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Policies and Procedures
The following Policies and Steering Committee Recommendations have been adopted by
The Calendaring and Scheduling Consortium. Members of the Consortium agree to
abide by the provisions of Consortium policies and governing documents as part of
the Membership Agreement. Nothing in these policies and recommendations may contravene
any provision of the Consortium Articles of Incorporation and Bylaws. In any conflict,
the Articles of Incorporation and Bylaws take precedence.
0501 Decisions of the Steering Committee
Any teleconference or in-person meeting of the Steering Committee may develop a
Proposal for a Steering Committee decision. The Proposal shall be circulated
to the entire Steering Committee via the Steering Committee e-mail reflector
(steercom-l@calconnect.org) for review, comment, and acceptance or rejection.
Comments should be made to the reflector within a reasonable period of time
(i.e. 2 weeks). Consensus shall be determined by the Chair of the Steering Committee
based on Steering Committee comments. If no or insufficient comments are made
the Chair shall solicit additional comments to determine consensus.
Feb 2005
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0502 Observers at Roundtables and CalConnect Interoperability Test Events
- Representatives from a prospective member (an organization considering membership) may
attend a single meeting of the Consortium as observers, to decide whether or not to join.
At that meeting they may participate in any Roundtable activities taking place, but may
not vote on any issues. Such attendees will pay the same registration fee as member
representatives.
- Representatives from a CalConnect Member or non-member may attend a
single Calconnect Interoperability Test Event as observers, to give organizations
who are considering participation in C.I.T.E. events in the future an opportunity
to understand what happens at the events and how to prepare for them. A
separate registration fee for such observers shall be set high enough to recover
costs but not at the level of the C.I.T.E. participation fee. Such observers
must agree to be bound by the C.I.T.E. Confidentiality Agreement and a specific
code of conduct for observers at C.I.T.E. events.
- Generally an organization may only attend one Roundtable and/or one C.I.T.E.
event as an observer. However, in unusual circumstances, the Executive
Director and the Chair of the Steering Committee may together grant exceptions
to this rule.
Feb 2005 (Revised May 2007)
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0503 Status of Roundtable I Participants
Organizations that participated in the September 2004 Roundtable, that are actively
involved in Consortium activities, and that are actively working to join the
Consortium but have not yet joined, may continue to participate until 14 June 2005,
six months after the public launch of the Consortium. As of 14 June, any such
organizations that have not yet joined the Consortium will no longer be able to
participate in Consortium activities until they join the Consortium.
Feb 2005
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0504 Representing the Consortium at External Events
- The Consortium may be represented at external (non-Consortium) events by any
Director or Officer of the Consortium for the purpose of presenting and
discussing the Consortium and its activities and goals. Such individuals may
represent themselves as speaking for the Consortium.
- When a Director or Officer of the Consortium represents the Consortium at
an external event, he or she may not in any way imply or suggest Consortium
approval or endorsement of any products, goods, services, or specifications
of any or Consortium member or non-member organization. This does not apply
to discussing specifications, standards and activities in standards-setting
organizations such as the IETF in which the Consortium is actively involved
in pursuit of the Consortium's purpose and goals.
- When a Director or Officer of the Consortium is invited by an external
organization to represent the Consortium at an external event, necessary
expenses to attend the event on behalf of the Consortium may be reimbursed
by the Consortium, or by the external organization. Necessary expenses
include such things as travel, lodging, and meals. Under no circumstances
may any Director or Officer of the Consortium accept any honorarium or
speaker's fee associated with such representation, nor may any Director
or Officer accept any gift or present in the course of such representation
except for purely honorary and inexpensive mementos.
- A Director or Officer of the Consortium may appoint a member representative
from a Consortium member to present or speak for the Consortium in a specific
instance, such as at a specific external event. The appointment must be
approved by the management of the Consortium member. When a member
representative represents the Consortium in this fashion at an external
event, he or she may be reimbursed for necessary expenses as detailed in
paragraph (3) above. Note that the member management's approval of the
individual representing the Consortium must also grant approval for the
individual to be reimbursed by the Consortium or an external organization
in this fashion.
- Member representatives (personnel of Consortium members who are active in
the Consortium and its activities) may present or discuss the Consortium and
its activities at non-Consortium events. Such presentations and discussions
should not be represented as speaking for the Consortium except in the case
detailed in paragraph (4) above. Misrepresentation by an individual as speaking
for the Consortium when he or she has not been authorized to do so is a
violation of the Consortium Code of Conduct and Membership Agreement.
