draft-SIG-guidelines-201311XX

About this document

 

1.
Definitions

1.1. SIG

Special Interest Groups (SIGs) provide an open public forum to
discuss topics of interest to APNIC and the Internet community in the
Asia Pacific region. SIG sessions are held at APNIC Open Policy
Meetings. Between meetings, discussions continue via subscription-based
SIG mailing lists (archived on the APNIC website). SIGs are open to all
interested participants.

1.2. SIG
charter

A SIG charter is a short description of the SIG's purpose and
related activities.

1.3. BoF

Birds of a Feather meetings (BoFs) are informal meetings
convened for a variety of purposes, such as exchanging information and
discussing new ideas or particular issues. They can be proposed and
convened at short notice and there is no formal requirement to submit
papers or post to mailing lists.

1.4. WG

Working Groups (WGs) focus on a particular work item and exist
only as long as it takes to complete the task(s). A working group is
usually small and consists of volunteers willing to dedicate themselves
to one particular task. They are formed as a result of recommendations
from the SIGs. A Working Group reports back to the SIG that created
it.

1.5.
Chair

A Chair is responsible for coordinating the activities of a
SIG, BoF, or WG. The role of Chair is voluntary.

1.6.
Co-Chair

Co-Chairs work with the Chair to coordinate the activities of a
SIG, BoF, or WG. The role of Co-Chair is voluntary.

1.7.
Consensus

Consensus is achieved when everyone consents to the decision of
the group. The decision may not be everyone's first preference, but is
acceptable to all participants.

2. Special Interest
Groups (SIGs)

2.1. Creating
a SIG

The recommendation to create a new SIG may come from:

• Mailing list discussions
• An existing SIG
• APNIC Member Meeting (AMM) endorsement
• A Birds Of Feather (BOF)

After a new SIG has been recommended, the following steps must
occur:

1. Hold a preliminary BoF
   A new SIG cannot be created unless a BoF has been held. The purpose
   of the BoF is to:
   • Determine interest in the proposed subject
     area
   • Find a person to volunteer as acting Chair
   • Draft a charter for the SIG
2. Seek endorsement at the AMM
   The outcomes of the BoF are reported to the AMM. The report should
   include the draft charter, BoF attendance numbers, the level of
   participant interest, and the nature of the discussions. The AMM
   attendees will be asked to indicate by a show of hands whether there is
   consensus to endorse the formation of the new SIG.
3. Create a mailing list for the SIG
   When the SIG has been endorsed, the APNIC Secretariat will create a
   subscriber-based mailing list for the SIG. Anyone can subscribe to a SIG
   mailing list.
4. Formally issue a call for SIG Chair and Co-Chair positions
   on the mailing list
   The APNIC Secretariat will issue a call for SIG Chair and Co-Chair
   positions according to the procedure described in Section 2.3.3 of this
   document.
5. At the first meeting of the new SIG, endorse the draft
   charter and elect Chair and Co-Chairs
   At the first meeting of the new SIG, the attendees will be asked to
   endorse the proposed charter and to formally elect the Chair and
   Co-Chairs for the SIG.

2.2.
Dissolving a SIG

It is not assumed that a SIG will continue to exist
indefinitely. Each SIG should periodically review its charter to assess
the SIG's usefulness and relevance.

Signs that a SIG may have outlived its purpose
include:

• Lack of discussion on the mailing lists for more than one
  year
• Lack of response to calls for presentations at SIG
  sessions
• Low attendance at SIG sessions

A SIG may be dissolved if the members of the SIG decide that
this is an appropriate course of action and this recommendation is
approved by the AMM. Members of the SIG may make the decision to
dissolve the SIG via the SIG mailing list or at SIG sessions. If a SIG
is dissolved, all associated mailing lists will be closed for
subscription, but the public archives will remain on the APNIC
website.

2.2.1 Hibernating a SIG

If there are no proposals submitted to the SIG for three consecutive SIG sessions, the SIG can be hibernated. The process for hibernation is:

1. The SIG Chair/Co-Chairs will notify the community there is a proposal to put the SIG into hibernation at the following SIG meeting.

2. At that meeting the SIG community will have an option to either:
    a. Put the SIG into hibernation and continue to hold the session in a different format to facilitate information exchange.
        [Note] If option a) is adopted, sessions will continue to be organized under the SIG topic in future APNIC meetings, although it will not be under the SIG format. The dedicated mailing list will continue to be provided.
   b. No longer hold the SIG session and hibernate the SIG without dissolving the SIG.
      This option could be considered only when there are signs that a SIG may have outlived its purpose as described in 2.2 Dissolving a SIG. Instead of dissolving the SIG, the community members have an option of putting the SIG into hibernation. This will allow the SIG to be re-animated as necessary instead of going through the process of creating a SIG from scratch.

