at meetings
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Interpretation at meetings
Provided upon request at least one month before the meeting
Full time in TSAG and SG 3 meetings for one meeting room
Closing plenary of the other SG meetings
Full time at WTSAs
In principle not provided for other meetings (e.g. workshops, JCAs, Rapporteur group meetings)
Captioning has been provided for some meetings
Geneva, Jan 2013
10-11 Jan 2013, Geneva

44. Interpretation team rules
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Interpretation team rules
Teams are booked for the “whole day”
3 hr session hr break + 3 hr session
Interpreters work in pairs  they do not need coffee breaks
Exceed “day” by more than 10 minutes, ITU pays all teams another full day
Max: 2 more hours with a 30 min break
For any change to basic agreement, ask interpreter’s OK
Alternatives: ask meeting whether to:
Continue without interpretation (don’t say “continue in English-only”)
Stop meeting short of extra 10 minutes
Geneva, Jan 2013
10-11 Jan 2013, Geneva

45. SG and TSAG Leadership Tutorial Work Methods & Best Practices
Translation
AAP Recommendations
Budget constraints
Summaries are translated and posted
Full English version is published
TAP Recommendations are translated into 6 languages (after Determination but before Decision meeting)
TSAG Reports
Geneva, Jan 2013
10-11 Jan 2013, Geneva

46. Other languages issues
SG and TSAG Leadership Tutorial Work Methods & Best Practices
Other languages issues
ITU-T is a multi-lingual, multi-cultural environment
Speak slowly and clearly
Make it clear when a decision has been made (e.g., bang the gavel)
Set up editorial groups from the start
Some presenters might have to use written notes, therefore:
Allow enough time to react to questions, comments, etc
Ensure that better English-speakers do not dominate discussions
Geneva, Jan 2013
10-11 Jan 2013, Geneva

47. Rights of Member States, Sector Members, Associates and Academia Participants

48. Rights of Member States, Sector Members, Associates and Academia Participants

49. By right, MSs can participate in all activities of the Union
Member states
By right, MSs can participate in all activities of the Union
Right to make contributions to all meetings
Right to vote

50. Sector Members
Right to participate in all activities of ITU-T, including chairing groups
Right to make contributions to all Study Group meetings.
Take part in most consensus-based decisions
Take part in all but the final Member States - only step of TAP and AAP (when needed)
Right to make contributions to all meetings of ITU-T

51. ITU-T Associates (Resolution 31)
Right to participate in the ONE Study Group they have joined and can hold rapporteur and editor positions
Cannot hold chair positions
Right to make contributions to ONE Study Group
Cannot take part in decision-making
Cannot take part in liaison activities
The Associate category is technically not a form of membership

52. ITU Academia (Resolution 169)
Includes academia, universities and their associated research establishments
Right to make contributions to all Study Groups
Can participate in all Study Groups and can hold rapporteur and editor positions
Cannot take part in decision-making
Cannot take part in liaison activities
Authorized under Resolution 169 of the 2010 Plenipotentiary Conference

53. Discussion
BSG
The floor is open!
What are the characteristics and skills of a successful Chairman?
You have reached impasse in the discussion on a particular topic. What can you do?
Your decision has been challenged. What can you do?
How do you prepare for a Study Group Meeting? A WP Meeting?
How do you prepare for a Drafting Session?

54. Thank you! Title Here ITU-T Leadership Meeting @ WTSA-16
Click to edit Master subtitle style
Converting your business from Good to Great.