Guidelines for RAN3 f2f Meetings with Remote
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Guidelines for RAN3 f2f Meetings with Remote Access RAN WG3 Chair: Yin Gao RAN WG3 Vice-Chair: Angelo Centonza, Gen Cao Yellow highlight changes with respect to R3-230106, endorsed at RAN3 119 3GPP RAN3 120 22 -26 May 2023 Incheon,
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01
Guidelines for RAN3 f2f Meetings with Remote Access RAN WG3 Chair: Yin Gao
RAN WG3 Vice-Chair: Angelo Centonza, Gen Cao
Yellow highlight = changes with respect to R3-230106, endorsed at RAN3 #119 3GPP RAN3 #120 22 -26 May 2023
Incheon, Korea R3-23xxxx<br>
RAN WG3 Vice-Chair: Angelo Centonza, Gen Cao
Yellow highlight = changes with respect to R3-230106, endorsed at RAN3 #119 3GPP RAN3 #120 22 -26 May 2023
Incheon, Korea R3-23xxxx<br>
02
RAN and RAN3 leaders are committed to keeping delegates healthy and safe
RAN3#120 is a F2F Meeting with 2-way Remote Access
Deadlines and dates apply to RAN3 #120
The following takes into account the experience with recent e-meetings Background (1)<br>
RAN3#120 is a F2F Meeting with 2-way Remote Access
Deadlines and dates apply to RAN3 #120
The following takes into account the experience with recent e-meetings Background (1)<br>
03
Electronic meetings such as audio / video conferences, email exchanges considered as meetings, etc, are encouraged where appropriate. For such events, the Secretary will establish the attendance list on the basis of those actually participating in the meeting (those dialling in to the conference bridge, those issuing and responding to emails, etc.) Nevertheless, advance registration is strongly encouraged. Fully electronic meetings are to be considered as "ad hoc" as defined above. Participation by Individual Member in fully electronic meetings, or electronic participation in a face to face meeting (eg by phoning in) is not considered for the accrual or loss of voting rights. [3GPP Working Procedures Annex F.4.2] Background (2)<br>
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“3GPP working procedures are designed around the concept of periodic physical meetings. This is not always possible. This annex implements modifications to the working procedures intended to allow 3GPP to function in the absence of physical meetings. The PCG has the responsibility of activating and deactivating this annex. Currently, the rules for accrual of voting rights (Article35 and Annex I). The following changes in the working procedures are in effect when this annex is activated: Article 26: TSG and WG voting during a meeting The following additions to article 26 are in effect: If voting occurs in the context of an Electronic Meeting (see F.4.2), then: -Proxies are not allowed.
-Quorum does not apply.
-The voting period shall be a minimum of 18 consecutive hours excluding the period 12:00 UTC Friday to 11:59 UTC Monday which excludes Saturday and Sunday in every time zone. The use of 18:00 UTC to 12:00 UTC the next day is recommended for the voting period.
-The voting period shall commence no earlier than the start of the Electronic meeting and complete before the closure of the meeting. Voting for elections may exceptionally extend past the scheduled end of the meeting if additional rounds are required to complete the election of all open positions. Such elections are considered to be part of the meeting in which the elections started.
-The starting and closing times of the vote shall be clearly announced and disseminated to all on the principal TSG or WG membership mail exploder lists.
-The list of Voting Members (IMs that are eligible to vote) is as defined in article 35. Delegates vote on behalf of the IM under which they have registered, and only delegates checked in to the meeting may vote.
-If, in accordance with Article 25, the TSG or WG decides that a secret ballot is required, voting shall preserve the secrecy of the votes cast.
-A secure voting tool provided by the MCC shall be used for elections, and is also encouraged for other matters where voting is required. 35.5 Meetings other than ordinary meetings Any group that wants to call an electronic meeting (audio, video, document distribution by posting or e-mail, etc) may do so, although this works best with smaller groups. Therefore, all electronic meetings are allowed but only ordinary meetings (see annex F) count towards attendance. However, if a meeting is designated as face-to-face, provision of bridge and speakerphone capabilities for those requesting it would be at the discretion of the host. Those participating by speakerphone are not to be counted toward quorum or attendance, and are not allowed to vote.
For the determination of the quorum, see annex H.
[3GPP Working Procedures Annex I] Background (3)<br>
-Quorum does not apply.
-The voting period shall be a minimum of 18 consecutive hours excluding the period 12:00 UTC Friday to 11:59 UTC Monday which excludes Saturday and Sunday in every time zone. The use of 18:00 UTC to 12:00 UTC the next day is recommended for the voting period.
-The voting period shall commence no earlier than the start of the Electronic meeting and complete before the closure of the meeting. Voting for elections may exceptionally extend past the scheduled end of the meeting if additional rounds are required to complete the election of all open positions. Such elections are considered to be part of the meeting in which the elections started.
-The starting and closing times of the vote shall be clearly announced and disseminated to all on the principal TSG or WG membership mail exploder lists.
-The list of Voting Members (IMs that are eligible to vote) is as defined in article 35. Delegates vote on behalf of the IM under which they have registered, and only delegates checked in to the meeting may vote.