2.2.2 Re-animating a hibernated SIG

If a proposal is posted to the SIG to discuss and seek consensus from the community, the SIG will be re-animated, without any formal approval from the community, to facilitate the discussion.
The same criteria as today will apply to judge the relevance of the topic to the SIG.i.e.,the topic must be consistent with the charter of the SIG.
The hibernating SIG Chair/Co-Chair will make the decision to accept or decline a proposal to the SIG.
If a proposal is accepted, the hibernating SIG Chair/Co-Chair will be responsible to re-activate the SIG to facilitate the discussions.
If the hibernating SIG Chair/Co-Chair positions have expired at the time of putting the SIG to sleep, Secretariat will follow the SIG guidelines to elect Chair/Co-Chair.

2.3. SIG Chair and
Co-Chair roles

SIG Chairs and Co-Chairs perform a vital role in managing the
SIGs. The effectiveness of a SIG is dependent on the active
participation of the Chair and the Co-Chair. All SIG Chairs and
Co-Chairs undertake their work on a volunteer basis.

SIG Chairs and Co-Chairs are expected to attend at least one of
the two APNIC meetings held each year. When SIG Chairs and Co-Chairs
attend an APNIC meeting, and a session is held for the SIG, they are
expected to attend that session. SIG Chairs and Co-Chairs must remain
subscribed to the SIG's mailing list for the duration of their
term.

2.4. Chair
responsibilities

The responsibilities of the Chair are listed below:

• Before an APNIC meeting
• • Monitor mailing list discussions
  • Call for presentation proposals on the SIG mailing
    list
  • Read submitted proposals
  • Accept or reject proposals for discussion at the
    forthcoming SIG (and suggest an alternative forum if the topic is not
    relevant to that particular SIG) ^[1]
  • After coordinating with APNIC Secretariat, announce
    policy proposals to mailing list
  • Liaise with speakers as necessary
• At meeting
• • Meet with proposal authors before the SIG
  • • Read the author's slides to familiarise yourself
      with the proposal details (the SIG Chair should already have read the
      proposal text before the meeting)
    • Check if any details in the original version of the
      proposal have been changed in the presentation to be shown in the SIG
      session. If changes have been made, strongly urge the proposal author to
      submit an updated version of the proposal

  • Chair the SIG session (at least one out of every two per
    year)
  • • Create agenda presentation slides for the
      SIG
    • Present slides with SIG open action items. Ask
      parties responsible for action items to report on the action item
      status
    • Encourage active participant involvement
    • Guide the consensus making process (see Appendix 5.1
      for consensus decision- making steps)

  • Meet with EC members before the AMM to discuss proposals
    approved by consensus
  • Read SIG session minutes and make corrections as
    necessary
  • Meet with other SIG Chairs to discuss SIG
    matters
  • Present SIG report to the AMM
• After meeting
• • Send report of SIG session to SIG mailing list:
    • Include policy proposal discussion
      outcomes
    • Include open action items
  • Monitor discussion during the final call for comments
    period
  • Summarise discussion and, following the end of the call
    for comments, post the decision regarding whether the proposal has
    reached consensus. The Chair may delegate tasks to Co-Chairs as
    necessary.

2.5. Co-Chair
responsibilities

Co-Chair tasks include but are not limited to:

• Attending at least one of the two APNIC meetings held each
  year. If SIG sessions are held, SIG Co-Chairs are expected to attend the
  sessions
• Remaining subscribed to the SIG mailing list for the
  duration of their time as Co-Chair
• Monitoring SIG chat-room discussions during the SIG's
  session at APNIC meetings
• Undertaking any of the tasks normally performed by the SIG
  Chair, if requested In the event that a Chair is unavailable to perform
  some of their duties, the Co-Chair will be expected to be the substitute
  as required.

2.6. Electing a Chair or Co-Chair

Chairs and Co-Chairs are elected for a two-year period.
Elections occur yearly. Chair elections and Co-Chair elections occur in
alternate years.

The first official Chair of a new SIG will serve for two years.
The first official Co-Chair position for a new SIG will be open for
election after one year (allowing for the staggered Chair and Co-Chair
election timetable). Subsequent Co-Chairs will serve for a full two-year
term.

