1.0 Introduction
1.1 Introduction to the Guidelines
2.0 IFIP
2.1 Purpose and Goals
2.2 Reference Documents
2.3 Approval of Events
2.4 Event Organization
2.5 Financial Considerations
2.6 Proceedings
3.0 TC11
3.1 Aim and Scope
3.2 Membership
3.3 Meetings
3.4 Conferences
4.0 WORKING GROUPS
4.1 Membership
4.2 Finance
4.3 Communications
4.4 Meetings
4.5 Reporting
Appendix
TC11 Chairperson
TC11 Vice Chairperson
TC11 Secretary
TC11 WG Coordinator
TC11 WG Chairperson
1.0 INTRODUCTION
1.1 Introduction to the Guidelines
These Guidelines for TC11 Members and Working Group (WG) Chairpersons have been prepared to assist those responsible for directing the activities undertaken by TC11 members and the various WGs reporting to TC11.
Reference should also be made to the various documents available from the IFIP Secretariat and, in particular, the IFIP WG Chairman Handbook which provides information on the IFIP organization and the procedures which are expected to be followed.
TC11 Members and WG Chairpersons should obtain a copy of the publications listed in Section 2.2 of these Guidelines so that by being better informed on IFIP policies and procedures, maximum effectiveness of WG activities can be assured.
Where necessary, any one of the TC11 Chairperson, TC11 Secretary, TC11 WG Coordinator (if appointed), or the IFIP Secretariat can provide clarification.
Contact addresses (including Email, telephone and facsimile numbers) can be obtained from the list of TC11 members and WG chairpersons maintained and distributed by the TC11 Secretary.
John G. Beatson TC11 WG Coordinator
January 1997
2.0 IFIP
2.1 Purpose and Goals
IFIP is a non-profit organization with the following basic aims:
1. To promote information science and technology
2. To advance international cooperation in the field of Information Processing
3. To stimulate research, development and application of Information Processing in science and human activity
4. To further the dissemination and exchange of information on Information Processing
5. To encourage education in Information Processing.
IFIP takes no account of the political, social or economic aspects of its member organizations because IFIP is totally dedicated to the transfer of scientific and technical information and experience.
IFIP work is based on volunteers who cover their own expenses in respect to their attendance at meetings. In some cases, IFIP member societies may be able to obtain funds from their national governments to support the activities of their IFIP representatives.
Developing nations are of special concern to IFIP. It is a major and important task to contribute to technology transfer between those nations, and between developed nations and newly industrialized countries.
Meetings must be held in countries which will grant visas for all intending participants as IFIP does not address itself to political issues.
2.2 Reference Documents
The following documents provide more detailed information on IFIP policies and operation, and will be useful to WG chairpersons:
1. IFIP Information Bulletin
This publication, normally issued annually, contains all names and addresses of the IFIP General Assembly (GA) representatives, Technical Committee (TC) and WG chairpersons, and names of all TC and WG members with country affiliation. Also included are IFIP committee members, job charters, and the aims and scopes for each of the TCs and WGs.
2. Statutes and Bylaws
Article 3 in the Statutes describes the main organization of IFIP.
Section 4 in the Bylaws describes the operation of TCs and WGs.
3. Standing Orders
Among other things, this reference provides details of the operating rules for TCs and WGs.
4. Publication Policy
This document describes the policy for publication adopted by the IFIP Publications Committee.
5. IFIP Event Plan
Contains a list of all approved activities.
6. IFIP Newsletter
Contains updated calendar entries and changes to items in the Information Bulletin.
7. IFIP Event Approval Guidelines
A reference document on the process of managing events.
8. IFIP WG Chairman Handbook
A reference document for all TC and WG chairpersons; provides useful information on IFIP organization and procedures.
9. IFIP Policy on Working Conferences
A reference document for all who plan to organize a conference.
