2005 INCITS Technical Committee Officers Symposium

1
2005 INCITS Technical Committee Officers
Symposium

• Las Vegas, Nevada
• International Issues
• Jennifer Garner, INCITS Secretariat

2
International Issues

• At INCITS management committee (EB, SDB and SPB)
  meetings over the past year, some international
  issues have been identified for additional
  consideration by INCITS Subgroup officers...

3
International Issues

• US National Body Hosting of JTC 1 Subcommittee
  and ISO Technical Committee plenary meetings
• US National Body candidates for international
  offices
• US Head of Delegation reports
• Visas for foreign delegates to US-hosted meetings

4
US Hosting of Plenary Meetings
5

US Process and Requirements

• US hosting process and requirements are detailed
  in document in050119 (http//www.incits.org/archiv
  e/2005/in050119/in050119.htm)
• Tentative offers for the US to host future SC or
  TC meetings may be made at a meeting by the US
  Head of Delegation, contingent upon subsequent
  approval by the INCITS Executive Board, followed
  by submission of a formal invitation from ANSI as
  the US National Body.

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General Hosting Requirements

• The SC or TC TAG Administrator should receive a
  statement from a responsible manager from the
  organization hosting the meeting with a statement
  of management commitment that the following
  provisions will be met

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General Hosting Requirements

• meeting rooms
• clerical support and copying
• appropriate printers and workstations
• refreshments both in the morning and the
  afternoon
• a reserved block of rooms at a hotel, or a
  listing of hotels in the area and their telephone
  numbers
• an information package that includes
  transportation to and from the airport, local
  transportation, local restaurants, etc.
• the contact person's name, address, telephone
  number, fax, and email
• any customary social event.

8
General Hosting Requirements

• Note Under no circumstances should a meeting be
  held where attendance of any international
  delegate could be questioned by a security
  sensitive host.

9
US Review and Approval Process

• The responsible US SC or TC TAG Administrator
  shall submit all necessary documentation (i.e.,
  financial responsibility for hosting) proposing
  US sponsorship of meetings to the INCITS
  Secretariat.
• US offers to host JTC 1/SC or ISO/TC plenary
  meetings must be submitted to the INCITS
  Secretariat at least eight months prior to the
  international meeting for review and approval by
  the INCITS Executive Board.  

10
US Review and Approval Process

• Offers to host that are not submitted at least
  eight months in advance of the international
  meeting will not be approved.
• The INCITS Secretariat shall circulate the
  proposal to the Executive Board for vote. Once
  approved by the Executive Board, the invitation
  shall be submitted to ANSI for subsequent
  processing. 

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US Candidates for International Offices
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US Nomination Process

• The US process for nomination of US candidates to
  serve as ISO and JTC 1 officers is detailed in
  the INCITS/RD-2, Section 5.7.8
• (http//www.incits.org/rd2/sect5.htm5.7.8)

13
US Nomination Process

• INCITS Secretariat issues call for US candidates
  to members of the corresponding US TAG.
• Volunteers provide required documentation
• Statement of experience
• Statement of management support
  (letterhead/signature)
• Statement of US domicile

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US Nomination Process

• Upon close of call, slate of candidates submitted
  to appropriate US TAG to conduct endorsement vote
  results of US TAG vote forwarded to INCITS
  Secretariat.
• INCITS EB ballot is issued with slate of
  candidates and results of US TAG vote.

15
Membership/Participation Requirements

• Chairs and Conveners shall be representatives of
  voting members of the appropriate US TAG,
  although they need not be principal or alternate
  representatives.
• US Chairs and Conveners shall not serve
  concurrently as members of US delegations to the
  SC, TC or WG to which they are appointed.

16
Succession Planning

• US held Chairmanships of JTC 1 Subcommittees was
  discussed at the January 2005 SPB meeting. It
  was agreed that succession planning would be
  useful to ensure continuity of US leadership.
• The JTC 1 Directives specify that SC Chairmen are
  permitted to serve two terms and in special
  circumstances, a Chairs term may be extended due
  to special circumstances.

17
Succession Planning

• List of US Chairs whose current terms would
  expire in 2005 or 2006 was reviewed

18
Succession Planning
19
Succession Planning

• It was noted that two current US Chairs () are
  not eligible to serve another term.
• TC Chairs and US TAG Administrators have been
  notified that when a US candidate is put forward
  for extension of a second term, a detailed
  explanation of the special circumstances should
  be provided.
• TCs are asked to plan for providing US candidates
  to serve as international officers in advance of
  term expirations.

20
US Head of Delegation (HoD) Reports
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Role of US Head of Delegation (HoD)

• Appointed by and serves at pleasure of respective
  US TAG Chair.
• Serves as chief US spokesperson at international
  meetings and is responsible for coordinating
  activities of US delegation in attendance.
• Arranges and conducts US delegation caucuses and
  assignments.
• Prepares US HoD report for SC and TC level
  plenaries.

22
HoD Report

• HoD report template is available at
• (http//www.incits.org/hodrpt2.zip)
• HoD report to be submitted to INCITS Secretariat
  and ANSI ISO Team within one month of SC or TC
  level meetings.
• INCITS EB reviews US HoD reports for items of
  potential interest/concern in its role as
  management body and US TAG to JTC 1.

23
Visas for Foreign Delegates to US-hosted Meetings
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Notification of Visa Issuance Problems

• Following January 2005 SPB meeting, information
  forwarded to TCs and SC TAGs regarding ANSI
  notification of visa issuance problems for
  foreign delegates to US-hosted meetings (document
  in050123).
• US TAGs experiencing problems requested to
  document issues and notify INCITS Secretariat so
  information can be forwarded to ANSI.

25
ANSI Actions to Address Problem

• ANSI staff working with State Department
  officials to improve process for standards
  participants to obtain entry visas to attend
  standards meetings in US.
• Reporting mechanism developed to gather
  information on difficulties in obtaining visas
  for standards meeting participants. Information
  will be forwarded to State Department personnel
  to investigate problem and/or expedite visa
  issuance.

26
ANSI Guidance Document

• As announced on March 4, 2005, ANSI issued
  guidance document on US visa requirements for IEC
  and ISO delegates
• http//public.ansi.org/ansionline/Documents/Standa
  rds20Activities/International20Standardization/G
  eneral20Information/U.S.20Visa20System.pdf)
• Provides understanding of US visa system process
  and links to embassy/consulate resources.

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Official Invitations

• Representatives of ANSIs ISO Team will prepare
  official invitations for foreign delegates
  planning to attend meetings hosted in the US.
• Letters should be requested at least six months
  prior to the meeting date to allow sufficient
  time for visa processing.

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ANSI ISO Team Contact

• For assistance with invitation letters, please
  contact
• Ms. Karen Ptak
• Program Manager ISO Team
• kptak_at_ansi.org
• [phone]