More than one Co-Chair may be appointed, at the discretion of
the Chair. The decision to hold an election for more than one Co-Chair
is also at the Chair's discretion. A new Chair or Co-Chair is appointed
using the following process:

1. The APNIC Secretariat sends a call for nominations to the
   SIG mailing list and the apnic-talk@apnic.net mailing list so that the
   widest coverage is received. The call contains:
   • Details of the duties of the position
   • The closing date for nominations (one month after the
     initial call)
   • Where to submit nominations (usually the email address
     of the existing Chair and sig@apnic.net)
   • A request that potential nominees should include a short
     biography and description of their interest

2. Candidates must confirm that they are willing and able to
   commit to the responsibilities associated with the Chair and Co-Chair
   positions.
   If a candidate is not contactable via email, or does not respond, then
   their nomination will not be confirmed. Unconfirmed candidates will not
   be eligible for election to the position of SIG Chair or
   Co-Chair.
3. If at least one nomination is received by the closure date,
   an election must be held.
   • The election must be held at the upcoming SIG session as
     the first item on the agenda
   • Candidates will be invited to give a short
     speech
   • Voting will take place by a count of a show of
     hands
   • Only candidates who are present at the SIG session will
     be included in the vote. If a current Co-Chair stands for the position
     of Chair and is elected, the newly vacant Co-Chair position can be
     filled by one of the remaining candidates for the Chair position or by a
     call for volunteers at the SIG session.
   • Unless new Policy SIG Chairs and Co-Chairs are required
     immediately, there will be a handover period. Outgoing Chairs and
     Co-Chairs are expected to follow proposals reaching consensus at the
     current OPM, to the completion of the Policy Development
     Process.

2.6.1.
Removing a Chair or Co-Chair

If a SIG Chair or Co-Chair does not attend one in every two
APNIC meetings and does not attend the SIG session held at the APNIC
meetings they attend, the Chair or Co-Chair will be removed from their
role. The process of electing a replacement will then begin.

If SIG members do not think that the Chair or Co-Chair is
sufficiently performing their duties, they can express their concerns on
the mailing list or in the SIG session. If there is consensus that the
Chair or Co-Chair is not sufficiently performing their responsibilities,
the Chair or Co-Chair will be removed. The process of electing a
replacement will then begin.

2.6.2.
Resignation of a Chair or Co-Chair

If a SIG Chair resigns, one
of the Co-Chairs will assume the role of Chair until the next Open
Policy Meeting. At least one month prior to the Open Policy Meeting, the
APNIC Secretariat will initiate procedures for electing the new Chair
as described in Section 2.3.3 of this document.

If there is no Co-Chair, the outgoing Chair or the Secretariat
may appoint an acting Chair. If a Co-Chair resigns, the Chair will
follow the procedure for electing a Co-Chair described in Section 2.3.3
of this document.

2.7. SIG
presenters

SIG Chairs will issue a call for proposals for policy and
informational presentations at least two months before an APNIC Open
Policy Meeting.

2.7.1.
Guidelines for presenting a policy proposal

After a minimum of four weeks of discussion on the appropriate
SIG mailing list, the proposal is presented at the appropriate SIG
session at the APNIC Open Policy Meeting. The aim of the presentation is
to assist SIG participants understand the proposal text.

If the proposal author wishes to incorporate changes to the
proposal (perhaps based on the mailing list discussion^[2]), these changes
must be incorporated in both the proposal text and the presentation
slides. Updated versions of policy proposals can be submitted to the SIG
Chair at any time.

2.7.1.1.
Suggested SIG presentation outline

Presentations for proposals
should contain approximately 10 slides, including title and summary
slides. The suggested structure of the slides is as follows:

Slide 1: Title

The first slide should include:

• The name of the proposal and the tracking number given to
  the proposal by the APNIC Secretariat
• The author's name
• The date and location of the meeting

Slide 2: Introduction

• Summarise the background information necessary to understand
  this proposal.

Slides 3-4: Current problems

• Summarise the current status of APNIC policy in this
  area.

Slide 5: Position in other RIR
regions

• If relevant, summarise the status of related policy in other
  RIRs.

Slides 6-7: Proposal

• Briefly state the actual proposal. Explain the reasons for
  the proposed change.

Slide 8: Benefits/Disadvantages

• Summarise the benefits of adopting the new policy, including
  details of the groups that will benefit from the policy.Summarise any
  disadvantages.

Slide 9: Implementation schedule

• Outline the proposed timeframe for implementation (this is
  usually three months from acceptance of the proposal).
• Identify any documents, forms, or procedures that need to
  amended or modified.
• Identify any potential impact on NIRs.

Slide 10: Summary

• Summarise previous slides. Try to describe the main gain to
  be made from changing the policy.

2.7.2. Guidelines for informational
presentations

The requirements for informational presentations are not as
rigid as those for proposal presentations. However, it is suggested that
presenters include a title slide and summary slide. Presenters should
also consider the general presentation hints outlined below in Section
2.4.3.