Copies of the above reference documents can be obtained from:
IFIP Secretariat
Hofstrasse 3
A-2361 Laxenburg
AUSTRIA Tel: +43 2236 73616
Fax: +43 2236 736169
E-mail: <email>ifip@ifip.or.at</email>
2.3 Approval of Events
All IFIP TC and WG events, to which non-member registrants are expected, should be approved by the Activities Management Board (AMB). Events to be organized by a WG will also require the recommendation of the TC11 Chairperson.
To obtain approval, an IFIP Event Request Form (available from the TC11 Chairperson or from the IFIP Secretariat) should be completed and submitted to the TC11 Chairperson who will seek the necessary approval.
Activities should be planned well ahead; up to six years for major events. AMB approval must be obtained, in writing, at least two years prior to the event.
Upon approval, activities are entered on the IFIP Event Plan with an identification number which should be used for all future reference to avoid confusion. The activity organizing chairperson must monitor each event and ensure that all updated and missing information reaches the TC11 Chairperson in due time.
IFIP sponsored events are listed in the IFIP Event Calendar and published in the IFIP Newsletter.
2.4 Event Organization
It is a requirement that all IFIP events use the IFIP name and logo on any call for papers, conference invitations, publications, etc.
Approved events should preferably be announced using IFIP terminology as `sponsored by .., organized by ...,' and if so desired, followed by `hosted by ..., supported by ...'. When more than one organization is involved in a role, the organizations should be listed by mentioning the principal one first, followed by either `jointly with ...' and/or `in cooperation with ...'. If an organization has more than one role, combinations or omissions may apply.
The technical programme of any event must conform to the statutory aims of IFIP and involve IFIP directly. This implies that the sponsors must include one or more of IFIP's own subordinate bodies (TC11 or one of its WGs); if more than one IFIP body is included, one (which may be a WG) must be identified as representing IFIP.
It also implies that any conference programme must be designed for an international audience, controlled by an international programme committee of recognized professionals and composed of international contributions of high quality. At least three countries must be represented on the international programme committee.
The official language must be ENGLISH. This implies that all announcements and printed material must be in that language. Translation may be provided, but the incurred expenses must not be included in the event budget. Conference organizers who wish to provide translation facilities should seek additional sponsorship or `hide' the expenses under other headings. Conference proceedings must also be in ENGLISH.
All submitted papers should be reviewed by the international programme committee members. In the case of larger conferences, additional paper referees may be necessary and should be sought from as wide an international base as possible. TC11 members are an obvious source of paper referees.
A local organizing committee should be established to deal with all practical aspects. The international programme committee chairperson should be a member of the organizing committee.
If proceedings are to be published, an editor should be appointed. It may also be appropriate to appoint a co-editor for the sake of a language check.
The role of the editor is to edit papers and discussions (if such are to be included) and handle any contracts with the IFIP publisher. THE EDITOR MUST SIGN A PUBLISHING CONTRACT. All papers should be prepared according to the instructions given to each author by the IFIP publisher (camera ready form, ASCII files, etc.).
The same originals should be used for the printing of proceedings for conference attendees. The final proceedings should be available for publishing as soon as possible after the conference.
The IFIP Secretariat should receive copies of the call for papers, the conference invitation, final programme, etc. in order to be in a position to respond to requests for information in respect to the particular activity.
2.5 Financial Considerations
The principal rule is that all participants in an IFIP event should cover all their own expenses. IFIP assumes no financial or other legal liabilities for sponsored events unless IFIP has explicitly agreed to do so by separate agreement with other organizers.
IFIP financial support implies limited funding, normally as a loan but occasionally as a grant, for certain IFIP sponsored events, depending on the event category and the event organization. Apart from a loan, IFIP does not normally share any financial loss, unless IFIP has substantial financial control of the event and has explicitly agreed with other organizers to carry a specified share of such loss.
IFIP expects some financial proceeds in return for its involvement, even when no financial support from IFIP is provided. Such proceeds are normally specified either as a share of any potential surplus, often with a guaranteed minimum amount, or as a share of all registration and exhibit income for the event.
