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SIG Guidelines
About this document ——————————————————————–
APNIC Document identity
This is a working document. It will be reviewed frequently and updated Title: APNIC SIG Guidelines
as processes are refined.
Table of Contents Short title: sig-guidelines
Document ref: APNIC-128
Version 002
Date of original publication: xx October 2016
Date of current version: TBD
Review scheduled: n/a
Obsoletes: 001
Status: Draft
Comments: Document review recommendations (2020)
———————————————————————
Table of Contents
1. Definitions 1. Definitions
1.1. SIG 1.1 SIG
1.2. SIG charter 1.1.1 SIG Charter
1.3. BoF 1.2 WG
1.4. WG 1.3 BoF
1.5. Chair 1.4 Chair
1.6. Co-Chair 1.5 Co-Chair
1.7. Consensus 1.6 Consensus
2. Special Interest Groups (SIGs) 2. Special Interest Groups (SIGs)
2.1. Creating a SIG 2.1 Creating a SIG
2.2. Dissolving a SIG 2.2 Dissolving a SIG
2.3. SIG Chair and Co-Chair roles 2.3 SIG Chair and Co-Chair roles
2.4. Chair responsibilities 2.3.1 Chair responsibilities
2.5. Co-Chair responsibilities 2.3.2 Co-Chair responsibilities
3. Chair or Co-Chair Elections
2.6. Electing a Chair or Co-Chair 4. Working Groups (WGs)
2.6.1. Removing a Chair or Co-Chair 5. Birds of a Feather (BoFs)
2.6.2. Resignation of a Chair or Co-Chair 6. SIG Presenters
6.1 General presentation hints
2.7. SIG presenters 7. Code of conduct
2.7.1. Guidelines for presenting a policy proposal 8. Procedure for changing these guidelines
2.7.1.1. Suggested SIG presentation outline
2.7.2. Guidelines for informational presentations
2.7.3. General presentation hints
2.7.3.1. Speaking
2.7.3.2. Presentation slides
3. Working Groups (WGs)
4. Birds of a Feather (BoFs)
5. Appendices/templates
5.1. Basic steps in the consensus decision making process
1. Definitions 1. Definitions
1.1. SIG 1.1 SIG
Special Interest Groups (SIGs) provide an open public forum to discuss topics
Special Interest Groups (SIGs) provide an open public forum to discuss of interest to APNIC and the Internet community in the Asia Pacific region.
topics of interest to APNIC and the Internet community in the Asia SIG forum (in case of Policy SIG, Open Policy Meeting (OPM)) are held at
Pacific region. SIG sessions are held at APNIC Open Policy Meetings. APNIC Conferences. Between SIG forums, discussions continue via subscription-based SIG mailing lists
Between meetings, discussions continue via subscription-based SIG (archived on the APNIC website). SIGs are open to all interested participants.
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 1.1.1 SIG Charter
long as it takes to complete the task(s). A working group is usually A SIG charter is a short description of the SIG�s purpose and related activities.
small and consists of volunteers willing to dedicate themselves to one The AGM/AMM must reach consensus on any new or altered SIG Charter.
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 1.2 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. A Working Group
reports back to the body that created it.
A Chair is responsible for coordinating the activities of a SIG, BoF, 1.3 BoF
or WG. The role of Chair is voluntary. 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.
1.6. Co-Chair 1.4 Chair
A Chair is responsible for coordinating the activities of a SIG, BoF, or WG. The
role of Chair is voluntary.
Co-Chairs work with the Chair to coordinate the activities of a SIG, 1.5 Co-Chair
BoF, or WG. The role of Co-Chair is voluntary. 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 1.6 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.
For more information refer to APNIC Policy Development Process here
https://www.apnic.net/about-apnic/corporate-documents/documents/policy-development/development-process/
Consensus is achieved when everyone consents to the decision of the 1.7 AGM/AMM
group. The decision may not be everyone�s first preference, but is APNIC General Meeting (AGM) is held at APRICOT/APNIC conference and APNIC Member Meeting (AMM)
acceptable to all participants. is held at APNIC standalone conference. APNIC Executive Council(EC) elections take place at
the AGM and NRO NC elections take place at the AMM.
