Agenda for the 34th EEG6 meeting in Dublin

date_of_issue: 23 February 2001

last updated: 7/19/02 11:04 AM

Reference to be quoted : EEG6-procedures-2001-v04.doc

eEBES ^[JJ1]EXPERT GROUP 6 (Statistics)

PROCEDURES

MEMBERSHIP

Official Membership of the group is open to anybody ready to contribute to the work of EEG6 or its Working Groups. Membership is granted on a personal basis.

Membership has to be applied for and approved as follows:

Ø The applicant contacts the convener of the Working Group (s)he is interested in. An updated list of EEG6 Working Groups in annex is full part of the present document.

Ø The applicant sends a written application to the EEG6 Chair, together with a written recommendation of the convener of the Working Group chosen. Letter or e-mail can be used.

Ø The Chair examines the application and returns it officially approved to the applicant, copied to the convener of the Working Group chosen.

Ø In case of doubt, the case is discussed with the convener and the vice-chairs. If no consensus is reached, the case is submitted to the Working Group members and a vote is called for.

If a member does not attend 3 consecutive EEG6 meetings, (s)he will be informed in writing that her/his membership will be cancelled unless (s)he has specific good reasons for staying on the members’ list.

Observers are welcome for one or more meetings. No application is needed. Observers do not have voting rights.

VOTING PROCEDURES

Only official EEG6 members may vote.

A vote is called by the Chair in the following circumstances:

Ø Election of chair, vice-chairs, conveners

Ø No consensus between Chair, vicechairs and convenor on a membership application

Ø Decisions affecting the terms of reference, the mandate or the strategy of EEG6

Ø Other decision when a consensus cannot be achieved, either between Working Groups or between members. This could include: structure of the meetings, extra meetings needed, new topics and decision on standardisation work.

a) Election

Chair and vice-chairs are elected for a period of two years at a plenary meeting by the official members present. Their mandate is renewable, if wished. Chair and vice-chairs should come from different organisations.

Candidates must be proposed by one member and supported by a second member.

If only one nomination is submitted, he will be deemed to be elected.

If several nominations are submitted, the election will be by simple majority of the official members present. No proxy is allowed.

Conveners are elected for a period of two years during a session of the Working Group by the official WG members present. Their mandate is renewable, if wished

Candidates are proposed by one member and supported by a second member.

If only one nomination is submitted, he will be deemed to be elected.

If several nominations are submitted, the election will be by simple majority of the official WG members present. No proxy is allowed.

b) New membership

If a consensus can not be reached by the Chair, vicechairs and a convenor about an application for membership, the application must be submitted to the vote of the WG members at the next meeting. The election will be by simple majority of the official WG members present.

c) EEG6 Decisions

If a consensus cannot be achieved, the Chair may call for a vote during the Plenary Meeting.

Decisions affecting the terms of reference, the mandate or the strategy need a majority of two thirds of the official members present.

Other decisions require a simple majority of the official members voting.

No proxy is admitted

MANDATE and TERMS OF REFERENCE

Every two years, the mandate of EEG6 and its Working Groups should be examined, revised and updated if necessary.

For EEG6,

A proposal is submitted for open discussion during a plenary meeting.
A new draft version is produced and sent to the Working Group conveners for approval or comments by e-mail
Each convener examines the draft Terms of Reference and either approves them or comments on them. In case of doubt, the convener may forward the document to the WG members for further examination, approval or comments
The approval or the comments are sent back to the EEG6 Chair and secretariat
Non-return of comments within 4 weeks is considered as a tacit approval
The approved Terms of Reference become official, are forwarded to the eBES secretariat and are posted on CIRCA, in the information Section of the “EDI and Statistics” Interest group

For the Working Groups,

A proposal is submitted for open discussion during the WG working sessions.
A new draft version is produced, if necessary, and sent to the EEG6 Chair for approval
Once approved by the Chair, the draft version is sent to the other EEG6 Working Group conveners for approval or comments by e-mail
Each convener examines the draft Terms of Reference of the other Working Groups and checks for possible overlap or incompatibility with the mandate of their own Working Group. He then either approves them or comments on them.
The approval or the comments are sent back to the EEG6 Chair and secretariat
Comments are forwarded to the initial Working Group convener for reaction .
In case of strong disagreement, the issue will be raised at the next EEG6 Plenary Meeting and the Chair will call for a vote.
Non-return of comments within 4 weeks is considered as a tacit approval
The approved Terms of Reference become official, are posted on CIRCA, in the information Section of the “EDI and Statistics” Interest group

WORKING PROCEDURES

Standardisation work of the Working Group needs approval of EEG6. The approval is obtained as follows:

The result /deliverable of the standardisation work of the Working Group is sent to the EEG6 Chair for approval. Examples of such deliverables are:

o UML models

o Technical specifications – XML schemas with supporting documentation^[1]

The Chair submits the work to the Programme Office for a technical evaluation
Once technically checked and approved by the Chair, the draft version is sent to the other EEG6 Working Group conveners for approval or comments by e-mail
Each convener examines the draft work of the other Working Groups and checks for possible overlap or incompatibility with their own Working Group work. He consults with his working group and then either approves it or comments on it.
The approval or the comments are sent back to the EEG6 chairmanship and secretariat
Comments are forwarded to the Programme Office for opinion and to the initial Working Group convener for reaction (amendment or counter-argumentation).
Non-return of comments within 4 weeks is considered as a tacit approval.
Amendment process: after integration of the comments coming from the Programme Office or other members, a new version of the work is presented for approval either:

Ø At the EEG6 plenary meetings, in the case that there were few comments, or

Ø Through the full approval procedure described above, if the comments were significant or extensive

Disagreements will be resolved during the amendment process if possible. In case of strong disagreement, the issue will be raised at the next EEG6 Plenary Meeting and a joint meeting will be organised, including the disagreeing Working groups and the Programme Office representatives for a consensual technical solution. If necessary, a vote will be taken.
When the work has been approved by EEG6, the Programme Office then starts the procedural steps for official standardisation approval by the concerned authorities of the given deliverables (e.g. new XML group, UN/EDIFACT, OMG procedures – which are not the object of this document)

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Last updated on: 31/05/01 18:40

Annex 1: LIST OF EEG6 WORKING GROUPS

Working Group

Convener

e-mail address

WG1:

Exchange of aggregated statistical data