WORKING PROCEDURES TO BE APPLIED BY STUDY GROUPS, OTHER
THE TELECOMMUNICATION DEVELOPMENT ADVISORY GROUP
RESOLUTION 1 (DOHA, 2006)
SECTION 1 – Study groups
1 Structure of study groups
1.1 Study groups shall observe strictly Nos 214, 215, 215A and 215B of
1.2 To facilitate their work, the study groups may set up working
parties, rapporteur's groups and joint rapporteur's groups to deal with specific
Questions or parts of thereof.
1.3 Where appropriate, regional groups may be set up to study Questions
or problems, the specific nature of which makes it desirable that they be
studied within the framework of one or more regions of the Union.
The establishment of regional groups should not give rise to duplication of
work being carried out at the global level by the corresponding study group, its
subordinate groups or any other groups established pursuant to No. 209A of the
1.4 Joint rapporteur’s groups (JRG) may be established for the study of
those Questions requiring the participation of experts from more than one study
group. JRGs between study groups in ITU-D may be governed by these procedures.
It is preferable to identify such procedures when creating such joint groups,
with their terms of reference, with clear identification to whom they should
report and where the final decisions will be taken.
2.1 Appointment of chairmen and vice-chairmen by WTDC shall be primarily
based upon proven competence both in technical content of the study group
concerned, and the management skills required. Candidates should represent a
broad range of Member States and Sector Members.
2.2 The mandate of the vice-chairman shall be to assist the chairman in
matters relating to the management of the study group, including substitution
for the chairman at official ITU-D meetings or replacement of the chairman
should he or she be unable to continue with study group duties.
2.3 Vice-chairmen may be selected as chairmen of working parties or as
3.1 Rapporteurs are appointed by a study group in order to progress the
study of a Question and to develop new and revised reports, opinions and
recommendations. Rapporteurs may have responsibility for only one Question or
3.2 Because of the nature of the studies, rapporteur appointments should
be based both on expertise of the subject to be studied, and the ability to
coordinate the work. Elements of the expected work done by the rapporteurs are
described in Annex 5 to this resolution.
3.3 Clear terms of reference for the work of the rapporteur should be
added to the corresponding Question, by the study group, if so needed.
3.4 One rapporteur and one or more vice-rapporteurs are appointed as
appropriate by a study group for each Question. The vice-rapporteur
automatically takes over chairmanship when the rapporteur is not available.
Vice-rapporteurs may be representatives from Member States, Sector Members and
Associates, the latter except for liaison activities.
4 Powers of the study groups
4.1 Each study group may develop draft recommendations for approval
either by WTDC or pursuant to section 5 below. Recommendations approved in
accordance with either procedure shall have the same status.
4.2 Each study group may also adopt draft Questions for approval by WTDC
or in accordance with the procedure described in § 15.2 of section 3.
4.3 In addition to the above, each study group shall be competent to
adopt guidelines and reports.
4.4 In cases where the implementation of the results obtained is through
BDT activities, these activities should be reflected in the annual operational
5.1 The study groups and their subordinate groups shall normally meet at
5.2 The meetings of the study groups and their subordinate groups
studying Questions should take place, to the extent possible, in the ITU-D
regions, when invited by Member States or Sector Members, in order to facilitate
the attendance of developing countries. Such invitations shall normally be
considered only if they are submitted to WTDC, to TDAG or to an ITU-D study
group meeting. They shall be finally accepted after consultation with the
Director of the Telecommunication Development Bureau (BDT) if they are
compatible with the resources allocated to ITU-D by the Council.
Regional and subregional meetings offer a valuable opportunity for
information exchange and for the development of management and technical
experience and expertise. Every opportunity should be taken to provide
additional opportunities for experts from developing countries to gain
experience by participating in regional and subregional meetings which deal with
study group work.
5.3 The invitations referred to in § 5.2 above shall be issued and
accepted, and the corresponding meetings outside Geneva organized, only if the
conditions laid down in Resolution 5 (Kyoto, 1994) of the Plenipotentiary
Conference and ITU Council Decision 304 are met.