2. Special Interest Groups (SIGs) 2. Special Interest Groups (SIGs)
2.1. Creating a SIG 2.1 Creating a SIG
The recommendation to create a new SIG may come from: The recommendation to create a new SIG may come from:
– Mailing list discussions
Mailing list discussions – An existing SIG
An existing SIG – AGM/AMM endorsement
APNIC Member Meeting (AMM) endorsement – A BoF
A Birds Of Feather (BOF)
After a new SIG has been recommended, the following steps must occur: 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
Hold a preliminary BoF 2. Seek endorsement at the AGM/AMM
A new SIG cannot be created unless a BoF has been held. The The outcomes of the BoF are reported to the AGM/AMM. The report should include the draft
purpose of the BoF is to: charter, BoF attendance numbers, the level of participant interest, and the nature of
the discussions. The AGM/AMM attendees will be asked to indicate by a show of hands
whether there is consensus to endorse the formation of the new SIG.
Determine interest in the proposed subject area 3. Create a mailing list for the SIG
Find a person to volunteer as acting Chair When the SIG has been endorsed, the APNIC Secretariat will create a subscriber-based
Draft a charter for the SIG mailing list for the SIG. Anyone can subscribe to a SIG mailing list.
Seek endorsement at the AMM The outcomes of the BoF are reported to 4. Formally issue a call for SIG Chair and Co-Chair positions on the mailing list
the AMM. The report should include the draft charter, BoF attendance The APNIC Secretariat will issue a call for SIG Chair and Co-Chair positions according
numbers, the level of participant interest, and the nature of the to the procedure described in Section 3 of this document.
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.
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.
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.
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 5. At the first forum of the new SIG, endorse the draft charter and elect Chair
At the first forum of the new SIG, the attendees will be asked to endorse the proposed
charter and to formally elect the Chair for the SIG.
It is not assumed that a SIG will continue to exist indefinitely. Each 2.2 Dissolving a SIG
SIG should periodically review its charter to assess the SIG�s It is not assumed that a SIG will continue to exist indefinitely. Each SIG should
usefulness and relevance. periodically review its charter to assess the SIG�s usefulness and relevance.
Signs that a SIG may have outlived its purpose include: 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 forums
– Low attendance at SIG forums
Lack of discussion on the mailing lists for more than one year A SIG may be dissolved if the members of the SIG decide that this is an appropriate
Lack of response to calls for presentations at SIG sessions course of action and this recommendation is approved by the AGM/AMM. Members of the
Low attendance at SIG sessions SIG may make the decision to dissolve the SIG via the SIG mailing list or at a SIG
forum.
A SIG may be dissolved if the members of the SIG decide that this is If a SIG is dissolved, all associated mailing lists will be closed for subscription,
an appropriate course of action and this recommendation is approved by but the public archives will remain on the APNIC website.
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 2.3 SIG Chair and Co-Chair roles
subscription, but the public archives will remain on the APNIC website. 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.
2.3. SIG Chair and Co-Chair roles SIG Chairs and Co-Chairs are expected to attend at least one of the two APNIC Conferences
held each year. The APNIC Secretariat provides Travel Support for SIG Chairs to meet these
obligations.
SIG Chairs and Co-Chairs perform a vital role in managing the SIGs. https://www.apnic.net/community/participate/sigs/sig-guidelines/sig-chair-travel-policy/
The effectiveness of a SIG is dependent on the active participation of Note: Any amendments to the SIG Chair Travel Support is at the sole discretion of the APNIC EC.
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 When SIG Chairs and Co-Chairs attend an APNIC Conference, and a forum is held for the
two APNIC meetings held each year. When SIG Chairs and Co-Chairs SIG, they are expected to attend that forum. SIG Chairs and Co-Chairs must remain
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. subscribed to the SIG�s mailing list for the duration of their term.
The roles of the Chair and Co-Chair are listed below: The roles of the Chair and Co-Chair are listed below:
– Responsible for facilitating discussions at the SIG, with respect to bottom-up and
inclusive spirit, so that SIG participants are comfortable to express their opinions.
– To accommodate all newly expressed opinions, relevant to the discussions topics at
the SIG to be heard.
– Before making a consensus decision at the SIG forum, explain to the participants
what the question is or decision to be made, and open up the floor for the participants
to express their opinions.
