Excerpted by Jim Moore, Convener
15 August 2001
126.96.36.199Establishment of liaison should be initiated by a written liaison statement from the requester and confirmed by the receiver. A liaison statement should include:
·identification of the requester
·reason for liaison
·type of liaison
·category of liaison (for external liaison)
·identification of liaison representative (mandatory for technical liaison)
188.8.131.52 Liaison membership has no power of vote, but has some options to attend meetings and receive documents. Liaison members may be requested (at not less than triennial intervals) by the relevant Secretariat to confirm whether or not they wish to retain their membership status in that committee.
The following types of liaison apply to both internal and external liaison:
A technical liaison is a specific technical working relationship between JTC 1, its SCs or WGs and another organization to accomplish a specific technical coordination purpose. For a technical liaison, an official liaison representative must be appointed by JTC 1 or an SC. The liaison representative(s) is responsible for attending the meetings of the outside organization and for preparing written liaison reports in a timely manner:
·from the parent body to the outside organization
·to the parent body following attendance at the meeting of the outside organization.
All pertinent documentation shall be exchanged between the two organizations (see 8.3).
Formal liaison is a formal exchange of documents between two organizations for the purpose of keeping each other informed of their work.
Classification of liaison organizations shall be established separately for JTC 1 and for each of its SCs, and is recorded at the ITTF. Three categories of liaison with external organizations have been established:
Organizations which make an effective technical contribution and participate actively at the WG or project level of JTC 1 or its SCs.
·Category C liaisons are proposed by JTC 1 to the ITTF after receiving a recommendation from the appropriate JTC 1 subsidiary body, i.e., an SC (or WG reporting directly to JTC 1).
·Each request for liaison status forwarded to JTC 1 from an appropriate JTC 1 subsidiary body must contain a statement of expected benefits and responsibilities accepted by both the JTC 1 organization and the organization requesting liaison status.
·The liaison group must agree to pay any meeting and documentation expenses that other participants are required to pay.
·The JTC 1 subsidiary body shall review the liaison activity on a two-year cycle to ensure that the liaison group is, in fact, actively participating and there is appropriate NB participation. The result of this review shall be forwarded to ITTF for further action.
·The ITTF must reaffirm the liaison status of the organization if there is continued evidence of active participation in the work of the WG or project and appropriate NB participation exists.
If a request for liaison is considered by JTC 1 in the first instance, and category C liaison is thought to be applicable, JTC 1 may request the appropriate JTC 1 subsidiary body or bodies to consider the request and apply the above procedure.