in030353

InterNational Committee for Information Technology Standards
INCITS Secretariat, Information Technology Industry Council (ITI)
1250 Eye St. NW, Suite 200, Washington, DC 20005
Telephone 202-737-8888; Fax 202-638-4922;
Email: incits@itic.org

Date: March 13, 2003
Reply to: Jennifer Garner
Phone: (202) 626-5737
Email: jgarner@itic.org








To: Dr. Doris Bernardini, Chairman, INCITS/V1 - US TAG to SC 34
Subject: Correspondence with INCITS/V1 Related to US National Body Hosting of SC Plenary and WG Meetings - 2003 SC 34 Plenary
From: Jennifer Garner, INCITS Secretariat


In preparation for the February 2003 INCITS Standards Development Board meeting, JTC 1 Subcommittee web sites were reviewed to update the 7-year plenary hosting calendar. The SC 34 web site shows the US National Body as the tentative host of the December 2003 SC 34 Plenary.

Attachment 1 details the US procedures related to the hosting of an international meeting by the US National Body. 

Requested Action

INCITS/V1 is reminded of the requirement to submit the hosting documentation, well in advance of the plenary, to the INCITS Secretariat (jgarner@itic.org) for consideration and approval by INCITS.

Please do not hesitate to contact me with any questions on this matter.

Attachment 1 - Excerpt from the INCITS/RD-2, Organization and Procedures


5.7.7.5        Hosting International Meetings

All JTC 1-related meetings held in the US are at the invitation of and hosted by the US National Body (ANSI).  Invitations to host international meetings at any level require prior approval of the appropriate TAG. Tentative offers for the US to host a future JTC 1-related meeting may be made at a meeting by the appropriate US Head of Delegation, contingent upon subsequent approval by the appropriate US TAG followed by submission of a formal invitation from ANSI as the US National Body.

The INCITS Secretariat is responsible for reviewing and approving requests to host international Working Group meetings in the U.S for which the INCITS holds the TAG. Requests to host JTC 1 SC Plenaries are reviewed and approved by the Executive Board. Those organizations wishing to host a meeting in the U.S. should contact the INCITS Secretariat for information on the requirements for hosting a meeting.

TAG Administrators oversee this activity and assure financial support for the meeting and appropriate social events based on current practice. ANSI provides a master list of all JTC 1 meetings in order to best coordinate the meetings. Conduct of such meetings is in accordance with the ISO/IEC JTC 1 Directives.

To provide an equitable cycle for hosting JTC 1 and plenary meetings of its SCs in the U.S., the INCITS Secretariat maintains a seven-year calendar that lists a schedule for hosting these meetings. Requests for changes to the seven- year calendar must be submitted in writing to the INCITS Secretariat for Executive Board consideration.

5.7.7.5.1    Meetings of JTC 1 and JTC 1 Special Working Groups

For JTC 1 and JTC 1 SWGs, the INCITS Secretariat, in conjunction with the FBC, shall submit required documentation (i.e., financial responsibility for hosting) proposing U.S. sponsorship of meetings in the U.S. to the Executive Board for vote. Once approved by the Executive Board, the invitation shall be submitted to ANSI for subsequent processing.

5.7.7.5.2    Meetings of SC Plenary Meetings

The responsible U.S. JTC 1/SC TAG Administrator shall submit all necessary documentation (i.e., financial responsibility for hosting) proposing U.S. sponsorship of meetings in the U.S. to the INCITS Secretariat.  The INCITS Secretariat  shall circulate the proposal to the Executive Board for vote. Once approved by the Executive Board, the invitation shall be submitted to ANSI for subsequent processing.

5.7.7.5.3    Meetings of SC Working Groups and Other Subgroups

For the hosting of SC Working Groups or other subgroup meetings in the U.S., the appropriate TAG Administrator shall forward the required documentation to ANSI for subsequent processing.

5.7.7.5.4    General Meeting Requirements

Hosting of all international meetings must receive the approval of the TAG Administrator for the group that is meeting. Once a meeting has been approved, the TAG Administrator notifies ANSI as the U.S. National Body.

Prior to approval, the TAG Administrator should receive a statement from a responsible manager from the organization hosting the meeting with a statement of management commitment that the following provisions will be met:
Note: Under no circumstances should a meeting be held where attendance of any international delegate could be questioned by a security sensitive host.