Apr 2005
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0505 Individuals Participating on Behalf of an Institutional Member
- For Consortium purposes, "member employee", "member participant" or "member
representative" means an individual whom an institutional (non-individual)
Consortium member has authorized to the Consortium as participating in Consortium
activities on its behalf (i.e. representing that member's interests), and may
include contractors, consultants, volunteers, and individuals officially seconded
to the member from another organization (that may or may not itself be a member
of the Consortium).
- Any individual who participates in Consortium activities on behalf of a
member (represents the member) is bound by the member's membership agreement
and the Consortium Code of Conduct, and the member is responsible to the
Consortium for the activities of the individual.
- An individual is considered to be "representing a member" when (a) he or
she registers and attends a Consortium event on behalf of a member, or (b)
when a member requests that the individual be subscribed to a mailing list,
be enrolled as a participant in a Technical Committee or other Consortium
activity, or (c) is identified by the member as a Primary or Alternate
Representative for Consortium administrative purposes.
- All such requests must be initiated by, or subsequently authorized by, the
member's Primary Representative to the Consortium.
May 2005
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0506 Membership Agreement
The Membership Agreement may be viewed at Membership Agreement.
May 2005
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0507 Code of Conduct
The Code of Conduct may be viewed at Code of Conduct.
May 2005
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0508 Violations of the Code of Conduct
- Violations of the Code of Conduct on the part of an individual will be
brought to the attention of the Steering Committee.
- The Steering Committee will attempt to resolve these issues with the
offending individual which may include asking the member to leave a
meeting, step down from chairing or co-chairing a Consortium committee,
or refrain from participation on a mailing list where the
individual's participation has become a problem.
- If the Steering Committee cannot resolve the issue to its satisfaction,
the Steering Committee shall recommend to the Board of Directors that an
individual be suspended from Consortium activities, or if necessary that
the Member be requested to remove the individual from further involvement
with the Consortium.
- When the Steering Committee determines that it will make a recommendation
to the Board for suspension or removal of an individual, the individual,
and the Primary Representative of the Member who the individual represents,
will be notified by the Steering Committee.
- In order to protect the integrity of Consortium resources such as data
and mailing lists, when a Steering Committee recommendation for suspension or
removal of an individual is made, the individual's access to all Consortium
resources shall be restricted until a final determination is made as
specified below.
- The method of notification must be reasonably calculated to provide actual
notice, such as direct communication in person or by telephone, e-mail
with return receipt, or first-class or registered mail to the last
address for the individual or member shown on the corporation's records.
- The notification will be given at least 15 days prior to the effective
date of the suspension or recommendation for removal as recommended to
the Board of Directors.
- The notified individual may request an opportunity to be heard, either
orally or in writing, by the Board of Directors, so long as the request
is received at least five days prior to the effective date of any
suspension or request for removal.
- If a request for a hearing is received, the Board shall act upon it as
quickly as possible, and shall determine whether the recommendation of
the Steering Committee shall take place or not.
- If no request for a hearing is received by five days prior to the effective
date of any recommendation for suspension or removal, the Board, if
satisfied that due process was followed, shall review the recommendation
of the Steering Committee and take action as it deems appropriate.
- If the recommendation from the Steering Committee is rejected, the
restriction placed upon the individual's access to Consortium resources
will be removed. If the recommendation is upheld, the restriction shall
be replaced with appropriate suspensions or the individual's access shall
be terminated, as dictated by the terms of the recommendation.
- In all cases the Primary Representative of the Member shall be notified,
by a method reasonably calculated to provide actual notice, of a
suspension or of a request for renewal as soon as possible after the
effective date of the recommendation.
May 2005
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0509 Violations of the Membership Agreement
- A member has agreed to abide by the Membership Agreement by completing
and submitting the Membership Application of the Consortium and agreeing
to pay and paying its membership fee.
- A member may be deemed to be in violation of the membership agreement by
failing to follow the provisions of the Membership Agreement. This includes
ensuring that its representatives to the Consortium are familiar with and
follow the Code of Conduct, or failure to remove a representative when
the Consortium requests that an individual be removed for due cause.
- A member's membership in the Consortium may be terminated by the Board
of Directors for demonstrated failure to adhere to the Membership Agreement.