-If, in accordance with Article 25, the TSG or WG decides that a secret ballot is required, voting shall preserve the secrecy of the votes cast.
-A secure voting tool provided by the MCC shall be used for elections, and is also encouraged for other matters where voting is required. 35.5 Meetings other than ordinary meetings Any group that wants to call an electronic meeting (audio, video, document distribution by posting or e-mail, etc) may do so, although this works best with smaller groups. Therefore, all electronic meetings are allowed but only ordinary meetings (see annex F) count towards attendance. However, if a meeting is designated as face-to-face, provision of bridge and speakerphone capabilities for those requesting it would be at the discretion of the host. Those participating by speakerphone are not to be counted toward quorum or attendance, and are not allowed to vote.
For the determination of the quorum, see annex H.
[3GPP Working Procedures Annex I] Background (3)<br>
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RAN3 #120 shall have full decision power
Formal agreements are made in the “online” part
“Offline” discussions can propose agreements, working assumptions, etc., to be adopted in an “online” session
RAN3 #120 takes place on 22 -26 May
Daily conference calls will take place 22 -26 May (“online” part for remote participants)
“Offline” discussions by e-mail
E-mail discussions set up during the meeting by Chair, Vice-Chairs Guidelines (1)<br>
Formal agreements are made in the “online” part
“Offline” discussions can propose agreements, working assumptions, etc., to be adopted in an “online” session
RAN3 #120 takes place on 22 -26 May
Daily conference calls will take place 22 -26 May (“online” part for remote participants)
“Offline” discussions by e-mail
E-mail discussions set up during the meeting by Chair, Vice-Chairs Guidelines (1)<br>
06
Critical LSs may be handled
Identified during preparation phase
Sections of the Agenda which are greyed-out are not expected to be treated Guidelines (2)<br>
Identified during preparation phase
Sections of the Agenda which are greyed-out are not expected to be treated Guidelines (2)<br>
07
Invitations to join the conference calls will be sent to those who registered for the meeting before meeting starts, timely receipt of meeting related information is not guaranteed for late registrants.
Details in Article33: https://www.3gpp.org/specifications-groups/working-procedures
Attendance at ordinary e-meetings now counts towards accrual and maintenance of voting rights. For more details about how the voting rights are acquired/lost, please refer to the working procedures webpage.
You can confirm your attendance at the meeting using the following URL: https://portal.3gpp.org/MtgPresence/registerPresence.aspx, using the token received in the registration confirmation email.
E-mail discussions run on the RAN3 e-mail reflector
Hence, participation in the e-mail discussions is not tied to being registered to the meeting
Similar to a f2f meeting
No attachments shall be sent via e-mail on the reflector
Please use the appropriate area in ftp.3gpp.org
When uploading drafts, always use your credentials to log in! Guidelines (3)<br>
Details in Article33: https://www.3gpp.org/specifications-groups/working-procedures
Attendance at ordinary e-meetings now counts towards accrual and maintenance of voting rights. For more details about how the voting rights are acquired/lost, please refer to the working procedures webpage.
You can confirm your attendance at the meeting using the following URL: https://portal.3gpp.org/MtgPresence/registerPresence.aspx, using the token received in the registration confirmation email.
E-mail discussions run on the RAN3 e-mail reflector
Hence, participation in the e-mail discussions is not tied to being registered to the meeting
Similar to a f2f meeting
No attachments shall be sent via e-mail on the reflector
Please use the appropriate area in ftp.3gpp.org
When uploading drafts, always use your credentials to log in! Guidelines (3)<br>
08
All online and officially organized offline discussion allocated during main session will be made avaliable for remote participants for entire meeting duration
2-way remote access: MCC will provide USB device to transfer the audio from those connected to GTW session to the meeting room
For RAN3 F2F meeting with 2-way remote access:
Two meeting rooms: one for main session, the other one for offline discussion (seperate room for offline discussion which needs to be confirmed later)
Booking two parallel GTW sessions for two meeting rooms for entire meeting duration, while for offline discussion, MS teams is also encouraged to use.
TOHRU is planned to be used in order to manage the hand raising sequence including remote participants. All delegates should use TOHRU when you want to speak.
The moderator of the officially organized offline discussion should book the breakout room and announce the offline discussion time slot and the call bridge infor over RAN3 email reflector.
Note: The officially organized offline discussion means those offline discussion officially allocated during main session, which also needs to book the breakout room to invite all the involved companies to jointly draw the conclusion, determine the WF..., usually for some tough, controversial issues. The remote participants can join the discussion via GTW.
The moderator of all offline discussion should provide the brief summary of offline discussion over RAN3 email reflector.
All delegates shall access to the local server for uploading contributions during the meeting in order to avoid out of synch issue.