The financial implications of the event for IFIP must be defined with regard to support from IFIP as well as proceeds to IFIP. Final approval of any financial support from IFIP cannot normally be confirmed until the IFIP budget for the year in which support needs to be provided has been approved. Any such support is normally not expected to be provided more than one year prior to the event.
If organizers include non-IFIP bodies, the financial implications must be agreed between IFIP and the other organizers of the event. This must be in some form of written and signed agreement of statement of understanding.
If the principal organizer is a non-IFIP body, this implies the acceptance on behalf of all non-IFIP organizers involved in the event of full financial and other legal liabilities for the event, apart from any financial support approved by IFIP.
If the principal organizer is an IFIP body, each non-IFIP co-organizer must agree to cover a specified financial and legal commitment, usually expressed as a loss share.
2.6 Proceedings
IFIP publishes proceedings of its events. IFIP has negotiated contracts with publishers for various types of publications. Unless otherwise specifically agreed, it is required that the IFIP publishers be used and that a contract be signed by IFIP and the editor(s) of each publication; standard contracts exist. All contracts are checked and monitored by the IFIP Contracts Officer.
Royalties from the sale of proceedings go to IFIP, although a proportion (25%) is specifically tagged for the use of the TC concerned.
All copyrights rest with IFIP.
3.0 TC11: "SECURITY AND PROTECTION IN INFORMATION PROCESSING SYSTEMS"
3.1 Aim and Scope
The aim of TC11 is to increase the reliability and general confidence in information processing as well as to act as a forum for security managers and others professionally active in the field of information processing security.
The scope of TC11's activities will include:
1. the establishment of a common frame of reference for security in organizations, professions and the public domain
2. the exchange of practical experience in security work
3. the dissemination of information on and the evaluation of current and future protective techniques
4. the promotion of security and protection as essential elements of information processing systems.
In order to accomplish its objectives, TC11 has established a number of WGs to address specific areas of security interest.
3.2 Membership
All full members of IFIP are entitled to have one representative as a member of TC11. Other members of IFIP may appoint observers to attend TC11 meetings.
TC11 members are expected to attend the annual meetings and are required to present a report (in writing) on information security related matters in respect to their own country. Failure to attend without apology in three successive years can result in termination of that member.
3.3 Meetings
It has been the practice of TC11 to meet annually in the month of May, immediately prior to annual IFIP/SEC conference. Special circumstances may require the conference to be held at another time of year, for instance, at the time of the biennial World Computer Congress.
WG Chairpersons are encouraged to attend the TC11 meeting and are required to provide an annual report on the activities of their respective WGs even though they may not be able to attend in person.
3.4 Conferences
In association with the organizing IFIP member, TC11 sponsors an annual security conference during the month of May. All executive members of TC11 are expected to attend and participate in the conference.
Conferences are attended by delegates from many countries from around the world and provide opportunity for sharing ideas and experiences in all areas of security concern.
4.0 WORKING GROUPS
4.1 Membership
As a general rule, IFIP prefers the membership of any WG to be drawn from as many countries as possible in order to ensure that input to WG activities is truly international and so as to draw on as wide a base of experience as possible. Membership in WGs is based on professional interest only.
Members are appointed by the TC11 Chairperson, usually upon a written recommendation from the WG Chairperson. It is good practice to evaluate a candidate member's CV to ensure the best possible standing of the WG. WG membership is not restricted to those who belong to an IFIP Member Society.
The WG Chairperson is appointed by the TC11 Chairperson. The WG Chairperson may designate a Vice Chairperson and a Secretary with the approval of the WG members. Each official can serve for a three year term which can be renewed once for the Chairperson and Vice Chairperson, and without limitation for the Secretary.
Experience has shown that to be effective, WGs must be able to meet regularly. A meeting of members should be held at least annually.
