OVERVIEW OF ENGINEERING MANUAL, Part 2

1. OVERVIEW OF ENGINEERING MANUAL, Part 2 Susan Hoyler TIA, Director Standards Development and Promotion

2. OVERVIEW • Who Can Cast Ballots When • Proper Documentation to Show Comment Resolution • Checklist for Document Submittal for Publication • Normative and Informative References (12.2)

3. Who Can Cast Ballots When • One Company, One Vote (3.2.3.1) • A company which wishes to cast a vote through the TIA balloting system must be a “member in good standing” • A “member in good standing” is an individual who has paid the a la carte participation fee or whose company is a member of TIA • In addition, the individual must have a record in the TIA database AND also register to vote through the online balloting system • Government (3.2.4) • TIA desires and encourages the active participation in its Standards-developing activities of all parties having a direct and material interest in its Standards, including U.S. or other federal, state, and local government entities when they have such a direct and material interest. • TIA policy has always allowed governmental representatives to participate in a “non-voting” capacity at the meeting

4. Who Can Cast Ballots When • Government (3.2.4) • However, if a rep chooses so, he/she can participate in a “voting” capacity at the meeting, provided they pay the a la carte participation fee • In the spirit of one company, one vote, governmental agencies are asked to consolidate their votes if there appears to be an apparent imbalance. This is ascertained on a case-by-case basis. [Groups most affected are TR-8, TR-45] • ANSI Public Review (Standards Action) • see updated explanation on web at http://www.tiaonline.org/standards/sfg/procedures/action.cfm)

5. Proper Documentation • All comments must be addressed in writing and a copy of the email sent to TIA Standards Secretariat • In the case of a negative vote, notification of right to appeal must be included in response letter to the commenter • The company which cast negative vote should submit “Vote change form” (a.k.a. blue card) via the web • Comments received via ANSI public review must also be addressed in the comment resolution.

6. Document Submittal • Staff confirms that there is a written record for all votes cast, and if not contacts submitter. If in order, notes “Editor to Submit Doc.” on web ballot status report • Editor/Chair submits “final” camera ready soft copy via the web-based publication authorization form

7. Document Submittal • CHAIRS!! EDITORS!! Take time and examine your PDF version of the file before submittal!!! Many documents are in poor shape and not suitable for publication! • Recent guidelines issued for editors of commonly found errors. This is a work in process, and an updated version will be issued upon compilation of comments received thus far.

8. ANSI AUDIT FINDINGS • Chairs need to prepare a detailed agenda notifying participants exactly which projects will be addressed, and anticipated actions associated with the various projects • Chairs need to be diligent in having editors properly classify ballot comments (technical or editorial) and documented • Chairs need to issue default ballot when technical comments are accepted as part of comment resolution

9. ANSI AUDIT FINDINGS • Chairs need to accurately document comment resolution in the meeting report so that the auditor can ascertain that a negative comment was given due consideration • Chairs can help emphasize to participants the importance of returning ballots; at present, ballot return on most ballots is marginal

10. QUESTIONS?