Draft folder which was used to collect offline company views is switched to read-only from 20:00pm to 07:30am (next day) to ensure sufficient rest for delegates. F2F Meeting with 2-way Remote Access<br>
2-way remote access: MCC will provide USB device to transfer the audio from those connected to GTW session to the meeting room
For RAN3 F2F meeting with 2-way remote access:
Two meeting rooms: one for main session, the other one for offline discussion (seperate room for offline discussion which needs to be confirmed later)
Booking two parallel GTW sessions for two meeting rooms for entire meeting duration, while for offline discussion, MS teams is also encouraged to use.
TOHRU is planned to be used in order to manage the hand raising sequence including remote participants. All delegates should use TOHRU when you want to speak.
The moderator of the officially organized offline discussion should book the breakout room and announce the offline discussion time slot and the call bridge infor over RAN3 email reflector.
Note: The officially organized offline discussion means those offline discussion officially allocated during main session, which also needs to book the breakout room to invite all the involved companies to jointly draw the conclusion, determine the WF..., usually for some tough, controversial issues. The remote participants can join the discussion via GTW.
The moderator of all offline discussion should provide the brief summary of offline discussion over RAN3 email reflector.
All delegates shall access to the local server for uploading contributions during the meeting in order to avoid out of synch issue.
Draft folder which was used to collect offline company views is switched to read-only from 20:00pm to 07:30am (next day) to ensure sufficient rest for delegates. F2F Meeting with 2-way Remote Access<br>
09
Highlights to F2F delegates:
All f2f delegates will be provided with:
An I/R receiver (same type of devices used for audio guides in museums), and
A pair of earbuds that can be kept as a souvenir (only one pair per person, please!). Note: delegates can also use their own headphones or earbuds using a jack 3.5mm connector (Bluetooth not supported).
IMPORTANT:receivers shall be returned at the end of the meeting week!!
3GPP Wireless LAN in meeting room:
Wireless LAN: SSID: 3GPPWIFI
Password: 3GPP3GPPM (CAPITAL LETTERS!)
IP address: 10.10.10.10
f2f moderator shall use either GTW or MS teams to organize the offline discussion, MCC support for offline discussion is best effort.
Highlights to remote delegates:
Remote delegate using a quality headset and having a stable internet connection is highly recommended.
Remote moderator shall use either GTW or MS teams to organize the offline discussion remotely.
The instruction of the GTW and Tohru for offline discussion moderators: F2F Meeting with 2-way Remote Access<br>
All f2f delegates will be provided with:
An I/R receiver (same type of devices used for audio guides in museums), and
A pair of earbuds that can be kept as a souvenir (only one pair per person, please!). Note: delegates can also use their own headphones or earbuds using a jack 3.5mm connector (Bluetooth not supported).
IMPORTANT:receivers shall be returned at the end of the meeting week!!
3GPP Wireless LAN in meeting room:
Wireless LAN: SSID: 3GPPWIFI
Password: 3GPP3GPPM (CAPITAL LETTERS!)
IP address: 10.10.10.10
f2f moderator shall use either GTW or MS teams to organize the offline discussion, MCC support for offline discussion is best effort.
Highlights to remote delegates:
Remote delegate using a quality headset and having a stable internet connection is highly recommended.
Remote moderator shall use either GTW or MS teams to organize the offline discussion remotely.
The instruction of the GTW and Tohru for offline discussion moderators: F2F Meeting with 2-way Remote Access<br>
10
Shared breakout room Rules:
RAN2/RAN3 will use the same GTW session and MCC will run the GTW session non-stop every day in the offline room even if it is not used all the time.
The maintained schedule file for the offline room is uploaded to the server as below during the meeting:
https://www.3gpp.org/ftp/tsg_ran/WG3_Iu/TSGR3_120/Inbox/Drafts
Pls session moderator check this file shared between RAN2 and RAN3 and get the confirmation from session chair and RAN3 secretary before you distribute the officially organized offline discussion information over RAN3 email reflector.
Other conference tools are not precluded, if the moderator chooses to use MS teams, then the call bridge should be booked by youself, while you still need to book the shared breakout room for offline discussion (just used as a place that people can sit together, and you do not need to use GTW tool).
Tohru should be used for the officially organized offline discussion, pls the moderator email RAN3 secretary to get the password of Tohru before you start the offline session. F2F Meeting with 2-way Remote Access<br>
RAN2/RAN3 will use the same GTW session and MCC will run the GTW session non-stop every day in the offline room even if it is not used all the time.
The maintained schedule file for the offline room is uploaded to the server as below during the meeting:
https://www.3gpp.org/ftp/tsg_ran/WG3_Iu/TSGR3_120/Inbox/Drafts
Pls session moderator check this file shared between RAN2 and RAN3 and get the confirmation from session chair and RAN3 secretary before you distribute the officially organized offline discussion information over RAN3 email reflector.
Other conference tools are not precluded, if the moderator chooses to use MS teams, then the call bridge should be booked by youself, while you still need to book the shared breakout room for offline discussion (just used as a place that people can sit together, and you do not need to use GTW tool).
Tohru should be used for the officially organized offline discussion, pls the moderator email RAN3 secretary to get the password of Tohru before you start the offline session. F2F Meeting with 2-way Remote Access<br>
11
Enjoy the meeting!<br>