Content for TR 21.900 Word version: 18.1.0
8 E-mail decisions
8.1 E-mail drafting phase
8.2 E-mail decision declaration
8.3 Status reporting
8.4 Decision announcement
8.5 Timing
8.6 General
8 E-mail decisions p. 38
WGs may apply e-mail decision procedures for decisions they are entitled to take, as defined by superior bodies (e.g. on specifications, CRs, Liaison statements, etc.). Each WG may set its rules for making e-mail decisions, however, it is required that:
- the rules are clearly defined and documented;
- a delegate having participated in plenary meetings is able to identify that he has possibly missed an e-mail relevant to e-mail decision.
8.1 E-mail drafting phase p. 38
An e-mail drafting session can be launched, either on a dedicated exploder list as a cybermeeting or as an informal discussion between interested delegates. Objectives can extend from debating an existing contribution, a Liaison Statement or a Change Request to progressing the service requirements of a specific Work Item and involving one or more Working Groups.
In case of "cybermeeting", the Chair of the discussions shall issue an un-ambiguous guideline including:
- the objectives and agenda of the meeting;
- input document(s) to be clearly specified;
- start date and end date of the debates;
- afterwards, summary of results of the "cybermeeting".
8.2 E-mail decision declaration p. 38
Authority for an e-mail decision to take place should usually be agreed at plenary meeting. If this is not possible, there shall be a clear notification (i.e. status report) indicating that there will be an e-mail decision. This notification shall be sent on the main mailing lists indicating the mailing list where the discussion will take place (TSG, WG or SWG list). Target and timeframe shall be clearly indicated. A permanent Chair (i.e. WG Chair or Vice Chair) shall be nominated, who will be responsible for managing the e-mail decision procedure, including initiation, monitoring and announcing when it is complete.
8.3 Status reporting p. 38
During the e-mail decision period, there shall be a clear message stating what the status of each open item is. It is recommended to have a weekly summary of the status of all items, from the previous plenary listing:
- the name of the open item;
- the name of the responsible delegate;
- time left for comments before the deadline & expiration date;
- current work versions of documents: Tdoc number, CR number, Revision number;
- status (Debate ongoing, Agreed, Postponed, Rejected, ...).
8.4 Decision announcement p. 39
When a decision is made (Agreed, rejected, postponed…) a clear notification on what has been agreed shall be sent on the main mailing lists of the relevant groups.
8.5 Timing p. 39
E-mail decision procedure should start at the latest 3 weeks before relevant plenary:
- the e-mail decision period is two weeks (one status report required);
- the procedure shall be completed one week before the relevant TSG, WG or SWG plenary, due to practical arrangements.
8.6 General p. 39
- in exceptional cases when the procedure cannot be followed a clear notice from Chair is required;
- e-mails on mailing lists shall contain a subject with meaningful keywords, e.g. SA1 Tdoc xxx on Charging and/or 22xxx CR012r4;
- if there are no comments during the allowed period, agreement is granted automatically;
- status reports to higher level body meetings, should be e-mailed to the-mailing list one week before the meeting. This allows delegates a final possibility to review the progress in the last period.
