SMPTE AG 12
Administrative Guideline

Meeting Policy Announcement

Published - 2023-01-31

Table of contents

  1. Foreword
  2. 1 Scope
  3. 2 Conformance
  4. 3 Normative references
  5. 4 Terms and definitions
  6. 5 Policy Statement

Foreword

SMPTE (the Society of Motion Picture and Television Engineers) is an internationally-recognized standards developing organization. Headquartered and incorporated in the United States of America, SMPTE has members in over 80 countries on six continents. SMPTE’s Engineering Documents, including Standards, Recommended Practices, and Engineering Guidelines, are prepared by SMPTE’s Technology Committees. Participation in these Committees is open to all with a bona fide interest in their work. SMPTE cooperates closely with other standards-developing organizations, including ISO, IEC and ITU. SMPTE Engineering Documents are drafted in accordance with the rules given in its Standards Operations Manual.

This Standards Administrative Guideline forms an adjunct to the use and interpretation of the SMPTE Standards Operations Manual. In the event of a conflict, the Operations Manual shall prevail.

1 Scope

The statement in Clause 5 below is to be read by all Chairs of all Technology Committees and all of their subgroups (Task Forces, Working Groups, Study Groups, Ad Hoc Groups, etc.) at the start of each and every meeting, whether a face-to-face meeting or a conference call. The URL need not be read aloud, but is provided for the convenience of display or for printed materials at the discretion of the Chair. The purpose of this policy announcement is to remind members and guests of some of their key obligations provided in the SMPTE Standards Operations Manual. It is not intended to relieve members of their obligation to read, understand, and acknowledge the full SMPTE Standards Operations Manual

It is the responsibility of the chair to determine and track the identity of any attendee not automatically identified by the meeting software.

2 Conformance

Normative text is text that describes elements of the design that are indispensable or contains the conformance language keywords: "shall", "should", or "may". Informative text is text that is potentially helpful to the user, but not indispensable, and can be removed, changed, or added editorially without affecting interoperability. Informative text does not contain any conformance keywords.

All text in this document is, by default, normative, except: the Introduction, any section explicitly labeled as "Informative" or individual paragraphs that start with "Note:"

The keywords "shall" and "shall not" indicate requirements strictly to be followed in order to conform to the document and from which no deviation is permitted.

The keywords, "should" and "should not" indicate that, among several possibilities, one is recommended as particularly suitable, without mentioning or excluding others; or that a certain course of action is preferred but not necessarily required; or that (in the negative form) a certain possibility or course of action is deprecated but not prohibited.

The keywords "may" and "need not" indicate courses of action permissible within the limits of the document.

The keyword "reserved" indicates a provision that is not defined at this time, shall not be used, and may be defined in the future. The keyword "forbidden" indicates "reserved" and in addition indicates that the provision will never be defined in the future.

Unless otherwise specified, the order of precedence of the types of normative information in this document shall be as follows: Normative prose shall be the authoritative definition; Tables shall be next; then formal languages; then figures; and then any other language forms.

3 Normative references

The following documents are referred to in the text in such a way that some or all of their content constitutes requirements of this document. For dated references, only the edition cited applies. For undated references, the latest edition of the referenced document (including any amendments) applies.

4 Terms and definitions

No terms and definitions are listed in this document.

5 Policy Statement

This meeting is being conducted in accordance with the SMPTE Policies and Governance Documents, 
which can be found on the SMPTE website (https://www.smpte.org/about/policies-and-governance). 
Your participation, whether as a member or guest, is governed by these provisions. Your continued 
attendance at this meeting indicates that you understand and are complying with these documents.

Your attention is particularly directed to both the Code of Conduct in the Membership Operations 
Manual and to the intellectual property section in the Standards Operations Manual. The latter 
requires attendees to inform the Technology Committee chair of personal knowledge of any claims 
under any issued patent or any patent application that likely would be infringed by an implementation 
of any document under consideration by this Committee.

Furthermore, attendees must keep the meeting proceedings confidential, must not record the proceedings,
and must not communicate the meeting proceedings or any of its documented contents to external parties,
including the press, without the approval of the Standards Vice President.