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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 results|Voting]]
Phase 2 - [[Voting#Voting|Voting]]


Phase 3 - [[Results]]
Phase 3 - [[Voting#Results|Results]]


In addition, people will be interested in verifying their voting rights.
In addition, you may be interested in Validating your voting rights


== Voting ==


=== '''How to Vote''' ===
==Voting==
a) Select '''IN PROGRESS''' from the menu.
'''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.
## You are not declares as Present in case of vote in a meeting.
# 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
# Once you have voted,  the Voted column in the Vote List is set to "Y".


b) Select the particular vote from the list. (Green indicates consensus gathering and Blue indicates votes.)
You may change your vote until the close of the voting period.


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.
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.


2) The organization you  represent  does not have 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.


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.
==Voting rights==


d) Make your selection and click on the "Submit" button
=== '''Who may vote''' ===


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.
In a Technical Body:


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.
* 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.


== Voting rights ==


=== Validating your voting rights. ===
In an Industry Standardization Group:  
CONTENTS:


* Who may vote
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.
* How to check your rights
* How to register to a Technical Body Membership List


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


You must represent an organization which has voting rights.
=== '''How to check your rights''' ===
You first need a [https://portal.etsi.org/createaccount#/home username and password.]


''"Full members  of ETSI have the right to participate in the work ... with the right to vote."''
For voting by correspondence in a Technical Body, open the [https://portal.etsi.org/webapp/tbmembershiplist/ TB Membership/Exploder Lists] application.


''"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."''
* <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.


''"Counsellors of ETSI may attend meetings of a Technical body and participate in the work without the right to vote."[TWP 1.4]''
* <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]''' .


''"... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted [TWP 1.7.1.1]''
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.


Therefore<blockquote>- Full Members may participate in all votes.
=== '''Registering''' to a Technical Body Membership List ===
Open the [https://portal.etsi.org/webapp/tbmembershiplist/ TB Membership/Exploder Lists] application.


- Associate Member may participate in all votes but have a voting weight of zero for decisions relating to Draft ENs.)
Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.


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


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


'''How to check your rights'''
==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.


You first need a username and password.
'''Modifying''' a vote configuration is no longer possible after the first vote has been cast. However, '''Deletion''' is still possible.


Go open the TB Membership/Exploder Lists application.


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>.)
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.


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
<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.


Open the TB Membership/Exploder Lists application.
=== Category===


Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.
The following predefined '''Categories''' of decision are supported by the application ([[Voting#Categories|Details of Categories]]).


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


Click the "Add me" button. The list owner will receive a message indicating that you wish to join the list..
Once the vote has been created, the Category may not be modified any longer, however deletion is still possible.


== Creating/Modifying ==
The '''Secret''' flag determines whether the individual votes and comments will be visible or not.


=== Creation/Modification of a Decision. ===
For several categories this choice is imposed by the application (following ETSI Directives). For others, the '''Secret''' flag may be toggled manually.
CONTENTS:


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


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


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


The following predefined '''Categories''' of decision are supported by the application (Details of Categories).
It will close at midnight GMT on the closing date.


* '''Election 1st Ballot'''
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)
* '''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.
*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.
*You cannot start and end a vote outside of the meeting dates and times.


The voting rules will be applied according to the ETSI rules of Procedure.


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


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.
On the <span id="Create_Vote_Second_Screen"></span> next screen you will find the elements below.


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).
=== 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.


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


The '''Subject or Title''' must clearly identify the decision to be taken (e.g.
In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.


* DEN/JTC-DAB-5 - Vote for approval
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.
* 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]''
For vote during a meeting, the list of all Full and Associate members voting weights applies.


The '''Voting period''' must be defined.  
For voting rules for TB and ISG, see https://portal.etsi.org/webapp/tbdecision3/Menu.asp


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.
Click on the Accept button when ready. It display the Vote details


* the officials and others who may create a vote, may also manually close it at any time.
=== Vote details ===
* 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.
A summary of the details you have entered will be displayed. You can then click on Next to optionally send an email.
* 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
=== Send an email ===


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


On the next screen you will find:
The possible actions on a pre-configured notification email are:  


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
*Update
* Send


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.
The "Notifications" menu option provides links to all notifications which have not been deleted or sent.
 
In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.
 
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.


Click on the Accept button when ready.


A summary of the details you have entered will be displayed. Click on the confirm button to create the vote.


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


* Delete it
[[Voting#Closing|Closing]]
* Modify it
* Save it
* Send it


The "Notifications" menu option provides links to all notifications which have not been deleted or sent.
[[Voting#Notification|Notification]]


== Notification ==
[[Voting#Delete|Delete a vote]]


=== Notification ===
==Notification==
When a vote is created or closed, an email template is created. It is addressed to the exploder list for the Technical Body concerned and provides the details including a link to the voting form or results page as appropriate.
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 modify the message providing any additional information required.
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The "Notifications" menu item provides access to all notifications which have not been sent or deleted.
The "Notifications" menu item provides access to all notifications which have not been sent or deleted.


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


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Once closed, a vote cannot be opened again.
Once closed, a vote cannot be opened again.


== Results==
All account holders have access to the results of all decisions, provided they are ETSI member.