5.4 Subordinate groups may benefit from meetings held via teleconference
or other alternative arrangements rather than at ITU headquarters or in a
region. A request by a rapporteur for such a meeting should be submitted to and
approved by the parent study group.
5.5 The dates, place and agenda for meetings of subordinate groups shall
be agreed by the parent study group.
6 Participation in meetings
6.1 Member States, Sector Members, Associates and other entities duly
authorized to participate in ITU-D activities shall be represented in the study
groups and other groups in whose work they wish to take part by participants
registered by name and chosen by them as representatives to make an effective
contribution to the study of the Questions entrusted to those study groups.
Chairmen of meetings may invite individual experts, as appropriate, to present
their specific point of view, without taking part in the decision-making
6.2 The Director of BDT shall keep up to date a list of the Member
States, Sector Members, Associates and other entities participating in each
7 Frequency of meetings
7.1 The study groups shall in principle meet at least once a year during
the interval between two WTDCs. However, additional meetings may take place with
the approval of the Director of BDT, having regard to the priorities laid down
by the preceding WTDC and the resources of ITU-D.
7.2 To ensure the best possible use of the resources of ITU-D and of
those participating in its work, the Director, in collaboration with the study
group chairmen, shall establish and publish a timetable of meetings well in
advance. The timetable shall take account of such factors as the capacity of the
ITU common services, document requirements for meetings and the need for close
coordination with the activities of the other Sectors and other international or
7.3 In the establishment of the work plan, the timetable of meetings must
take into account the time required for participating bodies to prepare
contributions and documentation.
7.4 All study groups shall meet sufficiently in advance of WTDC in order
to enable the final reports and draft recommendations to be disseminated within
the required deadlines.
8 Establishment of work plans and preparation of meetings
8.1 After each WTDC, a work plan shall be proposed by each study group
chairman, with the assistance of BDT. The work programme shall take account of
the programme of activities and priorities adopted by WTDC.
The implementation of the work plan will, however, depend to a large extent
on the contributions received from Member States, Sector Members and Associates,
duly authorized entities or organizations, and BDT, as well as on the opinions
expressed by participants in the meetings.
8.2 An administrative circular with an agenda of the meeting, a draft
work plan and a list of the Questions to be studied shall be prepared by BDT
with the help of the chairman of the study group concerned.
The administrative circular must reach the bodies participating in the work
of the study group concerned at least three months before the opening of the
A registration form shall be appended to the administrative circular so that
the bodies concerned can announce their intention to participate in the meeting.
The form must then be returned to BDT as soon as possible. It shall contain the
names and addresses of intended participants, or at least the number of
participants expected if their names cannot be provided. This information will
facilitate the registration process and the timely preparation of registration
9 Study group management teams
9.1 Each ITU-D study group has a management team composed of the
chairman, the vice-chairmen of the study group, the chairmen and vice-chairmen
of working parties, the rapporteurs and vice-rapporteurs.
9.2 Study group management teams should maintain contact among themselves
and with BDT by electronic means to the extent practicable. Appropriate liaison
meetings should be arranged, as necessary, with study group chairmen from the
9.3 The ITU-D study group management team should meet prior to the
meeting of the study group, in order to properly organize the coming meeting,
including the establishment of a time-management plan.
9.4 A joint management team will be established, chaired by the Director
of BDT, composed of the ITU-D study group management teams.
9.5 The role of the joint management team of the ITU-D study groups is
- advise BDT management on the estimation of the budget requirements
of the study groups;
- coordinate issues common to study groups;
- prepare joint proposals to TDAG or other relevant bodies in ITU-D
if the need arises;
- finalize the dates of the study group meetings;
- deal with any other issue that may arise.
10 Preparation of reports
10.1 Reports of the study group's work can be of four major types:
- Progress reports
- Meeting reports
- Output reports
- Study group reports to WTDC.
