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1. Introduction

1. Introduction

This document describes the RIPE Policy Development Process (RIPE PDP), outlining how policies relating to the operation of the Internet are developed by and for the RIPE community. The RIPE Chair is the author and owner of this document.

Since its creation in 1989, RIPE has from time to time agreed been a forum for people to decide on common practices. These common practices may come in different forms and/or under different names:

  • best common practice (or BCP),
  • recommendations to the community,
  • requests to the RIPE NCC,
  • recommendations to the RIPE NCC,
  • or just policy.

In this document they are all called 'Policy'.

  • Best common practice (BCP)
  • Recommendations and guidelines to the community
  • Recommendations and guidelines to the RIPE NCC
  • Policy

This document refers solely to “Policy”.

The process that results in the creation of a policy has a few some important and fundamental principles: 

  1. It is open to all. all and follows an established, bottom-up process of collaboration. Everyone interested in the well-being of the Internet may propose a policy, policy and take part in the discussions. discussions that follow on from the proposal.
  2. It is transparent. All discussions and results resulting actions are documented and freely available to all.
  3. Conclusions are reached by consensus.

This process has worked quite well over the years.

  • All policies are documented within RIPE Documents and placed in the RIPE Document Store.
    • The policies referred to in this document are those developed through the bottom-up RIPE PDP. This document does not seek to change that.

    What this document does try to accomplish is a description of the process that will improve its management.

    2. The Process

    In the process of developing a policy, several distinct phases are identified: 

    describe the specific administrative or technical procedures established in order for a policy to be applied. Depending on the specifics of a policy, procedures can be set by the Local Internet Registries (LIRs), End Users and the RIPE NCC as required. These procedures must conform to all policies that are in place.

    RIPE Policies are also separate from RIPE NCC business practices and procedures. Business practices and procedures that the RIPE NCC follows are defined and governed by the RIPE NCC Executive Board and approved by the RIPE NCC membership. If a policy proposal would bring implementation and/or operational problems for the RIPE NCC if accepted, the RIPE NCC Executive Board is tasked to notify the RIPE community accordingly as well as to make necessary suggestions and recommendations about possible changes to the proposal.

    2. The Process

    The process of developing a policy has four distinct phases:

    1.

    1. Creating a Proposal
    2. Discussion Phase
    3. Review Phase

      4. 2. Discussion Phase

      3. Review Phase

      4.
    4. Concluding Phase

    These four phases are detailed

    below.In the descriptions below, timelines are mentioned.

    below with timelines. They are proposed deadlines for the various stages. Individual proposals may choose to vary these, however These may be varied for individual proposals, but the actual timescales must be documented. 

    In all phases of the RIPE PDP, suggestions for changes to the proposal and objections regarding the proposal must be justified with supporting arguments.

    In this process, the RIPE NCC (the RIPE community's secretariat) gives administrative support, such as:

    • administering proposals
    • publishing on relevant web pages
    • tracking deadlines

    Anyone who wants to draft a policy proposal may seek assistance from the RIPE NCC. The RIPE NCC will provide relevant facts, statistics and an assessment of the work involved in the implementation of a proposal. The RIPE NCC will also assist with the drafting of text if its editorial services are required.

    support by:
    • Publishing proposals and related discussions on relevant webpages
    • Tracking deadlines
    • Making announcements to the RIPE community
    • Providing assistance in drafting policy proposals if requested
    • Providing relevant facts and statistics
    • Publishing an impact analysis that points to the possible effects of the proposed policy and the work that would be involved in its implementation.

    The process flow is illustrated in a diagram, attached as Appendix A.

    There are a number of points in the PDP at which disputes could arise.  The PDP is designed so that compromises can be made and genuine consensus achieved; however, achieved. However, there are times when even the most reasonable and knowledgeable people are unable to agree. agree on the decisions made at the end of any PDP phase. To achieve the goals of openness openness, transparency and fairness, such conflicts must be resolved through a process of open review and discussion. This is documented in Appendix C Link: #appendixc .

    2.1 Creating a Proposal

    Discussions may be started by anyone at any time. Participants are welcome to discuss broad ideas as well as to make detailed policy proposals. Proposals are made using the Policy Proposal template, attached as Appendix B.

    The template forms a structure for the proposal. It details the reason for the proposal and any perceived consequences of the proposal.

