INTERNET-DRAFT D. Meyer draft-meyer-wg-post-meeting-03.txt Category Best Current Practice Expires: September 2004 March 2004 IETF Session Minutes and Presentation Materials -- Post Meeting WG Chair Duties and Responsibilities Status of this Document This document is an Internet-Draft and is in full conformance with all provisions of Section 10 of RFC2026. Internet-Drafts are working documents of the Internet Engineering Task Force (IETF), its areas, and its working groups. Note that other groups may also distribute working documents as Internet- Drafts. Internet-Drafts are draft documents valid for a maximum of six months and may be updated, replaced, or obsoleted by other documents at any time. It is inappropriate to use Internet-Drafts as reference material or to cite them other than as "work in progress." The list of current Internet-Drafts can be accessed at http://www.ietf.org/ietf/1id-abstracts.txt The list of Internet-Draft Shadow Directories can be accessed at http://www.ietf.org/shadow.html. This document is an individual submission. Comments are solicited and should be addressed to the author(s). Copyright Notice Copyright (C) The Internet Society (2004). All Rights Reserved. D. Meyer [Page 1] INTERNET-DRAFT Expires: September 2004 March 2004 Abstract RFC 2418 outlines the procedures for IETF Session operation. However, it contains little information about post-IETF meeting working group chair responsibilities. In particular, it gives little guidance with respect to either form or submission deadlines for the artifacts of the meeting, namely, session minutes and presentation materials. This document addresses those issues. D. Meyer [Page 2] INTERNET-DRAFT Expires: September 2004 March 2004 Table of Contents 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 4 1.1. Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1.2. The Purpose of Session Minutes. . . . . . . . . . . . . . . 4 1.3. Format. . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1.3.1. Format . . . . . . . . . . . . . . . . . . . . 6 1.3.2. Length of Submitted Minutes. . . . . . . . . . . . . . . 6 1.4. Encoding. . . . . . . . . . . . . . . . . . . . . . . . . . 6 1.5. Submission Procedure and Deadlines. . . . . . . . . . . . . 8 1.6. Minutes Errata -- Correcting Mistakes . . . . . . . . . . . 8 2. Presentation Materials . . . . . . . . . . . . . . . . . . . . 9 2.1. Format: General Layout Guidelines . . . . . . . . . . . . . 9 2.2. Encoding. . . . . . . . . . . . . . . . . . . . . . . . . . 9 2.3. Submission Procedure and Deadlines. . . . . . . . . . . . . 10 2.4. Presentation Errata -- Correcting Mistakes. . . . . . . . . 11 3. Recommendations. . . . . . . . . . . . . . . . . . . . . . . . 11 3.1. Audio-only recordings . . . . . . . . . . . . . . . . . . . 11 4. Acknowledgments. . . . . . . . . . . . . . . . . . . . . . . . 12 5. Security Considerations. . . . . . . . . . . . . . . . . . . . 13 6. IANA Considerations. . . . . . . . . . . . . . . . . . . . . . 13 7. References . . . . . . . . . . . . . . . . . . . . . . . . . . 14 7.1. Normative References. . . . . . . . . . . . . . . . . . . . 14 7.2. Informative References. . . . . . . . . . . . . . . . . . . 14 8. Author's Addresses . . . . . . . . . . . . . . . . . . . . . . 15 9. Full Copyright Statement . . . . . . . . . . . . . . . . . . . 15 10. Intellectual Property . . . . . . . . . . . . . . . . . . . . 15 11. Acknowledgement . . . . . . . . . . . . . . . . . . . . . . . 16 D. Meyer [Page 3] INTERNET-DRAFT Expires: September 2004 March 2004 1. Introduction Section 3.1 of RFC 2418 [RFC2418] outlines the procedures for IETF Working Group operation. However, it contains little information about post-IETF meeting working group chair responsibilities. In particular, it gives little guidance with respect to either form or submission deadlines for the artifacts of the session, namely, working group minutes and presentation slides. The remainder of this document focus on the format, submission procedure, and deadlines for both session (e.g., Working Group) minutes and presentation materials. The key words "MUST"", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this document are to be interpreted as described in RFC 2119 [RFC 2119]. 1.1. Minutes Section 3.1 of RFC 2418 mandates that "All working group sessions (including those held outside of the IETF meetings) shall be reported by making minutes available". And while there a brief discussion of the desired content (note that this is not required content), including the session agenda, an account of the discussion including any decisions made, and the list of attendees, it gives little other guidance. Further, while the IETF secretariat maintains "instructions" web pages [MINUTES], they provide only vague guidelines, and note that the format and content of the minutes is to be "is defined by the chair and minute-taker". As a result, IETF session minutes are of widely varying content and quality. In the following sections we outline a standard format for IETF session minutes, and a process for their submission. 1.2. The Purpose of Session Minutes RFC 2418 states that "It is also good practice to note important decisions/consensus reached by email in the minutes of the next 'live' session, and to summarize briefly the decision-making history in the final documents the WG produces." The suggestion here is that the purpose of the minutes is to summarize and document the history and activity (and in particular, D. Meyer Section 1.2. [Page 4] INTERNET-DRAFT Expires: September 2004 March 2004 any decision making activity) of the live meeting, both for those who could not attend, and for archival purposes. Thus timely submission of minutes, along with standardized format and quality, are essential to the operation of the IETF process. The guiding principle behind the minutes, then, is that they must convey to a non-attending reader enough information to review the meeting activity and understand the meeting outcome. In general, the minutes must be of sufficient detail and accuracy such that if an event cannot be understood to have happened from the minutes, then the event in question "did not happen" at the meeting. 1.3. Format Minutes should be submitted in the following format: () Minutes -- IETF