10.2 Progress reports
The following list of items is suggested for inclusion in progress reports:
- brief summary of the status and expected contents of the output
- conclusions or titles of reports or recommendations sought to be endorsed;
- status of work with reference to the work plan, including baseline
document, if available;
- draft new or revised reports, guidelines or recommendations, or
reference to source documents containing the recommendations;
- draft liaison statements in response to or requesting action by
other study groups or organizations;
- reference to normal or delayed contributions considered part of
assigned study and a summary of contributions considered;
- reference to submissions attributed to collaborators of other
- major issues remaining for resolution and draft agenda of future
approved meetings, if any;
- list of attendees at meetings held since the last progress report;
- list of normal contributions or temporary documents containing the
reports of all rapporteur's group meetings since the last progress
The progress report may make reference to the meeting reports in order to
avoid duplication of information.
Progress reports by rapporteurs shall be submitted to the study group for
10.3 Meeting reports
Prepared by the study group chairman, the working party chairman or the
rapporteur, assisted by BDT, the report shall contain a synopsis of the outcome
of the work and emerging trends. It must also indicate items which require
further study at the next meeting. The report should also refer to contributions
and/or documents issued during a meeting, main results (including
recommendations and guidelines), directives for future work (including referral
of output reports to BDT for incorporation into relevant BDT programme
activities as appropriate), planned meetings of working parties, if any,
rapporteur's groups and other groups, and liaison statements endorsed at the
study group level. A template for liaison statements is set out in Annex 3 to
The report of a study group's first meeting in the study period shall include
a list of the chairmen and vice-chairmen of working parties, if any, and of any
other groups that may have been created, and of the rapporteur and
vice-rapporteurs appointed. This list shall be updated, as required, in
10.4 Output reports
Such reports represent the expected deliverable, i.e. the principal results
of a study. The items to be covered are indicated in the expected output of the
Question concerned. Such reports shall be limited to a maximum of 50 pages, with
relevant electronic references as needed.
10.5 Study group reports to WTDC
10.5.1 The final report of each study group to WTDC shall be the
responsibility of the chairman of the study group concerned, and shall be
- a summary of the results achieved by the study group during the
study period in question, describing the work of the study group and the
outcome which resulted;
- reference to any new or revised recommendations approved by
correspondence by Member States during the study period;
- the text of recommendations submitted to WTDC for approval;
- a list of any new or revised Questions proposed for study during
the next study period;
- a list of Questions proposed for
10.5.2 The preparation of recommendations should follow the general
practice of the Union. Examples include the recommendations and resolutions of
WTDCs, and of the regional telecommunication development conferences. A
recommendation should stand alone. Information may be annexed to the
recommendations, in order to accomplish this. A model recommendation is set out
in Annex 1 to this resolution.
SECTION 2 – Submission, processing and presentation of contributions
11 Submission of contributions
11.1 Member States, Sector Members, Associates, duly authorized entities
and organizations, and the chairmen and vice-chairmen of study groups or other
groups should submit their contributions to current studies to the Director of
11.2 Such contributions should, inter alia, deal with the results
of experience gained in telecommunication development, describe case studies
and/or contain proposals for promoting balanced worldwide and regional
telecommunication development. To the extent possible, contributions should be
submitted in a convenient electronic form.
11.3 In order to facilitate the study of certain Questions, BDT may
submit consolidated documents or the results of case studies. Such documents
will be treated as contributions.
11.4 In principle, documents submitted to the study groups as
contributions should not exceed five pages. For existing texts, cross-references
should henceforth be used instead of repeating material in extenso.
Information material can be placed in annexes or supplied on request as
background documentation. A form for submission of documents is set out in Annex
2 to this resolution.
11.5 Contributions should, as far as possible, be submitted to BDT in
electronic format and the collaboration between study group members should be,
as far as possible, by electronic means. BDT should provide all study group
members with appropriate access to electronic documentation for their work, and
promote the provision of appropriate systems and facilities to support the
conduct of study group work by electronic means in all the official and working
languages of ITU.
12 Processing of contributions
a) Documents for action
12.1 Contributions requiring action from the meeting under the terms of
its agenda received at least two months before a meeting shall be published and
distributed in time for the said meeting.
