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== Home ==
== Home ==




The Decision Support Application is designed to help the Technical Bodies with their decision making processes.  
The Decision Support Application is designed to help the ETSI Groups with their decision making processes. It has predefined types of decisions for


It has predefined types of decisions for
* approving a draft,
 
* selecting an option,
* measuring consensus
* approving a draft
* selecting a technology
* electing officials
* electing officials
* ordinary decisions.


Each has been defined in accordance with the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Rules of  Procedure] in terms of who can vote, calculation of results etc.).
Each type has been defined in accordance with the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Rules of  Procedure] (in terms of who can vote, calculation of results etc.).


Each decision will normally have 3 phases
Each decision will normally have 3 phases


* Phase 1 - Creating (also modifying, deleting or closing a vote)
Phase 1 - [[Voting#Creating/Modifying|Creating (also modifying, deleting or closing a vote]]
 
Phase 2 - [[Voting#Voting|Voting]]
 
Phase 3 - [[Voting#Results|Results]]
 
In addition, you may be interested in Validating your voting rights
 
 
==Voting==
 
==='''How to Vote'''===
 
# Select '''IN PROGRESS''' from the menu.
# Select the particular vote from the list. (Green indicates consensus gathering and Blue indicates votes.) If you find you cannot vote it may be because:
## There are currently no open votes in which you are allowed to participate.
## The organization you  [https://portal.etsi.org/webapp/teldir/PersonalInfo.asp represent]  does not have voting rights.
## You are not [[Voting#Voting_rights|correctly registered]] in the Membership List of the appropriate Group in case of vote by correspondence.
# If you represent more than one organization, you will be able to select the appropriate organization from the list at the top of the screen. You will only be able to vote on behalf of ONE of these Organizations. If you represent more than one organization, but do not have the option to select the organization, or if the list is not complete, please contact the Technical Body Support Team <ins>https://portal.etsi.org/People/Commitee-Support-Staff</ins>
# Make your selection and click on the "Submit" button


* Phase 2 - [[Voting results|Voting]]
You may change your vote until the close of the voting period.


* Phase 3 - Results
If someone else from your organization has already voted, you will see who has voted and if the vote is not secret, you can also see how they voted.


In addition, people will be interested in verifying their voting rights.
You may, in exceptional circumstances, change the vote of another representative of your organization. However, it is strongly recommended that you contact the person first. If you change the vote of another person that person will be informed by email of your action.


== Voting ==
==Voting rights==


=== '''How to Vote''' ===
===Validating your voting rights.===
a) Select '''IN PROGRESS''' from the menu.


b) Select the particular vote from the list. (Green indicates consensus gathering and Blue indicates votes.)
==== '''Who may vote''' ====


If you find you can't vote it may be because:.<blockquote>1) There are currently no open votes in which you are allowed to participate.


2) The organization you  represent  does not have voting rights.
In a Technical Body:


3) You are not correctly registered in the Membership List of the appropriate Technical Body</blockquote>c) If you represent more than one organization, you will be able to select the appropriate organization from the list at the top of the screen. You will only be able to vote on behalf of ONE of these Organizations. If you represent more than one organization, but do not have the option to select the organization, or if the list is not complete, please contact the Technical Body Support Team.
* For a vote during a meeting, clauses 1.7.1 and 1.7.1.1 of the Technical Working Procedures (TWP) apply.
* For a vote by correspondence, clauses 1.5.5, 1.7.1 and 1.7.1.2 of the TWP apply.


d) Make your selection and click on the "Submit" button


You may change your vote until the close of the voting period.
In an Industry Standardization Group:
 
ISGs basically follow the same rules as those laid down in TWP clause 1.7 for Technical Bodies. However, rules for appointment of officials are those laid down in TWP clause 3.3. They are also authorized to deviate from the ETSI TWPs, as per clause 3.7, these potential deviations are specified in each ISG's respective Member Agreement.
 
For example, in its deviations an ISG may define its own vote calculation rules (non-weighted simple majority), or use presence to previous
 
==== '''How to check your rights''' ====
You first need a [https://portal.etsi.org/createaccount#/home username and password.]
 