– To consider all opinions expressed in a balanced manner, before making the consensus
decision.
– The consensus decision must be shared with the SIG participants. When reporting to
the AGM/AMM about consensus decisions at the SIG, information should be consistent
with what was shared with the SIG participants.
Responsible for facilitating discussions at the SIG, with respect 2.3.1 Chair responsibilities
to bottom-up and inclusive spirit, so that SIG participants are In addition to the roles described in Section 2.3 above, the administrative responsibilities
comfortable to express their opinions. of the Chair and Co-Chair are listed below:
To accommodate all newly expressed opinions, relevant to the
discussions topics at the SIG to be heard.
Before making a consensus decision at the SIG, explain to the
participants what the question is or decision to be made, and open up
the floor for the participants to express their opinions.
To consider all opinions expressed in a balanced manner, before
making the consensus decision.
The consensus decision must be shared with the SIG participants.
When reporting to the AGM about consensus decision at the SIG,
information should be consistent with what was shared with the SIG
participants.
2.4. Chair responsibilities Before an APNIC Conference
– Monitor mailing list discussions
– Call for presentations (or Policy proposals if Policy SIG) on the appropriate mailing list
– Read or review submitted proposals or presentations
– Accept or reject proposals or presentations for discussion at the forthcoming SIG forum
(and suggest an alternative forum if the topic is not within SIG charter)
In addition to the roles described in Section 2.3, the administrative The Chair may decide that a proposal or presentation is not suitable for discussion at the
responsibilities of the Chair and Co-Chair are listed below: forthcoming SIG forum if:
– the proposal or presentation is out of scope for the SIG charter
– The proposal or presentation is insufficiently developed to be the basis for a useful
discussion
– The agenda has already been filled by topics of greater priority
– In case of policy proposals, after coordinating with APNIC Secretariat, announce the
proposals to Policy SIG mailing list
– Liaise with speakers as necessary
– Coordinate with APNIC Secretariat to publish the SIG forum (or OPM if Policy SIG) agenda
Before an APNIC meeting At APNIC Conference
Monitor mailing list discussions In case of Policy SIG, Chairs
Call for presentation proposals on the SIG mailing list – Should meet with proposal authors before the Open Policy Meeting (OPM)
Read submitted proposals – Read the author�s slides to familiarise themselves with the proposal details (the SIG Chair(s)
Accept or reject proposals for discussion at the forthcoming SIG should already have read the proposal text before the OPM or forum)
(and suggest an alternative forum if the topic is not relevant to – Check if any details in the latest original version of the proposal have been changed in the
that particular SIG) [1] presentation to be shown in the Open Policy Meeting (OPM). If changes have been made, ensure
After coordinating with APNIC Secretariat, announce policy the proposal author submits an updated version of the proposal before the OPM
proposals to mailing list – Chair the SIG forum or OPM (at least one out of every two per year)
Liaise with speakers as necessary – Create agenda presentation slides for the SIG forum or OPM
At meeting – Present slides with SIG open action items (if any). Ask parties responsible for action items
Meet with proposal authors before the SIG to report on the action item status
Read the author�s slides to familiarise yourself with the – Encourage active participant involvement
proposal details (the SIG Chair should already have read the proposal – Confer with Co-Chairs and report any decisions they have reached to the OPM or SIG forum
text before the meeting) – In case of Policy SIG, Chairs meet with EC members and NRO NC before the AGM/AMM to discuss
Check if any details in the original version of the policy proposals approved by consensus
proposal have been changed in the presentation to be shown in the SIG – Present OPM or SIG forum report to the AGM/AMM
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 After APNIC Conference
In case of Policy SIG, Chairs
– Send policy proposal outcomes to Policy SIG mailing list:
– Monitor discussion during the comment period
– Following the end of the comment period, post the decision regarding whether the proposal
has maintained consensus.
– The Chair may delegate tasks to Co-Chairs as necessary.
2.3.2 Co-Chair responsibilities
Co-Chair tasks include but are not limited to: Co-Chair tasks include but are not limited to:
– Attending at least one of the two APNIC Conferences held each year. If SIG forums or OPM
are held, SIG Co-Chairs are expected to attend the forum or OPM
– Remaining subscribed to the SIG mailing list for the duration of their time as Co-Chair
– Monitoring SIG chat-room discussions and Q&As during the SIG forum or OPM at APNIC Conferences
– 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.
