1. Introduction

Since its creation in 1989, RIPE has from time to time agreed 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'.

1. Introduction

This document describes the RIPE Policy Development Process (RIPE PDP). It outlines how policies relating to the operation of the Internet are developed by, and for, the RIPE community. This document deals solely with policy. Everything else, such as RIPE NCC business practices, procedures and operations is out of scope.

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. 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: 

4. Decisions are taken by consensus.
5. All policies are documented within RIPE Documents that are placed in the RIPE Document Store.

2. The Process

Past experience shows that before any text is drafted, it is very important to share the idea for a policy proposal with as many members of the RIPE community as possible. Presenting an idea to the relevant RIPE Working Group (WG) can lead to clarifications and improvements before the formal PDP is started. This is not mandatory, but it can save time and effort both for the community and for the proposers themselves. 

Feedback received prior to starting the formal PDP can help to:

• Clearly and concisely formulate the problem statement and the intended result
• Avoid creating a formal proposal with insufficient community interest or support

It can also offer an opportunity to:

• Research whether a similar idea has been discussed before
• Seek advice from authors of successful proposals (to help or become co-authors)
• Make RIPE Working Group Chairs aware of a possible upcoming proposal

The chairs of the relevant working group are encouraged to guide the proposer in preparing a policy proposal.

The process of developing a policy has four distinct phases:

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

These four phases are detailed

below.In the descriptions below, timelines are mentioned. They are proposed deadlines

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

In this process, the all phases of the RIPE PDP, suggestions for changes to the proposal and objections regarding the proposal must be justified with supporting arguments and then addressed adequately by the proposer or by any supporter of the proposal. 

At the end of each phase of the process, one of the chairs of the relevant WG will summarise the state of discussion on the WG mailing list.

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.

provides administrative support throughout this process 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 Link: #appendixa . A.

There are a number of points in the PDP at which where disputes could arise.  The PDP is designed so that compromises can be made and genuine consensus achieved; however, consensus Link: https://datatracker.ietf.org/doc/html/rfc7282 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 a 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 Community members 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 Link: #appendixb .The

B. This

template forms a structure for the proposal. It details sets out the reason for the proposal and any perceived consequences

of the proposal.A it might have.After preliminary discussion of the idea as suggested above, a proposal is discussed publicly in the relevant RIPE Working Group (WG)[1]. The

proposal is usually submitted via the Chair[1] Link: #1 of the relevant RIPE working group. one of the chairs of that WG. If the proposer[2] Link: #2 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] . If a proposal may need input from more than one WG, 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 

then has a specific status at any given time, which can be:

• 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 announced the RIPE NCC will announce it 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 on the relevant WG 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

WG chairs set the period for the discussion phase, which is usually not less than 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 the proposal will depending on the feedback received, the proposer decides whether the proposal should be withdrawn from the RIPE PDP or, with the agreement of the WG chair, it can move to the next phase (Review Phase). This should be done no more than four weeks after the end of the Discussion Phase. If the proposer does not communicate this their decision to the working group chair WG chairs within four weeks, the working group chair WG chairs 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 by the RIPE NCC. A new Discussion Phase will then start for the new version of the proposal. If the suggested comments and changes are not so significant as to require a new Discussion Phase, the proposer and WG chairs can decide to move the proposal to the next phase (Review Phase), the Phase) with a new version of the proposal incorporating the necessary edits.

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

If the proposer decides to take the proposal to the next phase, they need to produce a draft RIPE Document should be prepared within four weeks. which should be published within four weeks after the end of the Discussion Phase, before the proposal can be moved to the Review Phase. If the proposal results in the modification or an update of an existing RIPE Document, then the draft RIPE Document needs to clearly mark the changes to the existing document.

The RIPE NCC can help the proposer to prepare this document.

The RIPE NCC will need to publish an impact analysis for the proposal before it can be moved to the Review Phase. The goal of this analysis is to provide relevant supporting information to facilitate discussions on 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/capacity
• Legal impact

2.3 Review Phase

The purpose of this phase the Review Phase is to review the full draft RIPE Document and impact analysis compiled at the end of the Discussion Phase. During Further modifications to the draft RIPE Document can still be suggested during this phase. The Review Phase should last for a maximum of four weeks.At the end of the Review Phase,

discussion of the proposal can continue while also focusing on the draft RIPE Document.At the end of the Review Phase, the working group chair determines whether the working group has reached consensus. If

the WG chairs determine, after summarising the state of the discussion and inviting corrections, whether the WG has reached consensus Link: https://datatracker.ietf.org/doc/html/rfc7282 . If the WG chairs decide that consensus has not been reached, then the proposer may decide to WG chairs can withdraw the proposal. Alternatively, the proposal may return WG chairs 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 according to 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.