The Director of BDT shall assemble the documentation and, for those
contributions received before the deadline, arrange any translation needed as
well as disseminate this documentation to participants in the requested working
languages before the date set for the meeting of a study group or other group.
When a document for action is large, and after consultation with the chairman
of the study group or other group involved, it may be agreed that the Director
shall send out the document without having it translated.
12.2 Documents originating from rapporteur meetings, excluding their
output reports, which go to the study group meetings, and which are received not
later than one month before the meeting, will be treated according to § 12.1
12.3 Contributions requiring action from the meeting under the terms of
its agenda received by the Director less than two months, but at least seven
calendar days, before the opening of a meeting, will not be processed in
accordance with the procedure outlined in § 12.1 above, and shall be published
as "delayed contributions" in the original language only (and in any other
working language into which they may have been translated by the originator). In
addition, contributions which are not available to participants at the opening
of the meeting shall not be considered.
12.4 Contributions requiring action from the meeting under the terms of
its agenda received by the Director less than seven days before the opening of a
meeting shall be considered as delayed contributions and shall not be entered on
the agenda. They shall not be distributed but will be held for the next meeting.
Contributions judged to be of extreme importance and urgency might be admitted
by the Director in consultation with the chairman at shorter notice, provided
that these contributions are available to participants at the opening of the
12.5 BDT shall not reissue delayed contributions as normal contributions
unless the relevant group concerned decides otherwise in cases of special
interest and importance. Delayed contributions shall not be incorporated in
reports as annexes.
b) Documents for information
12.6 Documents submitted to the meeting for information only and not
requiring any specific action under the agenda (e.g. descriptive documents
submitted by Member States, Sector Members, Associates or duly authorized
entities and organizations, general policy statements, etc.), as well as other
contributions considered by the study group chairman, in consultation with the
author, as being for information should be published, in the original language
only, in a limited number of copies, for consultation. Delegates may ask BDT to
provide them with a copy.
Information documents judged to be of extreme importance might be translated
if requested by the meeting concerned.
12.7 A list of information documents, with summaries, should be
translated to the extent possible.
c) Background documents
12.8 Reference documents containing only background information relating
to issues addressed at the meeting (data, statistics, detailed reports of other
organizations, etc.) should be available upon request in the original language
only and, if available, also in electronic format.
d) Temporary documents
12.9 Temporary documents are documents produced during the meeting to
assist in the development of the work.
13 Electronic access
BDT will electronically post all input and output documents (e.g.
contributions, draft recommendations, liaison statements and reports) as soon as
electronic versions of these documents are available.
Paper versions are to be dispatched as soon as printed to countries that have
requested a paper copy; and a dedicated, constantly updated webpage shall be
established as far as practicable for the meeting concerned.
14 Presentation of contributions
14.1 Contributions for action shall be relevant, clear, concise and
14.2 A cover page shall be prepared indicating the relevant Question(s),
agenda item, date, source (originating country and/or organization, address,
telephone number, fax number, and possible e-mail address of the author or
contact person), as well as the title of the contribution. Indication should
also be made as to whether the document is for action or for information and the
action required, if any, and an abstract should be provided. A model of a sheet
for submission of a document is set out in Annex 2 to this resolution.
14.3 If existing text needs to be revised, adequate indications should be
given to identify the changes proposed.
14.4 Contributions submitted to the meeting for information only (see
§ 12.6 above) should include a summary prepared by the contributor.
SECTION 3 – Proposals and adoption of new and revised Questions
15 Proposal of new and revised Questions
15.1 Proposed new Questions for ITU-D shall be submitted at least three
months prior to a WTDC by Member States and Sector Members authorized to
participate in the activities of the Sector.
15.2 However, an ITU-D study group may also propose new or revised
Questions at the initiative of a member of that study group if there is
sufficient consensus on the subject. These proposals shall be submitted to TDAG
15.3 Each proposed Question should state the reasons for the proposal,
the precise objective of the tasks to be performed, the urgency of the study and
any contacts to be established with the other two Sectors and/or other
international or regional bodies. Originators of Questions should use the
template/outline provided in Annex 3 to this resolution, in order to ensure that
all relevant information is included.