    A proposal is discussed publicly in the relevant RIPE Working Group (WG)[1 Link: #r1 ]. The proposal is usually submitted via the Chair[1] Link: #1 of the relevant RIPE working group. chair of that WG. If the proposer [2] Link: #2 [2 Link: #r2 ] is not certain which working group WG is appropriate for discussion of the proposal, they can send the proposal to the RIPE Chair at <[email protected] Link: mailto:[email protected] >. [email protected] Link: mailto:[email protected] . In some cases, a proposal may need more than one WG's input. In such cases, before the proposal is published, the relevant WG chairs will discuss the situation and decide the WG most suited to discussion of the proposal. Necessary announcements will be made to the other WG(s) so they can follow the discussions.

    The RIPE NCC identifies each proposal with a number and publishes them gives each proposal its own unique identifier and publishes it on a dedicated webpage. This web page RIPE webpage. This webpage contains the version history and the status of all proposals. A proposal can have the following status: 

    • Open for Discussion
    • Accepted
    • Withdrawn 
    one of the following statuses at any given time:
    • Open for Discussion: Meaning that the proposal is still being discussed within the RIPE PDP.
    • Accepted: Meaning that the RIPE community accepted the proposal after all stages of the RIPE PDP were completed.
    • Withdrawn: Meaning that the proposal is withdrawn either by the proposer or by the WG chairs at one of the decision-making points.

    2.2 Discussion Phase 

    Once a proposal has been submitted, it will be is submitted, it is announced on the Policy Announce Mailing List ([email protected]), which anybody ([email protected] Link: mailto:[email protected] ), which anyone can subscribe to. This announcement will also indicate also indicates where discussion on this the proposal will take

    place, usually the relevant working group mailing list. The proposal will also be sent to the relevant working group mailing list.

    If significant comments or changes are suggested, there may be multiple iterations of this phase. Each published revision of a proposal will contain a history of changes to document this process.

    The working group chair will set a limited time period for the discussion phase, which is usually not less than

    place. This is usually sent to the relevant WG mailing list. The WG chair sets the period for the Discussion Phase and this is at least four weeks.

    At the end of the Discussion Phase, the proposer, in consultation with the working group chair, should decide if with the agreement of the WG chair, decides whether the proposal will move to the next phase (Review Phase). Phase) or if it should be withdrawn from the RIPE PDP, depending on the feedback received. This should be done no more than four weeks after the end of the Discussion Phase. If the proposer does not communicate this decision to the working group WG chair within four weeks, the working group WG chair can withdraw the proposal due to a lack of response from the proposer. 

    If the proposer decides to take significant comments or changes are suggested during the Discussion Phase, the proposer will edit the proposal and the new version of the proposal will be published. A new Discussion Phase will then start for the new version of the proposal.If the suggested comments and changes are not so significant to require a new Discussion Phase, the proposer and WG chair can decide to move the proposal to the next phase (Review Phase), Phase) with a new version of the proposal incorporating the necessary edits.

    Each version of the proposal is publicly archived to transparently show the history of changes to the proposal.

    If the proposer decides to take the proposal to the next phase, the draft RIPE Document should be prepared within four weeks. A policy proposal can result in the modification of an existing RIPE Document or can result in publication of a completely new RIPE Document. If the proposal is a modification of an existing policy or it is a new policy that needs to be documented in an existing RIPE Document, then a draft RIPE Document clearly pointing to the changes to the existing document will be published. If the proposal requires a completely new RIPE Document to be published, the draft should be produced before the proposal can be moved to the Review Phase.

    The RIPE NCC will also conduct and publish an impact analysis about the proposal before it can be moved to the Review Phase. The goal of this analysis is to provide relevant supporting information to facilitate the discussions about the proposal and provide some projections about the possible impact if it were to be accepted. This analysis will contain the following points:

    • The RIPE NCC's understanding of the proposed policy
    • Impact on the registry and addressing systems (including Internet resource consumption, aggregation and fragmentation)
    • Impact on RIPE NCC operations/services
    • Legal impact

    2.3 Review Phase

    The purpose of this the Review phase is to review the full draft RIPE Document compiled at the end of the Discussion Phase. Phase so that the final documentation the proposal will lead to and all modifications made to that document are transparent to the community. During the Review Phase, discussion of the proposal can continue while also focusing on continue, also in the light of the impact analysis that is published at the beginning of this phase, and within the context of the proposal, further modifications can still be suggested regarding the draft RIPE Document. The Review Phase should last for a maximum of four weeks.

