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Re: Procedure for approving small dictionary updates
- To: "Discussion list of the IUCr Committee for the Maintenance of the CIFStandard (COMCIFS)" <comcifs@iucr.org>
- Subject: Re: Procedure for approving small dictionary updates
- From: "Herbert J. Bernstein" <yaya@bernstein-plus-sons.com>
- Date: Fri, 5 Feb 2010 12:41:48 -0500 (EST)
- In-Reply-To: <279aad2a1002012157s7ff7985bv2d26814dd87b846e@mail.gmail.com>
- References: <279aad2a0908182348l4c20ba88i8b8b5c39cb3287a@mail.gmail.com><279aad2a0911021730w17004892p4add4378a24d70b8@mail.gmail.com><279aad2a0911242126n2acaa8d7g5ff66a7f470549ea@mail.gmail.com><279aad2a1002012157s7ff7985bv2d26814dd87b846e@mail.gmail.com>
Dear James, To avoid offending people in the process of ensuring active DWG/DMG membership, I would propose that COMCIFS adopt a uniform policy of terms for both chairs and DWG/DMG members. Here is the policy I would suggest: 1. That COMCIFS recognize DWG/DMG chairs for 3 year terms ending immediately after each IUCr meeting, with successors to be desgnated by COMCIFS at each IUCr meeting or on any vacancy. Someone filling a vacancy would serve only to the end of the orginal term. 2. That each DWG/DMG chair propose a list of DWG/DMG members to COMCIFS for 3 year terms ending one month after each IUCr meeting, with successors to be recommended by the incoming DWG/DMG chairs at or immediately after each IUCr meeting or on any vacancy. Someone filling a vacancy would serve only to the end of the original term. In addition, any DWG/DMG chair whose term is ending would automatically be offered a seat as a member of the same DWG/DMG if they are interested in serving. 3. That there be no restriction on chairs and DWG/DMG chairs succeeding themselves and no minimum or maximum number of members of a DWG/DMG, and that COMCIFS would reserve the right to add appropriate, interested members of the community to any DWG/DMG. 4. That the COMCIFS secretary maintain an online list of all DWG/DMG chairs and members 5. While it is desirable to DWG/DMGs to work by consensus, if decisions are to be made by majority voting, on email ballots a plurality of those voting will be sufficient to decide a question, with those who do not respond within 6 weeks of posing a question deemed to have abstained. For meetings at IUCr meetings a majority of those DWG/DMG members in attendance at the IUCr meeting will constitute a quorum, and a plurality of that quorum sufficient to carry a motion. 6. COMCIFS may act at any time to revive a moribund DWG/DMG by replacing chairs and/or members as needed to ensure proper fucntioning. ===================================================== Herbert J. Bernstein, Professor of Computer Science Dowling College, Kramer Science Center, KSC 121 Idle Hour Blvd, Oakdale, NY, 11769 +1-631-244-3035 yaya@dowling.edu ===================================================== On Tue, 2 Feb 2010, James Hester wrote: > Dear COMCIFS members, > > A six-week period (actually considerably longer than that) has now expired since > the modifications to the fast-track procedure suggested below were proposed. As > no critical comments were received, I declare them to have been accepted. > > James. > > On Wed, Nov 25, 2009 at 4:26 PM, James Hester <jamesrhester@gmail.com> wrote: > 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. > > James. > > > 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. Note 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, > James. > > 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. > > > > > > > -- > T +61 (02) 9717 9907 > F +61 (02) 9717 3145 > M +61 (04) 0249 4148 > > > > > -- > T +61 (02) 9717 9907 > F +61 (02) 9717 3145 > M +61 (04) 0249 4148 > > > > > -- > T +61 (02) 9717 9907 > F +61 (02) 9717 3145 > M +61 (04) 0249 4148 > >
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