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ISO 639/JAC N2

ISO 639 Joint Advisory Committee

Rules of procedure for conducting business

Draft for discussion

(13 Jan. 2000)

The following documents rules of procedure for the conduct of meetings and email business by the ISO 639 Joint Advisory Committee. It repeats some information that is in ISO 639-2:1998 in the normative Annex A and elaborates where necessary for clarification of procedures. In particular it details how business is run in the absence of regular meetings. Note that this is currently a draft for discussion by the ISO 639/JAC.

1. Composition of the Joint Advisory Committee

ISO 639/JAC is composed of:

  • one representative of the International Information Centre for Terminology (Infoterm; representing ISO 639-1/RA)
  • one representative of the Library of Congress (LC; representing ISO 639-2/RA)
  • three representatives of ISO/TC 37 (nominated by ISO/TC 37)
  • three representatives of ISO/TC 46 (nominated by ISO/TC46)

Both ISO/TCs may nominate substitute representatives for a meeting.

2. Membership of ISO 639/JAC

  • Representatives of Infoterm and Library of Congress will hold the chair on a 2-year rotating basis. The first term begins at the first meeting in February 2000.
  • Up to five technical experts may be asked to participate as non-voting observers at a meeting. These experts are appointed by the ISO 639 TCs responsible (TC37 and TC46) based on the issues and topics to be discussed. If each TC wishes to appoint three observers, then a total of six may be appointed. This needs to be approved by the JAC to amend Annex A.

3. Procedures for conducting business at meetings

3.1. Agenda.

  • An agenda will be distributed at least two months prior to the meeting. It will be amended as needed when meeting is convened if there is agreement.

3.2. Voting.

  • Each member of ISO 639/JAC has one vote.
  • Voting is obligatory.
  • A vote must be unanimous for approval of an item. If there are abstentions, it shall not be considered unanimous approval.
  • If a unanimous vote cannot be reached on an item, a second vote will be conducted following discussion.
  • At least five positive votes are required to pass on the second ballot.

3.3. Role of observers

  • The designated observers (5) may attend a JAC meeting. No TC may appoint more than 3 observers (thus, a maximum of 6 is possible).
  • Observers shall function as experts concerning specific language issues, not for procedural issues.
  • Observers will be asked to contribute as necessary.
  • Observers may not vote.

4. Procedures for conducting business by electronic mail

4.1. Electronic communications
  • An electronic distribution list will include all ISO 639/JAC members
  • The distribution list is limited to the voting members of the committee.
  • Documentation is distributed by the chair. It may be distributed to JAC members only or to JAC members and observers depending upon the topic.
  • The more general list ([email protected]) may be used for discussion about general or specific language issues.
4.2. Electronic voting procedures

  • Voting may take place on the list initially and confirmed in writing (letter or telefax). To be discussed: should we allow electronic voting?
  • Votes must be submitted within two weeks of the electronic distribution of the voting request.
  • Failure to vote is considered an abstention (and thus a unanimous ballot cannot be reached with an abstention).
  • If a JAC member does not vote after two consecutive times, he/she may be replaced by the appropriate TC.

4.3. Role of observers

  • Observers will be included in electronic mail distributions when specific language issues are discussed and their expertise is needed.
  • Observers may be requested to perform research on specific language issues when needed.

4.4. Deadlines for response

  • When a request for a new, deleted, or changed code is submitted to the appropriate Registration Authority (Infoterm for 639-1 and Library of Congress for 639-2), ISO 639/JAC is consulted.
  • ISO 639/JAC is obliged to respond within one month after adequate documentation, as determined by the chair, has been reached.

See also Working principles for ISO 639 maintenance (ISO 639/JAC N3).

Comments on this document: [email protected]

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October 18, 2010