    At the end of the Review Phase, the working group WG chair determines whether the working group has reached consensus. If WG has reached rough consensus. If the WG chair decides that consensus has not been reached, then the proposer may decide to WG chair can withdraw the proposal. Alternatively, the proposal may return WG chair can:Send the proposal back to the Discussion

    Phase, which can result in new documentation.The Review Phase should last

    Phase if the proposer is willing to continue to author the proposal and make the necessary changes to the proposal according to the feedback received from the community.
  • Decide to have the draft RIPE Document edited and start a new Review Phase with a new version of the proposal.
    • If not enough community input was received, extend the Review Phase for a maximum of four additional weeks.

    2.4 Concluding Phase

    If the working group WG chair determines that the working group WG has reached consensus at the end of the Review Phase, the Chair WG chair moves the proposal to a Last Call for Comments. The Last Call announcement is posted to the working group mailing list and to the Policy Announce Mailing List ([email protected]). Suggestions for any final changes or objections to the proposal can be sent to the working group mailing list during this phase.

    "Last Call for Comments" and the Concluding Phase starts.

    The Last Call period lasts four weeks. The Last Call announcement is also posted to the WG mailing list and to the Policy Announce Mailing List ([email protected] Link: mailto:[email protected] ).

    The purpose of this Last Call period is to provide the community with a final opportunity to comment on the proposal. This is mainly intended for those who missed the previous two phases and want to oppose the proposal. It gives time to the community after the relevant WG chair declares rough consensus at the end of the Review Phase so that suggestions for any final changes or objections to the proposal can be sent to the WG mailing list. At this stage, objections need to be justified just as in the other phases for them to be taken into account.

    At the end of the Last Call period, the RIPE working group chairs will decide as a group WG chair will evaluate the feedback received during this period and decide whether consensus has been achieved. If there is no feedback from the community at this stage, this will likely is likely to be regarded as consensus. consensus and it will mean the previous call of rough consensus from the WG chair at the end of the Review Phase still holds.

    If consensus has been achieved, the RIPE NCC will announce the decision of the RIPE working group chairs WG chair and, if necessary, implement the policy.

    If consensus has not been achieved, the WG chair can decide to either withdraw the proposal or send it back to one of the previous phases. The proposer (or anyone else) is free to return the proposal to the

    working group for further discussion.

    [1] Every RIPE working group WG for further discussion after a withdrawal.

    3. Appealable Actions

    3.1 Discussion Phase

    During the Discussion Phase, anyone who has a complaint or other concern about the policy proposal or how it is being handled in the WG should first raise the matter with the chair of that WG. If the dispute cannot be resolved with the WG chair, the Appeals Procedure can be invoked.

    3.2 Review & Concluding Phases

    At these stages of the process – i.e. after the WG chair has declared initial consensus or the proposal is in Last Call – complaints should not be about the policy proposal itself unless there are exceptional extenuating circumstances.

    Anyone who believes that the proposal has not been handled correctly or that the WG chair has made an incorrect determination of consensus should first raise the matter with the WG chair. If the dispute cannot be resolved with the WG chair, the Appeals Procedure can be invoked.

    4. Appeals Procedure

    If a grievance cannot be resolved with the chair of the WG the matter can be brought to the attention of the Working Group Chairs Collective (WGCC). Anyone may submit an appeal. This must be submitted to the relevant WG mailing list(s) and to the Policy Announce Mailing List ([email protected] Link: mailto:[email protected] ). The appeal will also be published by the RIPE NCC at appropriate locations on the RIPE web site. Any appeal should include a detailed and specific description of the issues and clearly explain why the appeal was submitted. An appeal must be submitted no later than four weeks after the appealable action has occurred.

    The WGCC will decide by consensus whether to uphold or reject appeals which have been submitted. The decision of the WGCC should be reached no later than four weeks of an appeal being made. Interested parties shall recuse themselves from any discussion or decision within the WGCC relating to the appeal.

    If the dispute cannot be resolved by the decision of the WGCC, the issue should be brought to the RIPE Chair. The decision of the RIPE Chair will be final.

