Keeping TC rosters current

[James Bryce Clark <jamie.clark@oasis-open.org>]

TC leaders:

    Please assist us with our need to confirm that each TC's participant 
roster is up to date, as we near the launch of our IPR policy changes next 
month.

      The controls for TC membership lists are accessible to chairs and 
secretaries at the TC's "roster" web pages. [1]   Maintenance of these 
rosters always has been important [2], because it drives key functions and 
information channels:
     -- the web access rights and e-mail privileges of TC participants,
     -- the publicly visible record of TC membership, and
     -- the automatic population of web-based voting ballots

     As the revised IPR Policy [3] phases into effect beginning in April, 
timely and accurate status data will become even more important.  The 
disclosure and licensing obligations of members under the revised policy 
will directly depend on the dates when participants join, and depart from, 
a TC. [4]  We are encouraging our members and the public to rely on the 
increased certainty provided by the revised policy, so correct data is 
essential.

     Between now and the IPR Policy effective date, 15 April 2005, we ask 
TC leaders to take special care to bring any outdated data in their TC's 
roster up to current status.  On or shortly before 15 April, we also will 
advise members that they should check to see if their own TC membership 
status is accurately reflected. If you encounter any difficulties in 
kee[ping that data current, using the web-based roster, or assigning the 
correct status to an individual participant, please do not hesitate to 
contact OASIS staff for assistance.

     Some TCs may have left newly-joining members in queue (as "prospective 
members") to permit them to post, without triggering the web-driven 
attendance keeping reminders.  As we update the TC Process, that should no 
longer be needed, as participants will be permitted to remain as "Members" 
of a TC and its subcommittees regardless of TC attendance.  (Regular 
attendance will affect retention of *voting* membership but that issue will 
be separate from TC membership status.)  Confirmation of the TC process 
revisions -- published in draft last October and to be finalized shortly -- 
will be circulated later this month.

    Thanks as always for your assistance and leadership of our technical 
process.    JBC

~   James Bryce Clark
~   Director, Standards Development, OASIS
~   jamie.clark@oasis-open.org

[1] Use the "Roster" tab on the TC's main members page, 
or  http://www.oasis-open.org/apps/org/workgroup/ 
[SHORT-NAME]    /members/roster.php
[2] http://www.oasis-open.org/committees/guidelines.php#tools
[3] http://www.oasis-open.org/who/intellectualproperty.php
[4] http://www.oasis-open.org/who/ipr/ipr_faq.php#2.1