For voting by correspondence in a Technical Body, open the [https://portal.etsi.org/webapp/tbmembershiplist/ TB Membership/Exploder Lists] application.
 
* <u>Step 1</u>: Check that you have (been) registered to the list. The right side of the screen shows the email exploders lists to which you are registered. Technical Body Membership lists are highlighted. (<small>You may also subscribe to a list for email only. In this case the exploder list will not be shown on the screen and you will not have voting rights</small>.) If you don't see the list, follow the instructions for [[Voting#Registering_to_a_Technical_Body_Membership_List|Registering to a Technical Body List]] below.
 
* <u>Step 2</u>: Check that your voting rights are correct. Click on the name of the membership list. Search for your name or email address (Use the Browser "search" or "find"  functions). The last column shows your voting rights. If you have "No Voting Rights" check that your Organization and the Organization status is correct. If the organization is not correct or if you think the status is not correct, then email the membership cell at '''[mailto:Membership@etsi.org membership@etsi.org]''' .
 
For voting in an Industry Specification Group, specific rules may apply according to the ISG agreement. To know your voting rights, contact the person supporting the ISG.
 
==== '''Registering''' to a Technical Body Membership List ====
Open the [https://portal.etsi.org/webapp/tbmembershiplist/ TB Membership/Exploder Lists] application.
 
Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.
 
Tick the list indicated as the Membership list and specify the email address(es) you would like this list to use.
 
Click the "Add me" button. The list owner will receive a message indicating that you wish to join the list.
 
==Creating/Modifying==
Officials (Chair and Vice Chair) and support staff are allowed to manage votes for their Groups: the "Create" and "Modify" options are visible to them.
 
'''Modifying''' a vote configuration is no longer possible after the first vote has been cast. However, '''Deletion''' is still possible.
 
'''Who can vote'''? See https://portal.etsi.org/webapp/tbdecision3/Menu.asp
 
 
 
To create a vote, you provide the vote details in two consecutive screens. The first screen  displays the [[#Create_Vote_First_Screen|elements]] below. When satisfied with the details entered, click on the "'''Create'''" Button, and the [[#Create_Vote_Second_Screen|second screen]] will be displayed.
 
<span id="Create_Vote_First_Screen"></span>
=== Body ===
Select the '''body''' available to you from the list proposed in the "Technical Body" field. Note that after creation of the procedure, the Body can no longer be modified. However, deletion is still possible.


If someone else from your organization has already voted, you will see who has voted and if the vote is not secret, you can also see how they voted.
=== Category===


You may, in exceptional circumstances, change the vote of another representative of your organization. However, it is strongly recomended that you contact the person first. If you change the vote of another person that person will be informed by email of your action.
The following predefined '''Categories''' of decision are supported by the application ([[Voting#Categories|Details of Categories]]).


== Voting rights ==
*Election 1st Ballot
*Election 2nd Ballot with 2 Candidates
*Election 2nd Ballot with more than 2 Candidates
*Election 3rd Ballot
*Vote on Draft EN
*Vote on Draft TS, TR, ES, EG, GR or GS
*Selection of an option
*Ordinary decision


=== Validating your voting rights. ===
Once the vote has been created, the Category may not be modified any longer, however deletion is still possible.
CONTENTS:


* Who may vote
The '''Secret''' flag determines whether the individual votes and comments will be visible or not.
* How to check your rights
* How to register to a Technical Body Membership List


'''Who may vote'''
For several categories this choice is imposed by the application (following ETSI Directives). For others, the '''Secret''' flag may be toggled manually.


You must represent an organization which has voting rights.
The outcome (e.g. draft approved/not approved,) and the percentage of votes will always be available on closure of a decision process.