16 Adoption of new and revised Questions by WTDC
16.1 At least two months before a WTDC, TDAG shall meet to examine
proposed new Questions and, if necessary, recommend amendments to take account
of BDT's general development policy objectives and associated priorities.
16.2 At least one month before a WTDC, the Director of BDT shall
communicate to Member States and Sector Members a list of the Questions
proposed, together with any changes recommended by TDAG, and make these
available on the ITU website.
17 Adoption of proposed new and revised Questions between two WTDCs
17.1 Between two WTDCs, Member States, Sector Members, and duly
authorized entities and organizations participating in ITU-D activities may
submit proposed new and revised Questions to the study group concerned.
17.2 Each proposed new and revised Question should be based on the
template/outline set out in § 15.3 above.
17.3 If the study group concerned agrees by consensus to study the
proposed new and revised Question and some Member States, Sector Members or
other duly authorized entities and organizations (normally at least four) have
committed themselves to support the work (e.g. by contributions, provision of
rapporteurs or editors and/or hosting of meetings), it shall address the draft
text thereof to the Director of BDT with all the necessary information.
17.4 The Director, after endorsement by TDAG, shall inform Member States,
Sector Members and other duly authorized entities of the new and revised
Questions by circular letter.
SECTION 4 – Deletion of Questions
Study groups may decide to delete Questions. In each individual case, it has
to decide which of the following alternative procedures is the most appropriate
18.1 Deletion of a Question by WTDC
Upon the decision of the study group, the chairman shall include in the
report to WTDC the request to delete a Question. WTDC may approve this request.
18.2 Deletion of a Question between WTDCs
At a study group meeting, it may be agreed, by consensus among those present,
to delete a Question, e.g. because work has been terminated or because no
contributions have been received at that meeting and at the previous study group
meetings. Notification of this agreement, including an explanatory summary about
the reasons for the deletion, shall be provided by administrative circular. If a
simple majority of the Member States has no objection to the deletion within two
months, the deletion will come into force. Otherwise the issue will be referred
back to the study group.
18.3 Those Member States that indicate disapproval are invited to provide
their reasons and to indicate the possible changes that would facilitate further
study of the Question.
18.4 Notification of the result will be given in an administrative
circular, and TDAG will be informed by a report from the Director of BDT. In
addition, the Director shall publish a list of deleted Questions whenever
appropriate, but at least once by the middle of a study period.
SECTION 5 – Approval of new or revised recommendations
After adoption at a study group meeting, Member States can approve
recommendations, either by correspondence or at a WTDC.
19.1 When the study of a Question has reached a mature state resulting in
a draft new or revised recommendation, the approval process to be followed is in
- adoption by the study group concerned (see § 19.3);
- approval by the Member States (see § 19.4).
This process shall also be used for the deletion of existing recommendations.
19.2 In the interest of stability, revision of a recommendation
should not normally be considered for approval within two years, unless the
proposed revision complements rather than changes the agreement reached in the
19.3 Adoption of a new or revised recommendation by a study group
19.3.1 A study group may consider and adopt draft new or revised
recommendations, when the draft texts have been prepared sufficiently in advance
of the study group meeting so that it is anticipated that the draft texts in the
working languages will have been distributed, in either paper and/or electronic
form, at least four weeks prior to the start of the study group meeting.
19.3.2 A rapporteur's group or any other group which feels that its draft
new or revised recommendation(s) is (are) sufficiently mature, can send the text
to the study group chairman to start the adoption procedure according to
§ 19.3.3 below.
19.3.3 Upon request of the study group chairman, the Director of BDT
shall explicitly indicate the intention to seek approval of new or revised
recommendations under this procedure for adoption at a study group meeting when
announcing the convening of the relevant study group meeting. The announcement
shall include the specific intent of the proposal in summarized form. Reference
shall be provided to the document where the text of the draft new or revised
recommendation may be found.