The WG Chairperson should, insofar as is possible, aim to establish a core membership (10-20 members) drawn from within a single geographical area so as to facilitate meetings and project work. Clearly, there will occasionally be other members who will be able to travel from further afield. There may in fact be three groups of members:
1. Those who are drawn from a particular geographic area and who will be able to attend meetings on a regular basis; such members are referred to as 'active'
2. Those who by virtue of their geographic location are unable to attend meetings on a regular basis but will, nevertheless, have an important contribution to make; such members are referred to as 'periodic'
3. Those who do not wish to be actively involved but would like to be kept informed; such members are referred to as `observers' and will only be admitted at the discretion of the WG chairperson.
WG members should be encouraged to communicate via electronic mail unless no such facility is available to them. It is expected, however, that the majority of WG members will have access to that medium. An acceptable alternative communication medium is facsimile transmission. Hardcopy mail delivery systems (air or surface) should only be used where circumstances so demand.
The following general rules for WG members apply:
1. Members are expected to be qualified professionals or researchers in the field of activity covered by the function of the WG.
2. Members will be accepted at the prerogative of the WG Chairperson, subject always to IFIP approval via the TC11 Chairperson. Observers are accepted in the same manner.
3. Acceptance as a member may be dependent upon the individual demonstrating an active interest in the WG activities.
4. At a minimum, active participation means presentation of papers or playing an active role in the organization of a meeting at least once in every three years.
5. A three year period of inactivity will be taken as an indication that the member is no longer actively interested in the area of WG focus and can be cause for the member being removed from the membership register.
6. Those `periodic' members who, by virtue of their geographic location cannot expect to regularly attend meetings, will be expected to involve themselves in ways identified by the WG Chairperson and active members.
7. Those who have been classified as `observers' should be required to attend one meeting in each three year period. Failure to do so will indicate that the individual is no longer actively interested in the area of WG focus and should therefore be removed from the membership register.
8. WG Chairpersons may, at their discretion, instigate additional rules pertinent to their particular WG without limiting the right of any current or future member.
4.2 Finance
Some degree of funding, in the form of expense reimbursements, will be made available to WG Chairpersons.
The TC11 Chairperson will normally submit an annual budget to the GA through the Activity Management Board (AMB). This includes required financial support for events. The AMB will have a budget for events which need financial support before the next budget is submitted.
Requests for release of funds may be done in writing to the TC11 Chairperson with reference to an approved budget item. The request should contain information in respect to the event bank account for the purpose of reimbursement. The TC11 Chairperson will obtain the necessary signatures and request the transfer of funds from the Secretariat.
4.3 Communications
All written correspondence should be printed on IFIP letterhead which can be obtained from the IFIP Secretariat. Envelopes for both surface and air mail are also available.
As a matter of course, the IFIP Secretariat should be kept informed on meetings, activities, membership, and other important issues through the copying of correspondence for filing in the office of the Secretariat.
WG Chairpersons should be aware of this expectation and send copies when deemed necessary. The TC11 Chairperson and Secretary must also be kept informed through the same process.
4.3.1 With WG Members
It is particularly important that WG members (especially those who are more remote) are kept informed on a regular basis. WG Chairpersons might consider some form of `newsletter' at not less that six monthly intervals with a view to maintaining contact and passing on to members any IFIP matters of general interest.
Obviously, if all members are involved in WG activity, the need for such communication is probably negated. Ensure, however, that the TC11 Chairperson and WG Coordinator are also kept informed on a regular basis.
4.3.2 Electronic Mail
It is strongly recommended that WG members obtain an electronic mail connection so as to facilitate communication.
Should any WG member experience difficulty in obtaining access to one of the networks, a request should be made to the TC11 Chairperson for a letter intended to aid the process.
4.3.3 With IFIP Members
It is good for both IFIP and for its TCs and WGs, to have any interesting and unusual technical activities described in the IFIP Newsletter. It is possible for the Editor to write articles about an IFIP activity when he/she is furnished with drafts of one or more papers, generally keynote or survey papers, or the foreword to proceedings, and a brief list of essential facts, including:
Title of meeting
Dates
Key individuals
*
(including full names, titles and nationalities)
Number of participants
Additional information is encouraged.