''"Full members  of ETSI have the right to participate in the work ... with the right to vote."''
===Subject===
The '''Title''' must clearly identify the decision to be taken (e.g.
*Approval of DTS/CYBER-0014 (TS 103 486) final draft v0.05 for publication
* Election of a vice chair-Chairman for ISG NFV Working Group IFA
The '''Details''' can add additional information if required. '''''"Before voting, a clear definition of the issues shall be provided by the chair" [ETSI TWP]'''''


''"Associate members ...with the right to vote on all matters except those related to the elaboration and approval of ENs or on matters concerning documents exclusively intended for regulatory use by the European Union."''
===Voting Period===
The '''Voting period''' must be defined.


''"Counsellors of ETSI may attend meetings of a Technical body and participate in the work without the right to vote."[TWP 1.4]''
For a vote by correspondence, the vote will be opened from 00:00:01 GMT on the starting date.


''"... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted [TWP 1.7.1.1]''
It will close at midnight GMT on the closing date.


Therefore<blockquote>- Full Members may participate in all votes.
For a vote during a meeting, select the number of hours by which the meeting time zone is ahead of or behind GMT (GMT+/-xx:xx)


- Associate Member may participate in all votes but have a voting weight of zero for decisions relating to Draft ENs.)
*Officials and others who have rights to manage votes, may also close a vote manually at any time before the end date and time specified at the creation time.
*If the start date is configured in the past, the vote will start immediately after being created.


- Counsellors may express their opinion with a voting weight of zero on concensus gathering and selection of a technology, but may not participate in a vote or the election of a TB official.</blockquote>You must also be correctly registered on the relevant Technical Body membership list.
When satisfied with the details entered, click on the "'''Create'''" Button


''"Each Technical body shall maintain a membership list within an email exploder list......  The Technical body membership list shall be used for the dissemination of information and for the decision making within the Technical Body" [ETSI TWP 1.5.5]''
On the <span id="Create_Vote_Second_Screen"></span> next screen you will find the elements below.


'''How to check your rights'''
=== Document Location ===
The '''Document Location''' which may be used to provide a hyperlink to a copy of the draft for approval, the CVs of the candidates etc. It may be a word document, zipped file, HTML page other file type, or a folder. This field is optional and may remain blank.


You first need a username and password.
=== Candidates ===
In the case of an election or selection of a technology , the '''Candidates''' or options  must be specified. Enter each one, then use the "Add" button to create another. The option to "abstain" will be added automatically.


Go open the TB Membership/Exploder Lists application.
In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.


Step 1 check that you have (been) registered to the list.<blockquote>The right side of the screen shows the email exploders lists to which you are registered. Technical Body Membership lists are highlighted. (<small>You may also subscribe to a list for email only. In this case the exploder list will not be shown on the screen and you will not have voting rights</small>.)
Near the bottom of this second screen is a link to the '''Membership list''' of the Group concerned. This is the list of people who have voting rights when it is a vote by Technical Body for a vote by correspondence. If a person is not in the list, or if the last column says "No voting rights" they will not be able to vote for a vote by correspondence. People representing Full and Associate Member Organizations may get voting rights via the <u>[https://portal.etsi.org/webapp/tbmembershiplist/ TB Membership Lists]</u> application.


If you don't see the list, follow the instructions for Registering to a Technical Body List below.</blockquote>Step 2 Check that your voting rights are correct.<blockquote>Click on the name of the membership list. Search for your name or email address (Use the Browser "search" or "find"  functions). The last column shows your voting rights. If you have "No Voting Rights" check that your Organization and the Organization status is correct. If the organization is not correct or if you think the status is not correct, then email the membership cell at '''membership@etsi.org''' .</blockquote>'''Registering''' to a Technical Body Membership List
For vote during a meeting, the list of all Full and Associate members voting weights applies.


Open the TB Membership/Exploder Lists application.
For voting rules for TB and ISG, see https://portal.etsi.org/webapp/tbdecision3/Menu.asp


Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.
Click on the Accept button when ready.


Tick the list indicated as the Membership list and specify the email address(es) you would like this list to use.
=== Vote details ===
A summary of the details you have entered will be displayed.  You can then click on Next to optionally send an email.


