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Re: Procedure for approving small dictionary updates

I would like to suggest some common-sense refinements to the fast-track procedure:

(1) If all members of a DMG have responded to a proposal before the six-week time limit, there is no requirement to wait six weeks
(2) If all voting members of COMCIFS have responded to a proposal before the six-week time limit, there is no requirement to wait six weeks

I would also ask the chairs of the various DMGs to periodically (perhaps once a year) check on the willingness of their members to continue in the role, to avoid situations where ghost members hold up these types of processes.


On Tue, Nov 3, 2009 at 12:30 PM, James Hester <jamesrhester@gmail.com> wrote:
Dear COMCIFS members,

The following proposal for fast-track approval of minor dictionary
updates has now been approved, as a six-week discussion period has
expired with no unresolved comments. áNote the following changes to
the original proposal arising from the discussion:

(i) the time-limit for making comments will be six weeks, rather than
one month as was originally suggested.
(ii) following the conclusion of the 6-week comment period, the Chair,
or designee, will explicitly state to the COMCIFS list that a proposal
has been approved.

I will coordinate with Brian to update the website with information
about this new procedure.

Best wishes,

On Wed, Aug 19, 2009 at 5:48 PM, James Hester <jamesrhester@gmail.com> wrote:
> Dear COMCIFS members,
> Currently the procedure for making any changes to the dictionaries
> requires putting those changes to a formal vote on the COMCIFS list.
> This may be seen as heavy-handed for small updates and additions.
> Following discussions with David B I would like to propose the
> following fast-track procedure for dealing with minor updates to the
> dictionaries:
> 1. Anybody can propose a change to the core dictionary either through
> the IUCr web site or by contacting the chair of the appropriate DMG.
> 2. In conjunction with the DMG chair, they can work out a proposal for
> new dictionary code.
> 3. This code is then submitted to the DMG for comment and eventual approval.
> 4. The change is then posted to the COMCIFS discussion list for
> comment within a given time limit.
> 5. If no comment is received, or if all the comments are resolved, the
> change is accepted, otherwise it is refered back to the DMG.
> I suggest that a 'small change' is one that creates no new categories
> and affects no more than two definitions.
> A one month time limit for initiating comments seems about right to
> me, as it should allow those that happen to be on holiday to make it
> back in time.

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