If some information is sent prior to the activity, and the remainder as soon as possible afterwards, it should be possible to include a report of the meeting while it is still newsworthy. Any material should be sent to the Editor as early as possible.
Each WG should designate someone associated with each activity to be covered as a reporter for that activity so as to ensure that maximum publicity is obtained.
The Newsletter Editor should be included in the distribution list for minutes of TC/WG meetings.
4.4 Meetings
Each WG should preferably hold at least one business meeting in each year. This meeting should discuss future activities as well as experience from organized activities and may be organized in conjunction with some conference event of the WG to facilitate and justify travel costs.
It is important that the IFIP Secretariat is informed about upcoming business meetings. Inform the Secretariat as soon as a decision is taken on where and when the next meeting will be held.
It is desirable that minutes be prepared for all meetings. Both agenda and minutes should be copied to the IFIP Secretariat and to the TC11 Chairperson and TC11 Secretary. Items which are confidential in nature should be excluded from minutes for other than WG members.
Attendance records should be kept for the meetings and included in the annual report.
4.5 Reporting
Each WG Chairperson must prepare a written annual report which is to be submitted to the TC11 Chairperson, TC11 Secretary and the TC11 WG Coordinator.
The report should include any changes in membership, details of past and future activities, meetings held and any special areas of concern. The TC11 Chairperson will include each WG report in the annual report to the General Assembly.
The written report is to be received by the designated recipients no later than 30 April in any year, unless the WG Chairperson intends to present the report in person at the annual meeting of TC11; normally during May each year.
As a matter of course, the report is required by the end of the month prior to that during which TC11 will have its annual meeting.
APPENDIX
POSITION | TC11 CHAIRPERSON |
REPORTS TO | IFIP TECHNICAL ASSEMBLY CHAIRPERSON |
RESPONSIBLE FOR | Organizing the work of TC11 and ensuring that the Committee functions in accordance with IFIP Standing Orders. |
DUTIES AND RESPONSIBILITIES:
Administration
1. Represent TC11 to IFIP in all operational and policy matters and convey IFIP decisions and policy to TC11 for its guidance.
2. Appoint a Secretary (and Vice Chairperson, if considered desirable) for the purpose of providing administrative assistance and support.
3. Maintain regular communications with members of TC11 (and WGs) by newsletter or report on the progress of formal activities.
4. Submit a plan of activities to the Activity Management Board as and when required.
5. Establish and maintain a register of members and submit names of new members to the IFIP Secretariat for official records.
Reporting
6. Ensure that the IFIP Secretariat is kept informed of all TC11 activities.
7. Prepare an annual report to the IFIP Secretariat on TC11 activities.
8. Prepare any special reports requested by IFIP.
Meetings and Conferences
9. In association with the Secretary, arrange for and chair meetings annually for those TC11 members who are able to attend in person.
10. Provide support to the organization and management of annual TC11 conferences, and participate in conference activities.
11. Attend meetings of the IFIP Technical Assembly and Council.
Finance
12. Approve any claims for reimbursement of expenses from WG Chairpersons, and other TC11 members who incur expense.
13. Account annually to the IFIP Treasurer, and to TC11 members, for any funds expended or held on behalf of TC11.
POSITION | TC11 SECRETARY |
REPORTS TO | TC11 CHAIRPERSON |
RESPONSIBLE FOR | Administrative support in respect to activities undertaken by TC11. |
DUTIES AND RESPONSIBILITIES:
Administration
1. Establish and maintain a mailing list of TC11 members and copy to all members annually.
2. Assist the Chairperson in the conduct of any administrative responsibilities.
3. Initiate and/or respond to any correspondence which may be received.
4. Monitor progress of any actions arising from TC11 meetings.
Reporting
5. Produce any reports as may be requested by the Chairperson.
Meetings and Conferences
6. In association with the Chairperson, arrange for meetings annually for those TC11 members who are able to attend in person.