Click the "Add me" button. The list owner will receive a message indicating that you wish to join the list..
=== Send an email ===


Templates for '''email''' notification to inform the group exploder list will be created in the application. You may access it by clicking on the NOTIFICATIONS menu.


== Creating/Modifying ==
The possible actions on a pre-configured notification email are:


=== Creation/Modification of a Decision. ===
*Delete
CONTENTS:
*Update
* Send


* Technical Body
The "Notifications" menu option provides links to all notifications which have not been deleted or sent.
* Category
* Secret Vote Flag
* Subject
* Details/description
* Voting Period
* Document Location
* Candidates
* Email notification


Certain people in each Technical body  (normally the Technical Officer, Support Assistant, Chair and Vice Chair, ) are allowed to create and modify a vote/consensus/selection/election  for that Technical Body. Those people will find "Create" and "Modify" among the items in the menu.


A vote/ consensus/selection/election process may not be modified after the first vote has been cast. In this case, the process could be deleted and a new one created if necessary.


The '''Technical Body''' must be selected from the list proposed. The people who are correctly registered to the  membership list  of that Technical body will be allowed to vote. Once the process has been created, the Technical Body may not be modified, however the vote may be deleted and a new one created if necessary.
See also:


The following predefined '''Categories''' of decision are supported by the application (Details of Categories).
[[Voting#Closing|Closing]]


* '''Election 1st Ballot'''
[[Voting#Notification|Notification]]
* '''Election 2nd Ballot with 2 Candidates'''
* '''Election 2nd Ballot with more than 2 Candidates'''
* '''Election 3rd Ballot'''
* '''Vote on Draft EN'''
* '''Vote on Draft TS, TR, ES or EG'''
* '''Consensus measuring for Draft EN'''
* '''Consensus measuring for Draft TS, TR, ES or EG'''
* '''Selection of a technology'''


Once the vote has been created, the Category may not be modified, however the vote may be deleted and a new one created if necessary.
[[Voting#Delete|Delete a vote]]


The voting rules will be applied according to the ETSI rules of Procedure.
==Notification==
When a vote is created or closed, an email template is created. It is addressed to the exploder list for the Group concerned and provides the details including a link to the voting form or results page as appropriate.


What is the difference between a Vote and Consensus?<blockquote>''"A Technical Body shall endevour to reach consensus on all issues.....".   "If consensus cannot be achieved, the chair may decide to take a vote..." [ETWP 1.7.1]. Consensus is defined as "the lack of sustained opposition".''</blockquote>Consensus gathering is a method for a Chair to measure if there is opposition to the approval of a draft. The purpose is to identify the issues, if any, in order that they may be resolved. At the end of a consensus gathering process, the chair can decide if the document can be approved as it is or to produce a new version addressing the issues raised or to have a formal vote for approval of the document.
You may modify the message providing any additional information required.


The object of a vote is to accept or reject the approval of a draft. Approval of a draft requires at least 71% of weighted votes to be in favor.
You may send it immediately or save it and send it later.


The '''Secret''' flag determines whether or not the individual votes and comments will be visible. For some decisions, (i.e. election of an official) the individual votes are not available (the secret flag is automatically set to "yes"), for others (i.e. consensus measuring) the individual opinions and comments will always be made available (the secret flag is automatically set to "no"), . In the case of a vote on a draft or selection of a technology, the chair can decide whether the individual votes and results will be available (the person creating the vote manually sets the flag).
The "Notifications" menu item provides access to all notifications which have not been sent or deleted.


The outcome (e.g.draft approved/not approved,) and the percentage of votes will always be available on closure of a decision process.
== Closing ==
A vote may be manually closed before the end of the voting period.


The '''Subject or Title''' must clearly identify the decision to be taken (e.g.
This may be useful if a vote is to take place during a meeting. Delegates can be asked to vote before a certain time, say 12:00. The chairman can close the vote manually at that time and the results are immediately available. This would allow a second ballot in the afternoon if required.