- Violations of the Membership Agreement will be considered by the Board
of Directors. If the Board of Directors determines that a member has
acted in a way justifying termination of membership, the member shall be
notified, by a method reasonably calculated to provide actual notice, of
the intended action of the Board, and offered an opportunity to be heard
orally or in writing.
- Such notification must be given at least 15 days before the effective date
of any action by the Board to terminate membership.
- If a request for an oral or written hearing is made by the Member to the
Board of Directors more than five days before the effective date of Board
action, the Board shall arrange to hear the member as quickly as possible,
and the effective date will be postponed until such hearing has occurred.
- As a result of such hearing the Board may determine to remand its action
or confirm it. All such decisions of the Board of Directors are final.
- If a member's membership is terminated by the Board of Directors, the member
shall be notified by a method reasonably calculated to provide actual notice,
of the action of the Board.
May 2005
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0510 Determination of Membership Status and Categories
- An organization's membership category is generally determined from the
list of membership categories established by the Consortium. If a prospective
member is uncertain as to which category applies to them, the question should
be referred to the Steering Committee on behalf of the prospective member.
The Steering Committee, after taking all circumstances into account, shall
recommend to the Board and the prospective member what category is appropriate.
- If an existing member changes its membership status, it is responsible for
notifying the Steering Committee and Executive Director of the change so
that its membership category may be changed. Examples include a customer
member that elects to develop a calendaring product and thus becomes a
vendor member, or an existing vendor member whose revenue changes
sufficiently to change its status for its next membership renewal.
- If a member has concerns that some other member has undergone a significant
change of membership status as covered by 2. above, the member shall bring
its concerns to the attention of the Steering Committee or the Executive
Director, so that the situation can be reviewed and the appropriate action
taken.
- If the Steering Committee determines a need for additional categories of
membership, it may make a recommendation to the Board of Directors as to
the new category and, if the Steering Committee so chooses, its relative
membership fee as compared to other membership categories. Final decisions
on membership categories and membership fees are made by the Board of
Directors.
May 2005
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0511 Members and Subsidiary Organizations
- Individuals from subsidiary organizations of a parent Member organization may
participate in Consortium activities as representatives of the parent Member
so long as they are representing the interests of the parent organization. If
the subsidiary organization wishes to establish a presence in Consortium
activities in its own right, or to have its own interests or positions
represented, then it should join the Consortium as a member in its own right.
- If questions arise about the appropriateness of an specific instance with
respect to a subsidiary organization and its parent member, the Steering
Committee shall review the circumstances and make a determination as to
the best resolution of the issue (whether the subsidiary organization should
seek its own membership in the Consortium, or the individual representatives
need to refrain from positions contrary to the parent member, etc.)
- If the subsidiary organization and parent member reject the determination
of the Steering Committee, the Steering Committee shall make a recommendation
to the Board of Directors as to the proper resolution of the conflict in
accordance with the Policies on violations of the Membership Agreement or
Code of Conduct, as and if applicable.
May 2005
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0512 Quorum and Approvals for TC-CHAIRS Committee
Quorum for a meeting of TC-CHAIRS is required to approve a document for publication
or the establishment of a new Technical Committee. Quorum for TC-CHAIRS is defined
as at least 50% of the active Technical Committees represented by a Chair or Co-Chair
of that committee. A meeting of TC CHAIRS may take place in person but is normally
done via regularly-scheduled conference call.
Final discussion and approval for a new Technical Committee or a document for
publication shall be announced in advance for a TC CHAIRS meeting. If a quorum
is not available at that meeting, the discussion and a trial consensus shall be
taken. Following the meeting, the Chair of TC CHAIRS shall conduct the approval
poll via e-mail. The results of the poll must be published to the TC CHAIRS mailing
list and placed on the document storage facility.
Jul 2005 (Revised Sep 2007)
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0601 Reciprocal Membership Agreements
This policy sets out the considerations for the Consortium in agreeing to and
establishing a Reciprocal Membership Agreement with another organization. Before
agreeing to reciprocal membership, the Consortium should consider whether such
membership, or a liaison agreement, is more appropriate for the relationship
being considered.
Broadly, a Liaison Agreement is more appropriate for a standing relationship
where an individual or individuals participate in both organizations and may act
as a liaison. The primary purpose for such a liaison is information exchange and
keeping each organization informed as to the activities of the other. A
Reciprocal Membership Agreement is more appropriate in pursuit of a particular
project or program, and where common membership is not a requirement, and can
offer advantages in terms of registration fees, etc.