Attending at least one of the two APNIC meetings held each year. 3. Chair or Co-Chair Elections
If SIG sessions are held, SIG Co-Chairs are expected to attend the Chairs and Co-Chairs are elected for a two-year period. Elections occur yearly at APNIC standalone
sessions conference. Chair elections and Co-Chair elections occur in alternate years.
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. If a current Chair/Co-Chair resigns or is removed before
the end of the term, the successor will take over the remaining term
of the position, and not the regular term (two years).
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
at the Chair�s discretion. The community may also decide to open up a
second Co-Chair position for election, based on consensus at the SIG.
A new Chair or Co-Chair is appointed using the following process:
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
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.
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 (as described in Sections 2.3, 2.4 and 2.5),
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 The first official Chair of a new SIG will serve for two years. The first official Co-Chair
made from changing the policy. 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. If a current Chair/Co-Chair resigns or is removed before the end of the term, the successor
will take over the remaining term of the position, and not the regular term (two years).
2.7.2. Guidelines for informational presentations 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 at the Chair�s discretion. The community may also decide
to open up a second Co-Chair position for election, based on consensus at the OPM or SIG forum.
The requirements for informational presentations are not as rigid as A new Chair or Co-Chair is elected using the following process:
those for proposal presentations. However, it is suggested that 3.1 The APNIC Secretariat sends a call for nominations to the SIG mailing list and
presenters include a title slide and summary slide. Presenters should the apnic-talk@apnic.net mailing list so that the widest coverage is received.
also consider the general presentation hints outlined below in Section 2.4.3.
2.7.3. General presentation hints 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 by online form)
– A request that potential nominees should include a short biography and description of their interest
2.7.3.1. Speaking 3.2 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.
The Asia Pacific region includes many different languages and 3.3 If more than one nomination is received by the closure date, an election must be held. If
cultures. English is not the first language for the majority of there is only one candidate, the community should demonstrate consensus support for the candidate.
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 3.4 The election will be held online using the same voting system as APNIC EC and NRO NC elections.
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 3.4.1 Nominations
– Nominations are managed by the APNIC Secretariat.
– Any individual residing within the Asia service region may be nominated, except for staff members of any
Regional Internet Registry (RIR). Self-nominations are permitted.
– Nominees must meet the same eligibility criteria as the voters in Section 3.4.3
– Nominees will be invited to provide a recorded video �candidate statement� to publish on the conference website.
To help meeting participants understand your presentation, and to 3.4.2 Nomination period
ensure your slides can be read by remote participants watching the Nominations will open five (5) weeks before the APNIC conference and close four (4) weeks after the initial call.
webcast of the session , please: A reminder may be sent seven (7) days before the nominations close date.
Limit each slide to a maximum of four points, or six to eight All nominations will be listed on the APNIC conference website after the APNIC Secretariat confirms the nominee
lines. Slides with too much content are difficult to understand is willing and able to fulfil the role and obligations in Sections 2.3, 2.3.1 and 2.3.2 of this document.
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) 3.4.3 Voting eligibility
To take part in SIG election online voting, an individual must meet the following two criteria to vote:
1. Registered for the current conference with the registration form submitted before the start of the current conference.
2. Registered and attended at least one of the past eight (8) APRICOT or APNIC standalone conferences within the last four (4) years (not including the current conference).
Working Groups (WGs) are formed as a result of recommendations from Eligible registered attendees will vote online in the SIG elections using their APNIC Login. They will be entitled
the SIGs and reports back to the SIG that created it. When a Working to one vote using the online voting system. Verification of an individual’s entitlement to vote against official
Group has completed its task(s), it is closed. records will be used where necessary.
A Working Group is usually small in size and consists of volunteers 3.4.5 Voting period
willing to dedicate themselves to one particular task. Online voting for eligible registered attendees will open two (2) hours after the start of the APNIC conference and will close
at the end of the lunch break on the last day of the APNIC conference and before the start of the AMM.