* DEN/JTC-DAB-5 - Vote for approval
The people with the rights to create and modify a vote also have the rights to close it. Choose "Close" from the menu bar and select the vote you wish to close.
* DEN/JTC-DAB-5 - Consensus measurement
* Election of a vice chair


The '''Description  or details''' can add additional information if required. ''"Before voting, a clear definition of the issues shall be provided by the chair" [ETSI TWP]''
Once closed, a vote cannot be opened again.


The '''Voting period''' must be defined.
== Results==


The vote will be opened from 00:00:01 UTC on the date specified as the start date. It will close at midnight UTC after running for the number of days specified.
=== Viewing the Results ===
All account holders have access to the results of all decisions. The results can be displayed in three levels of detail.


* the officials and others who may create a vote, may also manually close it at any time.
'''The outcome''' (e.g. if a draft was accepted or rejected, if a person was elected) is available to all EOL account holders.
* If the start date is today's date, the vote will be open as soon as it has been created. It will be open for the number of days specified.
* If a vote is opened today, then today will not count as one of the days. For example if a vote is opened today for 1 day, it will run until midnight tomorrow)
* The application may be used to manage a vote during a meeting. A vote may be created in the morning and manually closed in the afternoon in order to have the results available before the end of the meeting.


THEN
'''The percentage''' of votes cast for each option is also available to all EOL account holders. The percentages may also be shown for Full Members and Associate Members. This is available for all decisions.


When satisfied with the details entered, click on the "Create" Button
The third level of detail is the '''individual votes''' cast '''and the comments''' made. This is only available for consensus gathering and voting on drafts. This is not available for ballots for election, nor for votes where the secret flag has been set (see Vote Creation)


On the next screen you will find:
Results dissemination to the mailing list or during the meeting is manual.


The '''Document Location''' can be used to provide a hyperlink to a copy of the draft for approval, the CVs of the candidates etc. It may be a word document, zipped file, HTML page other file type, or a folder. If there are no relevant documents, this should be blank.
==Delete ==


In the case of an election or selection of a technology , the '''Candidates''' or options  must be specified. Enter each one, then use the "Add" button to create another. The option to "abstain" will be added automatically.
===Deleting a vote===
This is intended for use, only when the vote has been created in error.


In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.
The people who may create a vote process for a Group may also delete them.


Near the bottom of this screen is a link to the '''Membership list''' of the Technical Body concerned. This is the list of people who have voting rights for this Technical Body. If a person is not in the list, or if the last column says "No voting rights" they will not be able to vote. People representing Full and Associate Member Organizations may get voting rights via the TB Membership Lists application.
Once deleted, a vote cannot be restored. No results are available for a deleted vote.


Click on the Accept button when ready.
Choose "Delete" from the menu. Select the vote to be deleted. Click on the "Delete" button.


A summary of the details you have entered will be displayed. Click on the confirm button to create the vote.
==Categories==
{| class="wikitable"
|+ Vote/consensus/selection/election categories
|-
! Type of Process
! Who can participate
! Type of results
! Notes
|-
| Election Ballot 1
| Full members
Associate members(*)
| Outcome
Percentage
| 71% or more required for election.
|-
| Election Ballot 2 (a)
(2 candidates)
| Full Members
Associate Members(*)
| Outcome
Percentage
| When there are two candidates, the one with the most votes is elected.
|-
|Election Ballot 2 (b)
(3+ candidates)
|Full Members
Associate Members(*)
|Outcome
Percentage
|When there are more than two candidates 71% or more is required.
|-
|Election Ballot 3
|Full Members
Associate Members(*)
|Outcome
Percentage
|Between two highest candidates from 2(b). The person with the most votes is elected.
|-
|Vote on EN
|Full members
Associate Members (**)
|Outcome
Percentage
Individual votes/comments
Preview allowed
|71% required for approval. The Chairman may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
|-
|Consensus EN
|Full members
Associate Members (**)
Counsellors (**)
|Percentage
Individual votes/ comments
Preview allowed
|The chairman decides if there is consensus
|-
|Vote
TS, TR, ES, EG
|Full members
Associate Members(*)
|Outcome
Percentage
Individual votes/comments
Preview allowed
|71% required for approval. The Chairman may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
|-
|Consensus
TS, TR, ES, EG
|Full members
Associate Members
Counsellors(**)
|Percentages
Individual votes/ comments
Preview allowed
|The chairman decides if there is consensus
|-
|Selection of Technology
|Full members
Associate Members
Counsellors(**)
|Percentages
Individual votes/ comments
Preview allowed
|As for a Consensus the chairman decides how to interpret the results.
|-
|Board decision
|Elected Board members
|Outcome
Percentages
Individual votes
Preview Allowed
|Only Board Members may see the results
|-
|Board Election
|Elected Board members
|Outcome
Percentages
|Only Board Members may see the results
|}
''* "... <ins>see clause 1.7 of Technical Working Procedures for calculation of voting result in Technical Body. See clauses 1.7, 3.3 and 3.7 for ISGs.</ins>''