Extend the Review Phase for a maximum of four weeks. additional weeks if not enough community input was received.

2.4 Concluding Phase

If the working group chair determines that the working group has reached consensus at the end of the Review Phase, the Chair moves the proposal to a Last Call for Comments. The Unless the proposal is withdrawn or sent back for further discussion or review, it enters the Concluding Phase. The WG chairs now issue a "Last Call for Comments" for the proposal on the WG mailing list and allow four weeks for comments. The RIPE NCC will send a copy of the Last Call announcement is posted to the working group mailing list and to the Policy Announce Mailing List ([email protected]). Suggestions ([email protected] Link: mailto:[email protected] ).The purpose of this Last Call 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 the community time after the relevant WG chairs declare 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

working group mailing list during this phase.

The Last Call period lasts four weeks.

At the end of the Last Call period, the RIPE working group chairs will decide as a group WG mailing list. At this stage, objections need to be justified and then addressed just as they must in the other phases.When the deadline for comments has been reached, the WG chairs 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 chairs 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 chairs to the Policy Announce Mailing List and, if necessary, will implement the policy.

If consensus has not been achieved, the proposer (or anyone else) achieved at the end of this phase, the WG chairs can decide either to withdraw the proposal or to send it back to one of the previous phases. After a withdrawal, anyone is free to

return the proposal to the working group for further discussion.

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[1] Every RIPE working group has at least one chair (some working groups may have co-chairs). re-introduce the topic on the mailing list. 

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 chairs of that WG. If the dispute cannot be resolved with the WG chairs, the Appeals Procedure can be invoked. 

3.2 Review and Concluding Phases

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

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

4. Appeals Procedure

If a grievance cannot be resolved with the chairs of the WG, an appeal can be submitted for consideration by 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]). The appeal will also be published by the RIPE NCC at appropriate locations on the RIPE website. 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 after submission of the appeal. The following list of people shall recuse themselves from any discussion or decision within the WGCC relating to the appeal: 

• Co-chairs of the relevant WG(s) where the original proposal was discussed
• Proposer of the original policy proposal
• Appellant
• RIPE Chair and RIPE Vice Chair

It is worth noting that the WGCC only reviews the process and not the content of the proposal or the discussion. No less than five WG chairs shall participate in the appeal process. 

When considering an appeal, the participating WGCC members shall select one of their number as facilitator, who will chair the discussions relevant to the appeal. Exceptionally, and by agreement with the RIPE Chair, an external facilitator may be appointed instead.

If the dispute cannot be resolved by the decision of the WGCC, they will refer it to the RIPE Chair no later than four weeks after the decision of the WGCC has been published. The RIPE Chair will make a final decision after due consideration and preferably within four weeks after the appeal has been referred to them. The decision of the RIPE Chair will be final.

If an extension of the deadlines is needed at any stage of the appeal procedure, this will be announced on the Policy Announce Mailing List ([email protected] Link: mailto:[email protected] ) and to the appellant(s) via email.

5. Changes to the PDP 

The PDP is a community governance document that describes how policy is made within RIPE, and not a policy. Any proposal to change the PDP is presented on the RIPE Discussion list and may be discussed during a RIPE Community Plenary. A consensus call is then issued on the RIPE Discussion list ([email protected] Link: mailto:[email protected] ) by the RIPE Chair. It is crucial to carefully manage this process to ensure proper community consensus building.

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 either two or three 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. In this document the terms "proposer" and "author" are interchangeable and refer to one or multiple persons who author and submit a proposal.

Appendix A: Policy Development Process Diagram

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

Appendix B: Policy Proposal Template

1. Number (assigned by the RIPE NCC)
2. Policy Proposal Name:
3. Author
   1. name:
   2. e-mail:
   3. organisation:
4. Proposal Version:
Details
1. name:
2. email:
3. organisation:
5. Proposal Version (assigned by the RIPE NCC):
6. Submission Date:
7. Suggested RIPE WG for discussion and publication:
8. Proposal
9. type:
   1. new, modify, or delete.
10. Policy term:
    1. temporary, permanent, or renewable.
11. Summary of proposal
12. Policy text
    1. Current (if modify):
    2. New:
Rationale: Type:
1. new, modification or deletion
13. Policy Term:
    1. Temporary (time period)
    2. Indefinite
14. Summary of Proposal
15. Policy Text
    1. Current policy text (if modification):
    2. New policy text:
Rationale:
16. Motivation for the proposal
1. Arguments supporting the proposal
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 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.