2.7.3. General
presentation hints

2.7.3.1.
Speaking

The Asia Pacific region includes many different languages and
cultures. English is not the first language for the majority of
participants at APNIC Open Policy meetings, and it is important that
presentations are clear, easy to follow, and concise:

• Speak slowly, even if English is your first
  language
• Use simple sentence structure rather than complex
  phrases
• Try to pause after every slide to give people a chance to
  absorb the material on the slide
• Remember to maintain eye contact with the audience. Avoid
  speaking to the screen or the floor
• Time your presentations before the meeting. Speak out loud
  when you do this

2.7.3.2.
Presentation slides

To help meeting participants understand
your presentation, and to ensure your slides can be read by remote
participants watching the webcast of the session , please:

• Limit each slide to a maximum of four points, or six to
  eight lines. Slides with too much content are difficult to
  understand
• Use large fonts if you include tables or diagrams
• Use font and background colours with good contrast as the
  APNIC uses VGA projectors

3. Working Groups
(WGs)

Working Groups (WGs) are formed as a result of recommendations
from the SIGs and reports back to the SIG that created it. When a
Working Group has completed its task(s), it is closed.

A Working Group is usually small in size and consists of
volunteers willing to dedicate themselves to one particular
task.

Working Groups usually conduct their discussions on the Working
Group's mailing list, but may also request that time be given for
face-to-face discussions at APNIC meetings. The Chair and Co- Chair of a
Working Group help maintain the group's focus on the tasks delegated to
it by the SIG.

4. Birds of a Feather
(BoFs)

Birds of a Feather meetings (BoFs) are informal meetings
convened for a variety of purposes, such as exchanging information and
discussing new ideas or particular issues. They can be proposed and
convened at short notice and there is no formal requirement for
submission of papers or posting to mailing lists.

The APNIC Secretariat issues a call for BoF proposals shortly
before each Open Policy Meeting. There is no formal requirement for
submission of papers or posting to mailing lists. However, the BoF Chair
reports on the results of the BoF at the Member Meeting
session.

BoFs are an important part of the process of forming a new
Special Interest Group (SIG). When a new SIG has been recommended, a
preliminary BoF should be held to determine interest in the proposed
subject area, the readiness of individuals to volunteer as Chair, and to
develop a charter. A new SIG cannot be created unless a BoF has been
held.

5.
Appendices/templates

5.1. Basic steps in
the consensus decision making process

1. A proposal is made.
2. The SIG Chair invites participants to comment on the
   proposal. The Chair encourages discussion about both the pros and cons
   of the proposal. This should happen both on the mailing list and at the
   SIG session of the APNIC Open Policy Meeting.
   1. If there is little or no comment for or against the
      proposal, the Chair needs to assess the level of interest in the
      proposal. Perhaps the community does not believe a problem exists, or,
      alternatively, the participants are hesitant to begin discussion. The
      Chair may ask for a show of hands indicating:
   2. Those for the proposal
   3. Those against the proposal (or individual elements of
      the proposal)
   4. Those who have no opinion on the proposal

The show of hands is not a vote. It is a way of broadly gauging
opinion.

If the majority of the participants indicate that they have no
opinion, the Chair and the proponent should work to stimulate discussion
about the proposal. The Chair may ask the proponent to restate the
problem the proposal attempts to solve. If the participants do not
believe that the problem is real, or significant, the Chair should ask
the proponent to reconsider the need for the proposal.

1. If comments are all in favour of the proposal and there are
   no objections, the Chair can assume consensus.
2. If there are objections, the Chair can ask the dissenters to
   decide if their objections are:

i. Minor
objections

If the proposal goes forward, the dissenters believe that some
problems may occur for some members in the group.

The participants should work together to see if the proposal
can be modified to overcome these minor objections. However, it is not
always possible to overcome these objections. If this is the case, the
Chair should ask the dissenters if they are prepared to acknowledge that
the overall advantages of the proposal outweigh their objections and if
the dissenters are willing to stand aside.

ii. Major
objections

If the proposal goes forward, the dissenters believe that major
problems will occur for parts of the community and that the proposal
cannot be adopted in its current format.

The Chair should devote sufficient time for participants to
discuss ways to overcome major objections. As in the case of minor
objections, participants, including the proponent, should work together
to develop solutions that overcome the objections.

The process of working together to create a proposal acceptable
to all participants may take more than one meeting phase. It is
possible that the community may consider an issue to be important, but
not be able to reach consensus on the proposed solution during one
meeting. When this happens, the Chair should encourage the proponent and
the community to continue discussion and develop a more widely accepted
proposal to be presented at the following meeting.