A template for an The '''email''' notification to inform the exploder list of the vote details will be created. You may


* Delete it
* Modify it
* Save it
* Send it


The "Notifications" menu option provides links to all notifications which have not been deleted or sent.
''** "... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted..."''TWP 1.7.1 In these cases Counsellors and Associate members may participate and may provide comments with a voting weight of zero.

Latest revision as of 16:53, 18 November 2024

Home

The Decision Support Application is designed to help the ETSI Groups with their decision making processes. It has predefined types of decisions for

  • approving a draft,
  • selecting an option,
  • electing officials
  • ordinary decisions.

Each type has been defined in accordance with the ETSI Rules of  Procedure (in terms of who can vote, calculation of results etc.).

Each decision will normally have 3 phases

Phase 1 - Creating (also modifying, deleting or closing a vote

Phase 2 - Voting

Phase 3 - Results

In addition, you may be interested in Validating your voting rights


Voting

How to Vote

  1. Select IN PROGRESS from the menu.
  2. Select the particular vote from the list. (Green indicates consensus gathering and Blue indicates votes.) If you find you cannot vote it may be because:
    1. There are currently no open votes in which you are allowed to participate.
    2. The organization you  represent  does not have voting rights.
    3. You are not correctly registered in the Membership List of the appropriate Group in case of vote by correspondence.
  3. If you represent more than one organization, you will be able to select the appropriate organization from the list at the top of the screen. You will only be able to vote on behalf of ONE of these Organizations. If you represent more than one organization, but do not have the option to select the organization, or if the list is not complete, please contact the Technical Body Support Team https://portal.etsi.org/People/Commitee-Support-Staff
  4. Make your selection and click on the "Submit" button

You may change your vote until the close of the voting period.

If someone else from your organization has already voted, you will see who has voted and if the vote is not secret, you can also see how they voted.

You may, in exceptional circumstances, change the vote of another representative of your organization. However, it is strongly recommended that you contact the person first. If you change the vote of another person that person will be informed by email of your action.

Voting rights

Validating your voting rights.

Who may vote

In a Technical Body:

  • For a vote during a meeting, clauses 1.7.1 and 1.7.1.1 of the Technical Working Procedures (TWP) apply.
  • For a vote by correspondence, clauses 1.5.5, 1.7.1 and 1.7.1.2 of the TWP apply.


In an Industry Standardization Group:

ISGs basically follow the same rules as those laid down in TWP clause 1.7 for Technical Bodies. However, rules for appointment of officials are those laid down in TWP clause 3.3. They are also authorized to deviate from the ETSI TWPs, as per clause 3.7, these potential deviations are specified in each ISG's respective Member Agreement.

For example, in its deviations an ISG may define its own vote calculation rules (non-weighted simple majority), or use presence to previous

How to check your rights

You first need a username and password.

For voting by correspondence in a Technical Body, open the TB Membership/Exploder Lists application.