- The Calendaring and Scheduling Consortium may establish reciprocal memberships
with other organizations when it is the best interests of both organizations
to do so, and in pursuit of definite, mutually-agreed areas of focus or work.
- The reciprocal membership agreement is intended to establish each organization
as a member of the other with no membership fee required or paid. If the
other organization has more than one class of membership with different
rights, privileges and duties, then the precise type of membership given to
the Consortium must be negotiated.
- In the process of establishing a reciprocal membership agreement with another
organization, the Consortium shall execute a Memorandum of Understanding with
that organization setting out the type or class of membership in that
organization (if applicable) and precise rules for delegation and
participation which will at a minimum establish the provisions of this
policy as governing the relationship between the two organizations.
- The Reciprocal Membership Agreement shall be for one year unless a lesser
term is specified by the Memorandum of Understanding, and may be terminated
by either member at any time by formal notification to the other. Reciprocal
Membership agreements must be reviewed and renewed at the end of each year
if they are to continue in force.
- The Steering Committee shall be responsible for approving, renewing, and
terminating Reciprocal Membership Agreements and for approving the associated
Memoranda of Understanding, with consultation with the Board of Directors
if it deems necessary. The Executive Director shall sign these documents as
the authorized representative of the Consortium.
- Individuals representing one organization who attend a function of the other
in pursuit of the mutually-agreed area of focus or work will do so as members
of a delegation from one organization to the other, and will not be present
as representatives of their own company or organization. Non-meeting activities
such as conference calls or participation in e-mail lists will be considered
functions of the hosting organization. Delegates may not pursue their own
interests at the host's function, and may not attempt to use participation
in a delegation as a way of avoiding having to join the host organization.
An individual representing a company which belongs to both organizations
may participate in a delegation without waiving the right to represent his
or her company as well, but must always be clear as to on whose behalf he or
she is speaking or acting.
- Delegates from one organization to the other will be entitled to the
appropriate member rates for registration fees, accommodation, etc., at the
function of the hosting organization.
- Delegates from one organization to another will abide by the rules governing
the host organization with respect to conduct, participation and privacy of
information. In particular, privacy and intellectual property issues must
be extended to members of each organization who are not delegates if
information is reported back to them by any delegates.
It is the responsibility of each organization to publicize and enforce the
rules of the other when any discussion of material from a reciprocal meeting
takes place; for example if one organization does not allow press at any
meetings, then the other would have to ban press from any discussions of
that meeting by its delegates at its own meeting.
- When multiple individuals from one organization attend a function of the
other organization as a delegation, the sending organization will identify
one of the participants as a Head of Delegation if appropriate. This
individual will be the contact person between both organizations for any
special arrangements and for reporting back to the sending organization
as to how the delegation fared and what was accomplished. For non-meeting
functions such as conference calls, a Head of Delegation is not required
but the participants are expected to keep their own organization informed
as to the activities in which they participate.
- Before executing a Reciprocal Membership Agreement with another organization,
the Consortium and that organization will determine whether a Liaison Agreement
or a Reciprocal Membership Agreement is better suited for the particular
circumstances.
Nov 2006
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0801 Guest Speaker Program
- The guest speaker program allows CalConnect to invite individuals who have
made significant contributions to or are experts in calendaring and scheduling
or related domains of expertise to attend a CalConnect Roundtable and address
the attendees at the meeting.
- The program is intended to support up to one invitee each year at the discretion
of the Steering Committee, within the established funding cap. The Steering
Committee may decide to invite more than one person in a given year if funding
allows, or decline to offer any invitations.
- The program is intended for people who would not normally be expected to become
involved with CalConnect due to location, field of expertise or employment.
- The costs of the program will be budgeted by CalConnect out of general revenues
and will be tracked separately.
- CalConnect will offer to pay the actual costs for travel, accommodation, and
incidental meals for the invitee, and will offer the invitee an honorarium,
which may be accepted or returned in to the guest speaker program to support
subsequent attendees. CalConnect will present the invitee with a plaque or
other commemorative article at the Roundtable.
- The invitee will make a presentation at the Roundtable or produce a paper for
discussion at the Roundtable.
- The paper or presentation must be submitted in advance.
- Copyright for the work will be retained by the author, however CalConnect
will have the right to publish and distribute the work via its website.