This information shall be distributed to all Member States and Sector Members
and should be sent by the Director so that it shall be received, so far as
practicable, at least two months before the meeting.
19.3.4 Adoption of a draft new or revised recommendation must be
unopposed by any Member State.
19.4 Approval of new or revised recommendations by Member States
19.4.1 When a draft new or revised recommendation has been adopted
by a study group, the text shall be submitted for approval by Member States.
19.4.2 Approval of new or revised recommendations may be sought:
- at a WTDC;
- by consultation of the Member States as soon as the relevant study
group has adopted the text.
19.4.3 At the study group meeting during which a draft is adopted,
the study group shall decide to submit the draft new or revised recommendation
for approval, either at the next WTDC or by consultation of the Member States.
19.4.4 When it is decided to submit a draft to WTDC, the study
group chairman shall inform the Director and request that he take the necessary
action to ensure that it is included in the agenda of the conference.
19.4.5 When it is decided to submit a draft for approval by consultation,
the conditions and procedures hereafter will apply.
19.4.6 At the study group meeting the decision of the delegations
to apply this approval procedure must also be unopposed. A delegation may advise
at the study group meeting that it is abstaining from the decision to apply the
procedure. This delegation's presence shall then be ignored for the purposes of
this decision. Such an abstention may subsequently be revoked, but only during
the course of the study group meeting.
Exceptionally, but only during the study group meeting, delegations may
request more time to consider their positions. Unless advised of formal
opposition from any of these delegations within a period of one month after the
last day of the meeting, the approval process by consultation shall continue. If
formal objection is received, the draft shall be submitted to the next WTDC for
19.4.7 For the application of the approval procedure by consultation,
within one month of the adoption of a draft new or revised recommendation by a
study group, the Director shall request Member States to indicate within three
months whether they approve or do not approve the proposal. This request shall
be accompanied by the complete final text, in the working languages, of the
proposed new or revised recommendation.
19.4.8 The Director shall also advise Sector Members participating in the
work of the relevant study group under the provisions of Article 19 of the
Convention that Member States are being asked to respond to a consultation on a
proposed new or revised recommendation, but only Member States are entitled to
respond. This advice should be accompanied by the complete final texts, for
19.4.9 If 70 per cent or more of the replies from Member States indicate
approval, the proposal shall be accepted. If the proposal is not accepted, it
shall be referred back to the study group.
Any comments received along with responses to the consultation shall be
collected by the Director and submitted to the study group for consideration.
19.4.10 Those Member States which indicate that they do not approve are
encouraged to state their reasons and to participate in the future consideration
by the study group and its subordinate groups.
19.4.11 The Director shall promptly notify, by circular letter, the
results of the above consultation approval procedure. The Director shall arrange
that this information also be included in the next possible ITU Notification.
19.4.12 Should minor, purely editorial amendments or correction of
evident oversights or inconsistencies in the text as presented for approval be
necessary, the Director may correct these with the approval of the chairman of
the relevant study group.
19.4.13 ITU shall publish the approved new or revised recommendations in
the official and working languages as soon as practicable.
If a delegation elects not to oppose the approval of a recommendation but
wishes to enter reservations on one or more aspects, such reservations shall be
mentioned in a concise note appended to the text of the recommendation
SECTION 6 – Support to the study groups and their subordinate groups
21 The Director of BDT should ensure that, within the limits of existing
budgetary resources, the study groups and their subordinate groups have
appropriate support to conduct their work programmes as outlined in the terms of
reference and as envisioned by the WTDC's work plan for the Sector. In
particular, support may be provided in the following forms:
- appropriate administrative and professional staff support;
- contracting of outside expertise, as necessary;
- coordination with regional and subregional telecommunication
SECTION 7 – Other groups
22 As far as applicable, the same rules of procedure for study groups in
this resolution should also apply to other groups referred to in No. 209A of the
Convention and their meetings, for example in respect of the for submission of
contributions. However, these groups shall not adopt Questions nor deal with