  • Step 1: Check that you have (been) registered to the list. The right side of the screen shows the email exploders lists to which you are registered. Technical Body Membership lists are highlighted. (You may also subscribe to a list for email only. In this case the exploder list will not be shown on the screen and you will not have voting rights.) If you don't see the list, follow the instructions for Registering to a Technical Body List below.
  • Step 2: Check that your voting rights are correct. Click on the name of the membership list. Search for your name or email address (Use the Browser "search" or "find"  functions). The last column shows your voting rights. If you have "No Voting Rights" check that your Organization and the Organization status is correct. If the organization is not correct or if you think the status is not correct, then email the membership cell at membership@etsi.org .

For voting in an Industry Specification Group, specific rules may apply according to the ISG agreement. To know your voting rights, contact the person supporting the ISG.

Registering to a Technical Body Membership List

Open the TB Membership/Exploder Lists application.

Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.

Tick the list indicated as the Membership list and specify the email address(es) you would like this list to use.

Click the "Add me" button. The list owner will receive a message indicating that you wish to join the list.

Creating/Modifying

Officials (Chair and Vice Chair) and support staff are allowed to manage votes for their Groups: the "Create" and "Modify" options are visible to them.

Modifying a vote configuration is no longer possible after the first vote has been cast. However, Deletion is still possible.

Who can vote? See https://portal.etsi.org/webapp/tbdecision3/Menu.asp


To create a vote, you provide the vote details in two consecutive screens. The first screen displays the elements below. When satisfied with the details entered, click on the "Create" Button, and the second screen will be displayed.

Body

Select the body available to you from the list proposed in the "Technical Body" field. Note that after creation of the procedure, the Body can no longer be modified. However, deletion is still possible.

Category

The following predefined Categories of decision are supported by the application (Details of Categories).

  • Election 1st Ballot
  • Election 2nd Ballot with 2 Candidates
  • Election 2nd Ballot with more than 2 Candidates
  • Election 3rd Ballot
  • Vote on Draft EN
  • Vote on Draft TS, TR, ES, EG, GR or GS
  • Selection of an option
  • Ordinary decision

Once the vote has been created, the Category may not be modified any longer, however deletion is still possible.

The Secret flag determines whether the individual votes and comments will be visible or not.

For several categories this choice is imposed by the application (following ETSI Directives). For others, the Secret flag may be toggled manually.

The outcome (e.g. draft approved/not approved,) and the percentage of votes will always be available on closure of a decision process.

Subject

The Title must clearly identify the decision to be taken (e.g.

  • Approval of DTS/CYBER-0014 (TS 103 486) final draft v0.05 for publication
  • Election of a vice chair-Chairman for ISG NFV Working Group IFA

The Details can add additional information if required. "Before voting, a clear definition of the issues shall be provided by the chair" [ETSI TWP]

Voting Period

The Voting period must be defined.

For a vote by correspondence, the vote will be opened from 00:00:01 GMT on the starting date.

It will close at midnight GMT on the closing date.

For a vote during a meeting, select the number of hours by which the meeting time zone is ahead of or behind GMT (GMT+/-xx:xx)

  • Officials and others who have rights to manage votes, may also close a vote manually at any time before the end date and time specified at the creation time.
  • If the start date is configured in the past, the vote will start immediately after being created.

When satisfied with the details entered, click on the "Create" Button

On the next screen you will find the elements below.

Document Location

The Document Location which may be used to provide a hyperlink to a copy of the draft for approval, the CVs of the candidates etc. It may be a word document, zipped file, HTML page other file type, or a folder. This field is optional and may remain blank.

Candidates

In the case of an election or selection of a technology , the Candidates or options  must be specified. Enter each one, then use the "Add" button to create another. The option to "abstain" will be added automatically.

In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.

Near the bottom of this second screen is a link to the Membership list of the Group concerned. This is the list of people who have voting rights when it is a vote by Technical Body for a vote by correspondence. If a person is not in the list, or if the last column says "No voting rights" they will not be able to vote for a vote by correspondence. People representing Full and Associate Member Organizations may get voting rights via the TB Membership Lists application.

For vote during a meeting, the list of all Full and Associate members voting weights applies.

For voting rules for TB and ISG, see https://portal.etsi.org/webapp/tbdecision3/Menu.asp

Click on the Accept button when ready.