Working Groups usually conduct their discussions on the Working 3.4.6 Voting Administration
Group�s mailing list, but may also request that time be given for face- APNIC Secretariat staff will administer the voting process and answer any queries from voters.
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) 3.4.7 Election results
SIG online election results will be announced at the AMM. APNIC Secretariat staff or the Election Chair appointed for
the NRO NC elections will announce the SIG election results. Election results will also be published on the conference website.
Birds of a Feather meetings (BoFs) are informal meetings convened for 3.4.8 Announcements
a variety of purposes, such as exchanging information and discussing Where applicable, announcements regarding the SIG elections will be posted to the conference website, SIG, and apnic-talk mailing lists.
new ideas or particular issues. They can be proposed and convened at The SIG Chair or APNIC Secretariat staff will present information on online voting as the first item of the OPM or SIG forum agenda.
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 3.4.9 Dates and Times
each Open Policy Meeting. There is no formal requirement for SIG online election dates and times will be same as the APNIC standalone conference location timezone and represented in UTC format.
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 3.5 If a current Co-Chair stands for the position of Chair and is elected, the newly vacant Co-Chair
Interest Group (SIG). When a new SIG has been recommended, a position can be filled by one of the remaining candidates for the Chair position or by a call
preliminary BoF should be held to determine interest in the proposed for volunteers at the OPM or SIG forum.
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 3.6 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.
5.1. Basic steps in the consensus decision making process 3.7 Removing a Chair or Co-Chair
If a SIG Chair or Co-Chair does not attend one in every two APNIC Conferences and does not
attend the SIG forum held at the APNIC Conference, the Chair or Co-Chair will be removed
from their role. The process of electing a replacement will then begin.
A proposal is made. If SIG members do not think that the Chair or Co-Chair is sufficiently performing their duties
The SIG Chair invites participants to comment on the proposal. The (as described in Sections 2.3, 2.3.1 and 2.3.2), they can express their concerns on the mailing
Chair encourages discussion about both the pros and cons of the list or in the OPM or SIG forum. If there is consensus that the Chair or Co-Chair is not
proposal. This should happen both on the mailing list and at the SIG sufficiently performing their responsibilities, the Chair or Co-Chair will be removed. The process
session of the APNIC Open Policy Meeting. of electing a replacement will then begin.
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:
Those for the proposal
Those against the proposal (or individual elements of the
proposal)
Those who have no opinion on the proposal
The show of hands is not a vote. It is a way of broadly gauging 3.8 Resignation of a Chair or Co-Chair
opinion. If a SIG Chair resigns, one of the Co-Chairs will assume the role of “Acting Chair” until the next
OPM/SIG forum. At least one month prior to the APNIC Conference, the APNIC Secretariat will
initiate procedures for electing the new Chair as described in Section 3 of this document.
If the majority of the participants indicate that they have no If there is no Co-Chair, the outgoing Chair or the Secretariat may appoint an “Acting Chair”. If
opinion, the Chair and the proponent should work to stimulate a Co-Chair resigns, the Chair will follow the procedure for electing a Co-Chair described in
discussion about the proposal. The Chair may ask the proponent to Section 3 of this document.
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.
If comments are all in favour of the proposal and there are no 4. Working Groups (WGs)
objections, the Chair can assume consensus. A Working Group (WG) is formed to perform a specific task and report back to the body that created
If there are objections, the Chair can ask the dissenters to it. When a Working Group has completed its task(s), it is closed.
decide if their objections are:
i. Minor objections 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 Conferences.
The Chair and Co- Chair of a Working Group help maintain the group�s focus on the tasks delegated to
it by the body that created it.
If the proposal goes forward, the dissenters believe that some Working Group Chairs may be elected using the process in Section 3 or may be appointed by the Chair
problems may occur for some members in the group. of the body that created it.
The participants should work together to see if the proposal can be 5. Birds of a Feather (BoFs)
modified to overcome these minor objections. However, it is not always Birds of a Feather meetings (BoFs) are informal meetings convened for a variety of purposes, such as
possible to overcome these objections. If this is the case, the Chair exchanging information and discussing new ideas or particular issues. They can be proposed and convened
should ask the dissenters if they are prepared to acknowledge that the at short notice and there is no formal requirement for submission of papers or posting to mailing lists.
overall advantages of the proposal outweigh their objections and if
the dissenters are willing to stand aside.
ii. Major objections The APNIC Secretariat accepts BoF proposals before each APNIC Conference. There is no formal requirement
for submission of papers or posting to mailing lists. However, the BoF Chair/Moderator reports on the
results of the BoF at the AGM/AMM.
