CIP4 Standard Operating Procedures

10 November 2010

1 CIP4 Governance Documentation

The governance of the CIP4 Organization is described by a collection of documents:

1.1 CIP4 Articles of Association

Generally referred to as the 'bylaws', these provide the legal framework within which CIP4 operates. As the primary source for CIP4 governance the bylaws take precedence over all of the other documents described here. Available from here.

The Articles of Association are maintained by the Advisory Board (AB) under the leadership of the CEO, with input as necessary from CIP4's General Counsel; updates are registered as required under Swiss law for a non-profit association.

1.2 CIP4 Standard Operating Procedures

This document fills in additional detail around the bylaws, especially in areas where the AB has discretionary powers.

The Standard Operating Procedures (SOP) are maintained by the AB under the leadership of the CEO.

1.3 Procedures of the CIP4 Technical Steering Committee and Working Groups

The Technical Steering Committee (TSC) procedures provide a framework for the activities of the committees for which the CIP4 technical Officer is responsible. Available from here.

These are maintained by the TSC under the leadership of the Technical Officer. Any revisions must be approved by the AB before publication and adoption.

1.4 CIP4 Intellectual Property Policy

The IP Policy sets out the CIP4 regulations around copyrights, trademarks and patent issues. This includes the procedures used for the publication of new standards by CIP4. Available from here.

The IP policy is maintained by the AB under the leadership of the Executive Director, with input as necessary from CIP4's General Counsel and IP Policy Working Group (please contact  secretariat@cip4.org for further details of the IP working group)

1.5 CIP4 Membership application

This document sets the current fees payable for membership in CIP4. All references to payment of fees in the Standard Operating Procedures refer to payment at the level defined in the current membership fees application, which may be amended from time to time without notice by the AB. Available from http://www.cip4.org/get_nd.php?name=CIP4+Membership+Application.

The membership application is maintained by the AB under the leadership of the Membership and Financial Officers.

1.6 Guidelines for the use of CIP4 Logos

This document sets out guidelines for the use of various CIP4 and JDF logos as well as restrictions on using terms such as "JDF-Compliant" and "JDF-Certified". It also suggests uses for terms such as "JDF-enabled". Available from here.

The Logo Guidelines are maintained by the CIP4 Marketing committee under the leadership of the Education & Marketing officer.

1.7 JDF Software Development Kit License Terms

The JDF Software Development Kit (SDK) license terms set out the conditions of use of the SDK. Available from http://www.cip4.org/get_nd.php?name=CIP4+Software+License.

The SDK is maintained by the TSC under the leadership of the Technical Officer. The License terms for the SDK are maintained by the BoD under the leadership of the Executive Director. Any revisions must be approved by the AB before publication and adoption.

1.8 CIP4 Leadership

The CIP4 Leadership page on the CIP4 web site (http://www.cip4.org/contact/leadership.html) sets out the job descriptions and responsibilities of the officers of CIP4. It is maintained by the Executive Director with input from the Board of Directors.

2 Membership

2.1 New members

If an organization becomes a member within the first half of the membership period (1st of July to 31st of Dec), it must pay membership fees for the number of months remaining until the end of June in the following calendar year (starting from the beginning of the month in which the member joins). This will mean a payment of between seven and twelve months' fees.

If an organization becomes a member within the second half of the membership period (1st of Jan to 30th of June), it must pay membership fees for the number of months remaining until the end of June in the following calendar year (starting from the beginning of the month in which the member joins). This will mean a payment of between thirteen and eighteen months' fees.

2.2 Acceptance of membership application

The term of membership in CIP4 shall begin the day that a formal application is accepted by CIP4. Acceptance requires that the new member's fees have been received in full, and that a completed and signed copy of the CIP4 Membership Application form has been received. Signing the Membership Application form entails formal acceptance of the CIP4 bylaws and IP Policy.

In addition, an organization applying for Associate membership must be approved as being suitable for that class of membership. The secretariat will circulate the applicant's details to a subset of the AB that has volunteered to review all such applications. That group may explicitly approve or disapprove the application. In the absence of an explicit decision, the application will be deemed to have been approved 14 days after the initial circulation.

2.3 Renewal of Membership

Invoices for renewal of membership fees will be sent to all members in May or June each year, with the exception of those members who joined in that same calendar year.

Fees are payable by the end of July that same year.

If a member has not paid their membership fee by Sept 30th then all representatives of that member will be excluded from all CIP4 meetings and their access to members-only parts of the web site and to members-only mailing lists will be withdrawn.

If a member has not paid their membership fee by Dec 31st then they will be removed from the list of CIP4 members. If they wish to reactivate their membership they must re-apply following the rules set out in 2.1.

2.4 Subsidiary and associated member companies

Only one company will be listed in CIP4's directories, marketing programs, and rosters per membership. If two related companies wish to be recognized in CIP4's directories, marketing programs, and roster, they must each maintain membership in CIP4 (but take note that CIP4 bylaws article 8 places restrictions upon Partner memberships held by subsidiary companies).

The staff of wholly owned subsidiary companies of a CIP4 member may use that membership to gain access to members-only sections of the website and activities.

Staff of joint ventures, suppliers, contractors and subcontractors must maintain their own membership to have access to members-only services.

3 Associate members

3.1 Associations as Associate members

Many Associate members of CIP4 are, themselves, associations of a number of organizations. The participation of such members in working groups, email fora, etc is deliberately limited to prevent the use of the Associate membership class as a cheap access route to all of the CIP4 activities. The Associate member may nominate a small number of representatives who may attend WG meetings. The number of representatives allowed is not formally specified, but should reflect the number of WGs that the member is active in; in most cases it should not include more than two people who are not staff of the Associate member. All such representatives of the Associate member shall act on behalf of the member in all CIP4 activities, and are bound by the provisions of the CIP4 bylaws and IP agreement.

A member of an association that is an Associate member of CIP4 does not gain the right to describe themselves as CIP4 members, or to use the CIP4 member logo, unless they are also directly members of CIP4.

3.2 Individuals as Associate members

Individuals may join CIP4 as Associate members. If an individual who is employed by an organization that is not eligible for Associate membership becomes a member as an individual, that membership will be reviewed annually by the AB, under the guidance of the Membership Officer. The AB will refuse to allow such an individual to renew their Associate membership if they believe that the individual membership is being used to allow full access to CIP4 activities on behalf of the employer without the payment of Full member fees.

An individual holding Associate membership cannot send a proxy to any CIP4 activity, except for a proxy to an AB or BoD meeting by a member of the AB or BoD.

The employer of an individual holding Associate membership cannot claim to be a CIP4 member, or use the CIP4 member logo (unless they are also a member directly).

3.3 CIP4 fellows

CIP4 Fellows are granted a life-time individual Associate membership, with no membership fee. Fellows employed by an organization that is not, but that might reasonably become, a CIP4 Full or Partner member must not use their Associate membership to allow their employer inappropriate access to CIP4 activities.

4 Advisory Board

... to be continued ...

Approved by CIP4 Advisory Board: 7 April 2006.
Copyright 2006, CIP4. All Rights Reserved.