View source for Help for NWS Comment Response (DRAFT)

== This page describes how to process NWS Comments ==
Every comment, no matter how it is submitted, must be entered into the NENA Workspace (NWS) "Comment Manager." The NWS Comment Manager tracks the process by which the comment is received, reviewed by the working group, and the resolution communicated back to the comment submitter. The NWS Comment Manager also captures the comment submitter's response to the working group's action. 

=== Add a Comment Response ===

1. Open the Comment and select the green '''Update''' button {{Step|Step=1}}.
[[File:UpdateButton.png|none|alt=Screen print: Open Comment|700x700px]]

Every comment response requires '''Respond to Comment''' text, a '''State,''' and a '''Resolution'''.

2. Complete the '''Respond to Comment''' {{Step|Step=2}} section.

Responses by the NENA Workspace Comment Manager to the comment submitter in the Respond to Comment box should begin with one of the following choices to communicate the decision of the working group:
<blockquote>
'''The Working Group accepts the comment and proposed solution as written.'''
</blockquote>
<blockquote>
'''The Working Group accepts the comment and proposed solution with modification.'''<br>''<Insert explanation of the modification made, including any text changes, showing original text versus new text>''
</blockquote>
<blockquote>
'''The Working Group declines the comment.''' <br>''<Insert explanation of why the comment is declined>''
</blockquote>
<blockquote>
'''The Working Group defers the comment to a subsequent revision.'''<br>''<Insert explanation of why the comment is deferred>''
</blockquote>
<blockquote>
'''The Working Group defers the comment to''' ''<identify the WG or other entity the comment was deferred>''
</blockquote>
'''IMPORTANT:''' Copy/paste the following text at the end of the response as appropriate. When choosing the '''''<date>''''', pick a date that is 10 business days from the date the response is sent to the commenter.
<blockquote>'''If you are a Working Group member''', please click on ‘View Comment Details’ below and Update Comment Status by clicking on the '''State''' drop-down list to indicate your acceptance or rejection of this response. Unless we hear from you otherwise by '''''<date>'',''' we will consider this resolution to be accepted.<br><br>'''If you are not a Working Group member''', you must email your acceptance/rejection to the Working Group Co-Chairs at '''''<insert email addresses>''''' who will then copy/paste your response into NENA Workspace and update the Status and Response. Unless we hear from you otherwise by '''''<date>'',''' we will consider this resolution to be accepted.</blockquote>This is an example of the response for a comment and proposed solution accepted with modification:

[[File:RespondToComment.png|none|alt=Screen print: WG's response explaining acceptance or declination of comment ]]

3. Assign the comment to the person who will be managing the comment response (typically one of the co-chairs) by selecting the drop-down arrow next to '''Assignee: Unassigned''' {{Step|Step=3}}.
[[File:Asignee.png|none|alt=Screen print: Select person to assign comment resolution responsibility|700x700px]]

4. Update the '''State''' {{Step|Step=4}}, using the guidance provided here:
*'''New''' – Assigned as the status when a new comment is submitted.
*'''Deferred''' – When resolution of a comment is put off to a subsequent revision or referred to another entity. Response indicated as appropriate (Not An Issue, Not Germane, Not Fixable, or Will Not Fix.)
*'''Assigned''' – When a comment has been assigned to an individual (e.g., Work group leader) for reply.
*'''Issue Addressed''' – When a comment has received response from the WG (e.g., accepted, accepted with modification, not accepted, and Response indicated as Fixed, Withdrawn by Submitter, Duplicate, Not An Issue, Not Germane, Not Fixable, or Will Not Fix).
*'''Submitter Rejected Response''' – Comment submitter does not accept the WG's resolution of the comment.
*'''Submitter Accepted Response''' – Comment submitter accepts the WG's resolution of the comment.
*'''Submitter Withdrew Comment''' – Comment submitter indicated a desire to withdraw the comment.
*'''Rejection Overridden''' – This option is not to be used.
[[File:State.png|none|alt=Screen print: Assign comment State|700x700px]]