If the proposal goes forward, the dissenters believe that major BoFs are an important part of the process of forming a new Special Interest Group (SIG). When a new
problems will occur for parts of the community and that the proposal SIG has been recommended, a preliminary BoF should be held to determine interest in the proposed subject
cannot be adopted in its current format. 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. Sometimes the BoF may have to convene more than once to determine
interest and participation in the proposed subject.
The Chair should devote sufficient time for participants to discuss 6. SIG presenters
ways to overcome major objections. As in the case of minor objections, SIG Chair(s) will issue a call for presentations at least two months before an APNIC Conference.
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 6.1 General presentation hints
participants may take more than one meeting phase. It is possible that 6.1.1 Speaking
the community may consider an issue to be important, but not be able The Asia Pacific region includes many different languages and cultures. English is not the first
to reach consensus on the proposed solution during one meeting. When language for the majority of participants at APNIC Conference, and it is important that presentations
this happens, the Chair should encourage the proponent and the are clear, easy to follow, and concise:
community to continue discussion and develop a more widely accepted – Speak slowly, even if English is your first language
proposal to be presented at the following meeting. – 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 forum. Speak out loud when you do this
[1] The Chair may decide that a proposal is not suitable for 6.1.2 Presentation slides
discussion at the forthcoming SIG session if: To help conference participants understand your presentation, and to ensure your slides can be read by
remote participants watching the webcast of the conference, 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
The proposal is out of scope for the SIG 7. Code of conduct
The proposal is insufficiently developed to be the basis for a APNIC coordinates many community activities, including conferences, meetings, trainings, workshops,
useful discussion social events and digital platforms. These are organized for the benefit of all participants and
The agenda has already been filled by topics of greater priority are intended to be valuable and enjoyable to all. A Community Code of Conduct explains expectations
for anyone participating in these events and platforms, including delegates, guests, speakers,
contributors, commenters, APNIC staff and all others involved. It applies not only to physical events,
but also to remote participants, online meeting spaces and digital platforms.
https://www.apnic.net/events/apnic-community-code-of-conduct/
[2] In the weeks before the meeting, proposal authors should subscribe 8. Procedure for changing these guidelines
to the appropriate SIG mailing list to follow the discussion about the As these guidelines affect the running of all APNIC SIGs, Working Groups, BoFs and the Policy Development
proposal. This allows authors the chance to incorporate feedback in a Process, any changes must reach consensus among participants of all SIGs.
new version of the proposal to be presented at the APNIC meeting.
Note: Remember that the discussion at the meeting is not the end of If a proposal is made to change the SIG Guidelines, the following steps would demonstrate consensus and
the proposal process. Proposals that reach consensus at the meeting implement the change.
are sent to the appropriate SIG mailing list for a final eight-week 1. A proposal, using the policy proposal template, will be posted to the mailing list for all SIGs at
discussion period.During this final discussion period, the community least four weeks prior to a joint SIG forum at an APNIC Conference. Refer to
may continue to raise objections. If, the proponent is not subscribed https://www.apnic.net/about-apnic/corporate-documents/documents/policy-development/development-process/
to and actively following the appropriate SIG mailing list, the 2. One Chair for each SIG will form a panel of Chairs to guide the joint SIG forum and determine the
proponent will not be able to respond to community objections. In outcome.
cases where the proponent does not respond to objections in the eight- 3. Following presentation of the proposal and community discussion, the Chairs will determine if the
week comment period, the Chair may have no choice but declare that community has reached a consensus on the change. Refer to
consensus has not been reached. https://www.apnic.net/about-apnic/corporate-documents/documents/policy-development/development-process/
4. One of the SIG Chairs will report the outcome to the AGM/AMM for its consideration.
5. If consensus is reached at the AGM/AMM, the Secretariat will make changes in accordance with the
Document Editorial Policy.
<https://www.apnic.net/about-apnic/corporate-documents/documents/policy-development/editorial-policy/>
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