7. Ensure that a notice of any meeting is prepared and mailed to members not later than two months prior to any meeting.
8. If not mailed with the notice of meeting, ensure that a formal agenda is compiled in readiness for each meeting.
9. Prepare minutes of any meetings and distribute to members following approval by the Chairperson no later than three (3) months following any meeting held.
10. Maintain a record of attendees at meetings by members.
Finance
11. In association with the Chairperson, approve any claims for reimbursement of expenses from WG Chairpersons, and other TC11 members who incur expense, where such claims are for amounts in excess of CHF1000.
POSITION | TC11 VICE-CHAIRPERSON |
REPORTS TO | TC11 CHAIRPERSON |
RESPONSIBLE FOR | Provision of support and counsel to the Chairperson as may be necessary. |
DUTIES AND RESPONSIBILITIES:
Administration
1. Deputize for the Chairperson as and when necessary.
2. Assume any duties delegated by the Chairperson.
3. Participate as a member of the TC11 executive group throughout each year.
4. Accept any other obligations as may be required by concurrently being a country representative.
Reporting
5. Prepare any special reports which may be requested by the TC11 Chairperson.
Meetings and Conferences
6. Attend and participate in the annual TC11 meeting.
Projects
7. Accept special assignments at the request of the Chairperson or on behalf of TC11 as may be determined from time to time.
POSITION | TC11 WORKING GROUP COORDINATOR |
REPORTS TO | TC11 CHAIRPERSON |
RESPONSIBLE FOR | Coordinating the establishment and monitoring the activity of Working Groups. |
DUTIES AND RESPONSIBILITIES:
Administration
1. In respect to the establishment of a Working Group, coordinate the identification and appointment of a Chairperson.
2. Maintain regular, three monthly, contact with WG Chairpersons.
3. Provide a reference point for WG Chairpersons.
4. Assist new WGs by providing informative details on IFIP, TC11, other WGs, administrative procedures, etc.
Reporting
5. Ensure that the TC11 Chairperson is kept informed of any problems being experienced by WG Chairpersons.
6. Prepare a report on WG related issues for the annual meeting of TC11 members.
Meetings and Conferences
7. Attend and participate in meetings of TC11 as and when held.
Finances
9. Receive claims for reimbursement of expenses incurred by WG Chairpersons, confirm reasonableness and forward to the TC11 Chairperson for payment.
POSITION | TC11 WORKING GROUP CHAIRPERSON |
REPORTS TO | TC11 CHAIRPERSON |
RESPONSIBLE FOR | The coordination of activities undertaken by the Working Group (WG) in pursuit of the approved aim and scope as defined by TC11 and approved by the Technical Assembly. |
Administration
1. Establish and maintain a register of members who share common interests in pursuing the stated aim of the WG.
2. Submit names of new members to the TC11 Chairperson for approval and advice to the IFIP Secretariat.
3. Appoint one member as Secretary for the purpose of providing administrative assistance.
4. At least six-monthly, send to members of the WG a newsletter or report on the progress of formal activities.
Reporting
5. Ensure that the TC11 Chairperson, TC11 Secretary and TC11 WG Coordinator (if appointed) are kept informed of all WG activities.
6. Annually, prepare a report for presentation (personally if possible) at the annual meeting of TC11.
Projects
7. In association with WG members, identify and establish research projects pertinent to the defined purpose and scope of the WG.
Meetings and Conferences
8. Arrange meetings at frequencies (at least annually) which are appropriate for those members able to attend in person.
9. Conduct working conferences (preferably annually) at which invited members will present papers relevant to the function of the WG.
Finance
10. Submit quarterly claims to the TC11 WG Coordinator for reimbursement of expenses incurred in respect to WG activities.
11. Prepare an annual financial report (as part of the report to the TC11 meeting) providing full details of WG revenue and expenditure.
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