    References

    [1] The RIPE community has formed a number of working groups to deal with issues and topics affecting the Internet community. Every RIPE Working Group

    has at least one chair (some working groups may have co-chairs). They are responsible for chairing discussions in the working group and, where necessary, making decisions in the Policy Development Process. 

    [2] A proposal can have more than one author.

    Appendix A: Policy Development Process Diagram

    ripe-350 Creating a Proposal

    RIPE Policy Development Process

    NOTE:The actual timelines of individual proposals may vary. They are documented and announced per proposal

    Appendix B: Policy Proposal Template

    1.
    1. Number (assigned by the RIPE NCC)
    2. Policy Proposal Name:
    3. Author
      1. name:
      2. e-mail:
      3. organisation:
    4. Proposal Version:
    5. Submission Date:

      6. 2.      Policy Proposal Name
      3.      Author Details

      a. name

      b. email

      c. organisation

      4. Proposal Version (assigned by the RIPE NCC)
      5.       Submission Date
      6.
    6. Suggested RIPE WG for discussion and
    7. publication:
    8. Proposal type:
      1. new, modify, or delete.
    9. Policy term:
      1. temporary, permanent, or renewable.
    10. Summary of proposal
    11. Policy text
      1. Current (if modify):
      2. New:
      12. Rationale: publication
      7.       Proposal Type

      a. new, modification or deletion

      8. Policy Term

      a. Temporary (time period)

      b. Indefinite

      9. Summary of Proposal
      10. Policy Text

      a. Current policy text (if modification)

      b. New policy text

      11.Rationale

      a.
      1. Arguments supporting the proposal
        2. b.
      2. Arguments opposing the proposal

    Appendix C: RIPE Policy Development Dispute Resolution

    1. Introduction

    This document specifies the procedures that shall be followed to deal with disputes regarding the PDP.

    In each of the situations described in Section 3 of this appendix, the action being appealed is the decision to declare consensus or lack of consensus. One cannot appeal the merits of the policy proposal itself or its technical, political or legal grounds. These issues must be addressed in the PDP phases and should be taken into account by community members during discussion of the proposal.

    2. Terminology 

    2.1

    Acknowledgements

    This document was edited by Fergal Cunningham.

    RIPE Working Group Chairs Collective

    For the purpose of this document, the term "working group chairs collective" refers to the chairs and co-chairs of all current RIPE working groups, not including the current RIPE Chair.

    2.2 Working Group Chair(s)

    For the purpose of this document, the term "working group chair(s)" refers to the current chair and co-chairs of a working group.

    3. Appealable Actions

    3.1 Discussion Phase

    If during the discussion phase a community member believes that her or his views have not been adequately considered, their first action should be to raise the issue with the working group chair(s) for consideration.

    If the dispute cannot be resolved with the working group chair(s), the matter shall be brought to the attention of the working group chairs collective, which will vote for or against upholding the decision made by the working-group chair(s). The relevant working group chairs shall recuse themselves from any related discussion within the working group chairs collective.

    The decision by the working group chairs collective shall be final in relation to the appeal. However, the matter can always be brought back to the working group for consideration.

    3.2 Review Phase

    If a community member believes that the working group chair(s) have erred in their judgement when declaring consensus or lack of consensus at the end of the review phase, they should first raise the matter with the working group chair(s).

    If the dispute cannot be resolved with the working group chair(s), the matter shall be brought to the attention of the working group chairs collective, which will vote for or against upholding the decision made by the working-group chair(s). The relevant working group chairs shall recuse themselves from any related discussion within the working group chairs collective.

    If the dispute cannot be resolved by the decision of the working group chairs collective, the issue should be brought to the RIPE Chair. The decision of the RIPE Chair will be final

    3.3 Concluding Phase

    If a community member believes that the working group chairs collective has erred in their judgement regarding consensus in the concluding phase last call, she or he should bring the issue first to the attention of the RIPE Chair. The decision of the RIPE Chair will be final.

    4. Appeals Procedure

    All appeals should include a detailed and specific description of the issues, and clearly outline the decision being appealed. An appeal must be submitted no later than four weeks after a decision has been made.

    5. Conflicts of Interest

    Working group chair(s) that are involved in an appeal should not be part of any discussion regarding that appeal in the working group chairs collective.

    Acknowledgement: This appendix was prepared by Kurt Erik Lindqvist.

    have reviewed and commented on the document before it was published.