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Sactioning the practice of submitting unpublished notes as PENs #13

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60 changes: 44 additions & 16 deletions DocStd.tex
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Original file line number Diff line number Diff line change
Expand Up @@ -2,6 +2,8 @@
\input tthdefs
\input gitmeta

\usepackage{todonotes}

\title{IVOA Document Standards}

\ivoagroup{Standards and Processes}
Expand Down Expand Up @@ -526,20 +528,40 @@ \subsection{Document promotion process summary}
\section{Endorsed Notes process}
\label{sect:en}

Some documents require an endorsement by IVOA but a lighter weight
review process than the one undergone by the IVOA Recommendations. They
follow the Endorsed Note process, managed by the Technical Coordination
Group. This is the case for instance for the IVOA Architecture Documents
or for implementation notes.
Certain documents need a certain level of normative power but do not
quite fit the REC path outlined before, either because they span several
or all Working Groups, because they are something like annexes to other
standards, or because they describe policies and practices rather than
protocols.

For such documents, die IVOA follows the Endorsed Note (EN) process,
managed by the Technical Coordination Group exclusively. Some
prototypical examples for ENs existing at the time of writing are:

\begin{itemize}
\item XML Schema Versioning Policies \citep{2018ivoa.spec.0529H} --
this is a policy affecting almost all WGs.

\item IVOA Architecture \citep{2024ivoa.spec.1114E} -- this is a
document to which all WGs contribute in the same way and that
needs to reflect a consensus within the IVOA.

\item Discovering Data Collections Within Services
\citep{2019ivoa.spec.0520D} -- this is a policy, laying out a practice
of how Registry standards are applied, to be agreed upon between
Registry and Apps.

\item Adopting the UAT as an IVOA vocabulary \citep{2022ivoa.spec.0722D}
-- this is effectively an external annex to Vocabularies in the VO.
\end{itemize}

\paragraph{Entrance criteria} Endorsed Notes can be proposed by an
Interest Group, a Working Group, the Technical Coordination
Group, or more generally be documents produced within the IVOA.
They circulate among the authors, and in the Working Group, Interest
Group, or the Technical Coordination Group until they reach a
sufficient maturity level. The endorsement process is managed by
the Technical Coordination Group and the Note can be endorsed by a
Working Group.
sufficient maturity level. This draft can be published as a normal
Note beforehand, but this is not required.

\paragraph{Proposed Endorsed Note (optional)} A Proposed Endorsed Note is
submitted to a Request for Comment following the procedure described
Expand All @@ -556,13 +578,15 @@ \section{Endorsed Notes process}
the document. There are two possibilities:

\begin{enumerate}
\item The TCG decides to submit the possibility to promote the
Note to Endorsed Note to a Request for Comments following the
procedure described in Section~\ref{sect:rfc}. The Note is then passed to
Proposed Endorsed Note (PEN) status.

\item The TCG decides that there is no need for a Request for
Comments and decides to promote the Note directly to Endorsed Note.
\item The TCG decides a Request for Comments is necessary,
usually to ensure maximum community participation. The document is then
published on the IVOA document repository as a PEN. This PEN is then
reviewed like a PR is (see Sect.~\ref{sect:rfc}.

\item The TCG decides that sufficient community participation has
taken place for the specific content of the note and that there is no
need for an RFC period. It can then promote the document directly to
Endorsed Note.
\end{enumerate}

For each meeting of the Executive Committee, the TCG chair
Expand All @@ -573,7 +597,8 @@ \section{Endorsed Notes process}

Proposed Endorsed Notes and Endorsed Notes appear in the IVOA
Document Repository. Endorsed Notes linked to a standard are
visible in the relevant standard landing page.
visible in the relevant standard landing page.\todo{We don't do
this. Do it or drop this language?}


\section{Errata}
Expand Down Expand Up @@ -684,6 +709,9 @@ \subsection{From 2.0 to 2.1}
\begin{itemize}
\item Now formally requiring both HTML and PDF; also, dropping the
reference to outdated templates and nudging people towards ivoatex.

\item Explicitly sanctioning the existing practice of submitting
unpublished notes to the TCG for endorsement.
\end{itemize}


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