== Results ==
The results can be displayed in three levels of detail. They are only visible after the Chair has asked the TB officer to make them visible.


=== Viewing the Results ===
* '''The outcome''' (e.g. if a draft was accepted or rejected, if a person was elected) is displayed.
'''CONTENTS'''
* '''The percentage''' of votes cast for each option can also be made available.
* 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)


* '''The outcome'''
Results dissemination to the mailing list or during the meeting is manual.
* '''The percentage'''
* '''Individual votes'''
* '''Comments'''


All account holders have access to the results of all decisions. The results can be displayed in three levels of detail.
==Delete ==
This is intended for use, only when the vote has been created in error.


'''The outcome''' (i.e. if a draft was accepted or rejected, if a person was elected) is available to all EOL account holders. A consensus does not have an outcome.
The people who may create a vote process for a Group may also delete them.
 
'''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)
 
 
 
== Delete ==
 
=== Deleting a vote/ consensus/selection/election process ===
This is intended for use, only when the vote/ consensus/ selection has been created in error.
 
The people who may create a vote/consensus/selection process  for a Technical Body may also delete them.


Once deleted, a vote cannot be restored. No results are available for a deleted vote.
Once deleted, a vote cannot be restored. No results are available for a deleted vote.
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Choose "Delete" from the menu. Select the vote to be deleted. Click on the "Delete" button.
Choose "Delete" from the menu. Select the vote to be deleted. Click on the "Delete" button.


== Categories ==
==Categories of vote==
 
=== Vote/consensus/selection/election categories ===
{| class="wikitable"
{| class="wikitable"
|
|+ Vote/consensus/selection/election categories
{| class="wikitable"
|-
|'''Type of process'''
! Category of Vote
|'''Who can participate'''
! Who can participate
|'''Type of results'''
! Type of results (***)
|'''Notes'''
! Notes
|-
|-
|Election Ballot 1
| Election Ballot 1
|Full members
| Full members
Associate members(*)
Associate members(*)
|Outcome
| Outcome
Percentage
Percentage
|71% or more required for election.
| 71% or more required for election.
|-
|-
|Election Ballot 2 (a)
| Election Ballot 2 (a)
(2 candidates)
(2 candidates)
|Full Members
| Full Members
Associate Members(*)
Associate Members(*)
|Outcome
| Outcome
Percentage
Percentage
|When there are two candidates, the one with the most votes is elected.
| When there are two candidates, the one with the most votes is elected.
|-
|-
|Election Ballot 2 (b)
|Election Ballot 2 (b)
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Percentage
Percentage
Individual votes/comments
Individual votes/comments
Preview allowed
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.
|71% required for approval. The Chair may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
|-
|-
|Consensus EN
|Consensus EN
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|Percentage
|Percentage
Individual votes/ comments
Individual votes/ comments
Preview allowed
Preview allowed
|The chairman decides if there is consensus
|The Chair decides if there is consensus
|-
|-
|Vote
|Vote
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Percentage
Percentage
Individual votes/comments
Individual votes/comments
Preview allowed
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.
|71% required for approval. The Chair may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
|-
|-
|Consensus
|Consensus
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|Percentages
|Percentages
Individual votes/ comments
Individual votes/ comments
Preview allowed
Preview allowed
|The chairman decides if there is consensus
|The Chair decides if there is consensus
|-
|-
|Selection of Technology
|Selection of Technology
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|Percentages
|Percentages
Individual votes/ comments
Individual votes/ comments
Preview allowed
Preview allowed
|As for a Consensus the chairman decides how to interpret the results.
|As for a Consensus the Chair decides how to interpret the results.
|-
|-
|Board decision
|Board decision
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Percentages
Percentages
Individual votes
Individual votes
Preview Allowed
Preview Allowed
|Only Board Members may see the results
|Only Board Members may see the results
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|Only Board Members may see the results
|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>''
''* "... If a proposal fails to achieve 71 %, the result shall be re-calculated using the votes of ETSI full members only. If the re-calculated result achieves 71 %, the proposal shall be deemed to be approved....." TWP 1.7.1''  
 
 


''** "... 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.
''** "... 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.
<nowiki>***</nowiki>  They are only visible after the Chair has asked the TB officer to make them visible.

Latest revision as of 09:02, 29 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.
    4. You are not declares as Present in case of vote in a meeting.
  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
  5. Once you have voted, the Voted column in the Vote List is set to "Y".

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

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.


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.
  • You cannot start and end a vote outside of the meeting dates and times.


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. It display the Vote details

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

All account holders have access to the results of all decisions, provided they are ETSI member.

The results can be displayed in three levels of detail. They are only visible after the Chair has asked the TB officer to make them visible.

  • The outcome (e.g. if a draft was accepted or rejected, if a person was elected) is displayed.
  • The percentage of votes cast for each option can also be made available.
  • 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

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 of vote

Vote/consensus/selection/election categories
Category of Vote 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 Chair 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 Chair 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 Chair 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 Chair decides if there is consensus
Selection of Technology Full members

Associate Members Counsellors(**)

Percentages

Individual votes/ comments

Preview allowed

As for a Consensus the Chair 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.

*** They are only visible after the Chair has asked the TB officer to make them visible.

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