5. Update the '''Resolution''' {{Step|Step=5}}, using the guidance provided here:
*'''None''' – Provided when a new comment is submitted.
*'''Fixed''' – Accepted the comment and proposed response (if provided), or accepted the comment and proposed response with modification.
*'''Withdrawn by Submitter''' – Comment submitter requested comment be withdrawn.
*'''Duplicate''' – Duplicates another comment submitted by the same comment submitter during the review (in the response to comment submitter, indicate the comment number it duplicates).
*'''Not An Issue''' – Comment and proposed response (if provided) not accepted. For example, the issue raised has already been addressed in the document due to the response to another comment.
*'''Not Germane''' – Comment and proposed response (if provided) not accepted - irrelevant to the issue being worked.
*'''Not Fixable''' – Comment and proposed response (if provided) not accepted. For example, the proposed solution exceeds NENA's authority or ability to fix the issue.
*'''Will Not Fix''' – Comment and proposed response (if provided) not accepted. For example, comment is deferred and therefore not going to be fixed in this version, or as another example, the Working Group acknowledges the comment has merit, but the Working Group decides not to modify the document. This could also be a situation where there was no consensus within the Working Group on how to fix the issue.
[[File:Resolution.png|none|alt=Screen print: Assign WG's resolution to comment|700x700px]]



6. Update the '''Notification Options''' {{Step|Step=6}} so that only '''Notify the Comment Submitter''' and '''Notify the Comment Owner (Resolver/Assignee)''' are checked. Uncheck all others.

[[File:Notification.png|none|alt=Screen print: Select people to notify about comment response|700x700px]]



7. Select the blue '''Submit''' button {{Step|Step=7}} to send the response to the comment submitter.

[[File:SubmitResponse.png|none|alt=Screen print: Submit response to Comment Submitter|700x700px]]

=== Record Comment Submitter’s Acceptance or Rejection of Comment Response ===
Comment submitters are asked to provide their acceptance or rejection of the Working Group’s response and resolution of their comment during the 10 business day response review period. All responses and non-responses are to be recorded within each comment.

1. Open the comment and select the green '''Add a response or change state''' button {{Step|Step=1}}.

[[File:AddCommenterResponse.png|alt=Screen print: Open comment to add Comment Submitter's response.|700x700px]]

2. Update the '''Respond to Comment''' text box:

a. If the comment submitter does not respond by the due date indicated in the '''Respond to Comment''' text box:

* Enter this response into the '''Respond to Comment''' text box {{Step|Step=2a}}: '''Comment submitter did not respond by due date – Comment response is considered Accepted.'''
* Change '''State''' {{Step|Step=2b}} to '''Submitter Accepted Response'''.[[File:AddCommenterNonResponse.png|none|alt=Screen print: Update comment for non-response]]

b. If the comment submitter accepts the Working Group’s response:

* Copy and paste emailed response from comment submitter into '''Respond to Comment''' text box {{Step|Step=2c}}, including the email header information and email date.
* Change '''State''' {{Step|Step=2d}} to '''Submitter Accepted Response'''.[[File:AddCommenterResponseAccept.png|none|alt=Screen print: Update comment with Comment Submitter's acceptance]]

c. If the comment submitter rejects the Working Group’s response:

* Copy and paste emailed response from comment submitter into '''Respond to Comment''' text box {{Step|Step=2e}}, including the email header information and email date. 
* Change '''State''' {{Step|Step=2f}} to '''Submitter Rejected Response'''.
* Attach any emailed supporting documentation from the comment submitter by clicking on the green '''+Add Supporting File''' button {{Step|Step=2g}}.[[File:AddCommenterResponseReject.png|none|alt=Screen print: Add Comment Submitter's rejection of response]]

3. Update the '''Notification Options''' {{Step|Step=3}} so that only '''Notify the Comment Submitter''' and '''Notify the Comment Owner (Resolver/Assignee)''' are checked. Uncheck all others.

4. Select the blue '''Submit''' button {{Step|Step=4}} to send the response confirmation to the comment submitter.[[File:SubmitResponseConfirmation.png|none|alt=Screen print: Submit confirmation of Comment Submitter's response]]
‎<br />
{{Pink Warning Box|Text=Prior to the final Approval Ballot, all comments MUST have a State value of "Submitter Rejected Response," "Submitter Accepted Response," or "Submitter Withdrew Comment."}}‎<br />
{{Note|Note Text=Rejected responses will need to be reconsidered by the Working Group. It is recommended that the comment submitter be invited to the Working Group meeting to further discuss their rejection of the Working Group’s response. This helps to avoid miscommunication and provides an opportunity for the comment submitter and the Working Group to better understand each other’s concerns. If the Working Group still chooses to reject the comment, the CRM should be contacted for guidance on adding an explanation to the comment as to why the comment remains rejected and the information that needs to be added regarding NENA’s Appeals Process.}}
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