All, Please understand that the use of the term “confidential” is being caught by the reflector filters and forwarding to me for moderation. Therefore, there may be some delay til approval – given that I do not sit by the computer 24 / 7. So your patience is appreciated. Regards, John D’Ambrosia Recording Secretary, IEEE 802 LMSC From: ***** IEEE 802 Executive Committee List ***** <STDS-802-SEC@ieee.org> On Behalf Of Geoff Thompson
Sent: Monday, October 22, 2018 6:57 PM
To: STDS-802-SEC@LISTSERV.IEEE.ORG
Subject: Re: [802SEC] New subclauses for LMSC P&P George- ‘confidential to the extent allowed by the nature of the complaint and these (rules, P&P’s, whatever is the correct term). The confidentiality or lack thereof aspect of the problem will be fully discussed with the complainant before going forward so that there are no surprises.' On the issue of confidentiality, there may be issues that we cannot keep fully confidential due to both our small group, and our other bylaws. As I read the confidentiality note, it occurred to me that within the same email was a type of complaint which, by our other bylaws, could not be kept quiet. By the same rules, a complaint of dominance would have to be forwarded to several individuals under the rules. There must be complaints – such as dominance – which will necessarily require forwarding to sponsor subchairs, chair and other officials. It seems impossible to treat these fully confidentially, and we would need some ‘out’ clause, such as ‘confidential to the extent allowed by the nature of the complaint and these (rules, P&P’s, whatever is the correct term). George A. Zimmerman, Ph.D. President & Principal Consultant Experts in PHYsical Layer Communications I like your text except for one aspect which is related to my problem with your quote from the International Ombudsman Association. I think that the Assoc. principles are oriented to larger situations where the complainer tends to be more anonymous. Your text tends to indicate that the discussion of whether or not to compromise participant's confidentiality makes it look like it comes late in the process. My feeling is that the nature of the complaint in our small fora will tend to identify the complainant. Because of that aspect and just on general principles I think that one of the first discussions with the complainant should be a discussion of just how "confidential" any action will be given the nature of the complaint and how the complainant wants to handle that aspect. I don't have text drafted at this point but I think we should make that an integral part of the initial discussion. I that the Dominance text is a big improvement and looks quite good. On the Ombudsman issue, the text uses the word "confidential": The Sponsor Ombudsman shall serve as a confidential information resource, communications channel, complaint handler and dispute resolver. I think we should clarify the text regarding confidentiality and to be a little more explicit about the process. Here is a proposed revision of the last three paragraphs that I think would be an improvement: A <del>copy</del> <ins>notification</ins> of all <del>IEEE 802 LMSC-related</del> complaints <ins>related to IEEE 802 or a subgroup</ins> received by the Sponsor or any Sponsor Subgroup should be sent to the Sponsor Ombudsman. A standard form should be generated that indicates: the name and contact information of the participant, the nature of the complaint, and any action taken in response to the complaint.
Participants are invited to write directly to the Sponsor Ombudsman if they have reason to believe their original complaint has not received the attention it deserves <ins>or if they prefer to bring the concern condidentially to a neutral party</ins>. The Sponsor Ombudsman is responsible for: 1. immediately acknowledging receipt of the complaint, 2. <ins>confidentially</ins> investigating the nature of the complaint <del>and suggesting action(s) that may help rectify the problem </del>, 3. responding to the participant with details of the actions taken <ins>, suggesting action(s) that may help rectify the problem, </ins> and inviting the participant to correspond further if either this action does not solve the problem or if participant still remains dissatisfied.<ins> In-person meetings are encouraged. The Sponsor Ombudsman may take actions to address the concern but shall not compromise the participant's confidentiality without prior agreement of the participant.</ins> The Sponsor Ombudsman shall report to the Sponsor at each plenary session. All
During the ad-hoc call, we came to consensus on the language below for
dominance and the ombudsman.
Notes:
1) For dominance, some of the text is base on our superior rules
(i.e., that suspected dominance is reported promptly to SASB)
2) We decided to add the Ombudsman as a non-voting member of the EC.
Hence, the term, appointment, etc., is already covered in the text for
other non-voting members.
If you have any comments on the text, please send them to the reflector
for discussion so we can achieve agreement prior to Bangkok.
Thanks
James Gilb
---------------------------------
10.0 Dominance
If a Sponsor Subgroup Chair suspects that an authorized activity is
potentially dominated, as defined in the IEEE Standards Board Bylaws, or
receives a complaint of dominance, that Sponsor Subgroup Chair shall
report the complaint or suspicion the Sponsor Chair. The Sponsor Chair
shall promptly notify the Chair of the IEEE SASB of the suspicion or
complaint.
The Sponsor Subgroup Chair shall then investigate the suspicion or
complaint and present a report to the Sponsor with recommend actions(s).
The Sponsor Subgroup Chair may appoint a panel to perform the
investigation and prepare the report.
If the Sponsor determines that an authorized activity is dominated, the
Sponsor may direct that the votes of individuals in the dominating party
shall be treated as a single vote for the purpose of that activity. The
Sponsor Chair shall notify the Chair of the IEEE SASB of the action.
If the Sponsor determines that other actions should be taken in response
to the dominance of an authorized activity, the proposed actions shall
be forwarded by the Sponsor Chair to the Chair of the IEEE SASB for
consideration. The actions will take effect only if approved by the
IEEE SASB.
The Sponsor Chair shall update the Chair of the IEEE SASB after every
plenary, at a minimum, regarding the action until its conclusion.
11.0 Sponsor Ombudsman
The Sponsor Chair may appoint a volunteer to be the Sponsor Ombudsman.
The Sponsor Ombudsman should have experience working with the IEEE SASB.
The Sponsor Ombudsman shall serve as a confidential information
resource, communications channel, complaint handler and dispute resolver.
A brief notice, giving the contact method and purpose of the Sponsor
Ombudsman, shall be posted on the IEEE 802 website.
A copy of all IEEE 802 LMSC-related complaints received by the Sponsor
or any Sponsor Subgroup should be sent to the Sponsor Ombudsman. A
standard form should be generated that indicates: the name and contact
information of the participant, the nature of the complaint, and any
action taken in response to the complaint.
Participants are invited to write directly to the Sponsor Ombudsman if
they have reason to believe their original complaint has not received
the attention it deserves. The Sponsor Ombudsman is responsible for:
1. immediately acknowledging receipt of the complaint,
2. investigating the nature of the complaint and suggesting
action(s) that may help rectify the problem,
3. responding to the participant with details of the actions
taken and inviting the participant to correspond further if either this
action does not solve the problem or if participant still remains
dissatisfied.
The Sponsor Ombudsman shall report to the Sponsor at each plenary session
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