• Version: 1.0

• Creation date: 01/20/2025

• One line description: Process for holding a Meeting by Correspondence

• Author(s): Rafael Sene

The RISC-V Policies and Procedure define a Meeting by Correspondence. The information in this document establishes a common process for hosting this activity.

The following steps should be followed to host a Meeting by Correspondence

• The Technical Committee Chair shall announce the "Meeting by Correspondence" through the Committee's Groups.io mailing list, providing notice at least three calendar days in advance.

• Share the purpose, agenda, and fixed timeframe for the meeting. Clearly state that this will be an asynchronous discussion.

• Use the Technical Committee Confluence Space to host documents related to the agenda.

• Ensure all participants have access and permissions to review and contribute.

• Provide a detailed agenda that specifies discussion points, expected outcomes, and deadlines for contributions or responses.

• Include links to any supporting documents or references.

• Use a threaded text conversation via the Technical Committee Groups.io mailing list for ongoing discussions.

• Establish separate threads for each agenda item to keep discussions organized.

To ensure effective engagement and maintain a clear record of involvement, each Participant is required to explicitly contribute to the discussion of each agenda item. This contribution may take the form of:

• Providing comments, suggestions, or questions related to the agenda item.

• Expressing a clear position (support, objection, or abstention) on proposals or decisions under discussion.

These inputs must be submitted within the defined timeframe of the meeting. Contributions should be made via the designated discussion thread on the Technical Committee Groups.io mailing list.

Observers are welcome to follow the discussion but are not required to participate or submit formal input.

• Specify the format for contributions, such as feedback via comments on shared documents or specific updates via the Technical Committee Groups.io mailing list.

• Encourage participants to raise concerns or suggestions within the defined timeline.

• Designate a moderator (usually the Chair or Vice-Chair) to track and summarize discussions periodically.

• Address any lack of engagement or unanswered questions by prompting group members.

Consolidate input into a single document summarizing:

• Points of agreement.

• Pending issues requiring further action.

• Formal decisions reached.

Ensure this summary is time-stamped and stored in the Technical Committee Confluence Space.

• Announce the closure of the meeting with a final document summarizing outcomes via the Technical Committee Groups.io mailing list.

• Share next steps or action items derived from the discussions.

• Solicit feedback from participants on the effectiveness of the "Meeting by Correspondence" format.

• Document the meeting and participants in the group Participation and Voting Rights wiki page.