- The invitee will be selected by the Steering Committee from recommendations
submitted to the Steering Committee by members and member representatives.
- An invitation to submit recommendations will be distributed to the general
CalConnect list each year.
- Any member or member representative may submit a recommendation.
- All recommendations must be accompanied by a rationale or justification
for inviting the individual.
- The Steering Committee will select the invitee and potential backup
invitee no later than the Winter (February) meeting, or decline to issue
any invitations for the year.
- At the discretion of the Steering Committee and the Executive Director,
the invitation may include attendance as an observer at an accompanying
CalConnect Interoperability Test Event and cover additional costs such
as extra hotel nights.
- The Consortium will not pay for participation by the invitee in an
accompanying CalConnect Interoperability Test Event. However, the invitee
may register for and participate in the C.I.T.E. by paying the participation
fee and covering any additional costs.
- The invitation and arrangements will be made by the Executive Director.
- The invitation will be for the Spring/Summer (June) meeting but this can be
altered by agreement with the invitee(s).
- CalConnect may publicize the appearance of the invitee at the Roundtable, e.g.
by a press release, recording an interview with the invitee, or if agreeable
recording the actual address. Such recordings may be made available via the
CalConnect website along with the presentation materials.
Jan 2008
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0802 Corporate Registrations
Corporate Registrations allow a consortium member to purchase "corporate"
registrations for a Roundtable, where the badge is not specific to a single person but
passed between two or more people who wish to attend different sessions but
individually can not attend an entire Roundtable. The primary goal is for members in the
immediate area of a Roundtable to allow employees a chance to attend a session or two of
particular interest; however it non-local members may purchase corporate registrations
if desired.
CalConnect values the in-depth participation of its traditional registrants at each Roundtable.
The goal of corporate registrations is to increase the breadth of participation without
sacrificing the current depth. In addition,
individuals who might otherwise not come to a Roundtable may get some exposure, perhaps
become involved with the work of a TC, and become regular participants in the future.
- In addition to individual registrations for a CalConnect Roundtable, the consortium will
offer corporate registrations.
- A corporate registration will cost the same as an individual registration.
- Corporate registrations are only available to consortium members.
- A member may not purchase more corporate registrations for an event than the number
of individual registrations it purchases.
- No name will be associated with a corporate registration; instead badges will be issued
for "Member Representative #1", "Member Representative #2", etc.
- The corporate registration badge will be a different color or otherwise distinguishable
from an individual registration badge.
- A corporate registration badge is intended to be be assigned to different individuals
sequentially. Only the individual currently assigned the registration badge may attend
Roundtable sessions.
- All individuals attending sessions at a Roundtable via a corporate registration must be
eligible as member representatives; in particular they must be employees or volunteers
of the member providing the corporate registration, and must comply with the Code of Conduct
for members and member representatives.
- Individuals in attendance via a corporate registration badge must leave the event when
they pass on the badge to the next assignee.
- The Steering Committee will track the usage of corporate badges to ensure that they are
being used in accordance with consortium guidelines and purposes. To that end, the Executive
Director will report on corporate registration use for each Roundtable to the
Steering Committee.
Jun 2008
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0803 Membership Fees and Renewals
- Membership in the Consortium requires the payment of a yearly membership fee,
based upon the anniversary of the member's joining the Consortium.
- An organization or individual becomes a member of the Consortium upon receipt
and acceptance of its Application for Membership, and the tendering of an
invoice for payment of the membership fee. The membership fee is due within 60 days.
- The membership renewal fee will be due each year on the member's anniversary date.
- A member whose initial or renewal membership fee is not paid within 30 days from the
due date will be suspended from participation in the technical work of the Consortium
and from attendance at Consortium events. The member will continue to be represented
on Consortium mailing lists and receive Consortium communications.
- A member whose initial or renewal membership fee is not paid within 60 days after the
due date will be presumed to have abandoned membership and will be removed from all
membership lists, Consortium communications, and presence on the Consortium web site.
- A suspended or abandoned member's privileges are restored upon receipt by the Consortium
of the delinquent fee. In the case of an abandoned member, that member's new anniversary
date is established as the date of restoration of membership.
- For a suspended member, privileges may be restored in advance of receipt of the delinquent
fee if the suspended member provides an official communication from the organization
stating the date by which the fee will be paid, and if the payment date is no more than
45 days from the receipt of the official communication by the Consortium.
Jul 2008
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