Vote details

A summary of the details you have entered will be displayed. You can then click on Next to optionally send an email.

Send an email

Templates for email notification to inform the group exploder list will be created in the application. You may access it by clicking on the NOTIFICATIONS menu.

The possible actions on a pre-configured notification email are:

  • Delete
  • Update
  • Send

The "Notifications" menu option provides links to all notifications which have not been deleted or sent.


See also:

Closing

Notification

Delete a vote

Notification

When a vote is created or closed, an email template is created. It is addressed to the exploder list for the Group concerned and provides the details including a link to the voting form or results page as appropriate.

You may modify the message providing any additional information required.

You may send it immediately or save it and send it later.

The "Notifications" menu item provides access to all notifications which have not been sent or deleted.

Closing

A vote may be manually closed before the end of the voting period.

This may be useful if a vote is to take place during a meeting. Delegates can be asked to vote before a certain time, say 12:00. The chairman can close the vote manually at that time and the results are immediately available. This would allow a second ballot in the afternoon if required.

The people with the rights to create and modify a vote also have the rights to close it. Choose "Close" from the menu bar and select the vote you wish to close.

Once closed, a vote cannot be opened again.

Results

Viewing the Results

All account holders have access to the results of all decisions. The results can be displayed in three levels of detail.

The outcome (e.g. if a draft was accepted or rejected, if a person was elected) is available to all EOL account holders.

The percentage of votes cast for each option is also available to all EOL account holders. The percentages may also be shown for Full Members and Associate Members. This is available for all decisions.

The third level of detail is the individual votes cast and the comments made. This is only available for consensus gathering and voting on drafts. This is not available for ballots for election, nor for votes where the secret flag has been set (see Vote Creation)

Results dissemination to the mailing list or during the meeting is manual.

Delete

Deleting a vote

This is intended for use, only when the vote has been created in error.

The people who may create a vote process for a Group may also delete them.

Once deleted, a vote cannot be restored. No results are available for a deleted vote.

Choose "Delete" from the menu. Select the vote to be deleted. Click on the "Delete" button.

Categories

Vote/consensus/selection/election categories
Type of Process Who can participate Type of results Notes
Election Ballot 1 Full members

Associate members(*)

Outcome

Percentage

71% or more required for election.
Election Ballot 2 (a)

(2 candidates)

Full Members

Associate Members(*)

Outcome

Percentage

When there are two candidates, the one with the most votes is elected.
Election Ballot 2 (b)

(3+ candidates)

Full Members

Associate Members(*)

Outcome

Percentage

When there are more than two candidates 71% or more is required.
Election Ballot 3 Full Members

Associate Members(*)

Outcome

Percentage

Between two highest candidates from 2(b). The person with the most votes is elected.
Vote on EN Full members

Associate Members (**)

Outcome

Percentage Individual votes/comments Preview allowed

71% required for approval. The Chairman may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
Consensus EN Full members

Associate Members (**) Counsellors (**)

Percentage

Individual votes/ comments Preview allowed

The chairman decides if there is consensus
Vote

TS, TR, ES, EG

Full members

Associate Members(*)

Outcome

Percentage Individual votes/comments Preview allowed

71% required for approval. The Chairman may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
Consensus

TS, TR, ES, EG

Full members

Associate Members Counsellors(**)

Percentages

Individual votes/ comments Preview allowed

The chairman decides if there is consensus
Selection of Technology Full members

Associate Members Counsellors(**)

Percentages

Individual votes/ comments Preview allowed

As for a Consensus the chairman decides how to interpret the results.
Board decision Elected Board members Outcome

Percentages Individual votes Preview Allowed

Only Board Members may see the results
Board Election Elected Board members Outcome

Percentages

Only Board Members may see the results

* "... see clause 1.7 of Technical Working Procedures for calculation of voting result in Technical Body. See clauses 1.7, 3.3 and 3.7 for ISGs.


** "... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted..."TWP 1.7.1 In these cases Counsellors and Associate members may participate and may provide comments with a voting weight of zero.

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