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Help for NWS Comment Response (DRAFT) (view source)

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== 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 workingWorking groupGroup, and the resolution communicated back to the comment submitter. The NWS Comment Manager also captures the comment submitter's response to the workingWorking groupGroup's action.
 
{{Note|Note Text=Comment submitters are required to respond to the comment response in NENA Workspace (if a WG member) or by email (if not a WG member), EVEN IF THEY PROVIDED THEIR RESPONSE ON A WORKING GROUP CALL.
=== Add a Comment Response ===
 
Working Group leaders should train all Working Group members on how to accept, reject, or withdraw a comment they submitted. This should be done during a Working Group call, just before Comment Responses are sent out.}}
1. Open the Comment and select the green '''Update''' button {{Step|Step=1}}.
 
 
=== {{Font|bgcolor=Moccasin|size=20px|text=Add a Comment Response}}===
 
{{Font|bgcolor=Moccasin|size=20px|text=Step 1 of 7.}} 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'''.
 
{{Font|bgcolor=Moccasin|size=20px|text=Step 2 of 7.}} Complete the '''Respond to Comment''' {{Step|Step=2}} section.
 
Responses byto the NENAcomment Workspacesubmitter Commentare Managerrecorded toin the commentNWS submitterComment inManger. theThe Respond to Comment box should begin with one of the following choices to communicate the decision of the workingWorking groupGroup:
<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.> You have the right to appeal. The NENA Development Group Appeal Policy can be found in Section 3.7, Document Development Procedural Appeals, in the NENA Development Group Operational Procedures, NENA-ADM-001.5b-2022.''
</blockquote>
<blockquote>
'''The Working Group defers the comment to a future version of this document. The comment has been added to the ''Recommendation for Additional Development Work'' section of the document with the following text:''' ''<insert text added to the document.>''<br>''<Insert explanation of why the comment is deferred.> You have the right to appeal. The NENA Development Group Appeal Policy can be found in Section 3.7, Document Development Procedural Appeals, in the NENA Development Group Operational Procedures, NENA-ADM-001.5b-2022.''</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 to.> <Insert explanation of why the comment is deferred.> You have the right to appeal. The NENA Development Group Appeal Policy can be found in Section 3.7, Document Development Procedural Appeals, in the NENA Development Group Operational Procedures, NENA-ADM-001.5b-2022.''
</blockquote>
'''IMPORTANT:''' Copy/paste one of the following textparagraphs 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:
'''For commenters who are Working Group members:'''
<blockquote>'''As a Working Group Member,''' please click on '''View Comment Details''' below and '''Update''' to indicate your acceptance or rejection of the response, or withdrawal of your comment. Unless we hear from you otherwise by '''''<date>'',''' we will consider this resolution to be accepted. Acceptance of the response indicates that you consider your public review comment to be resolved. Rejection of the response indicates that you consider your public comment to be unresolved. Comment Submitters should respond to the comment response in NENA Workspace, even if one was provided during a working group meeting.</blockquote>'''For commenters who are not Working Group members:'''<blockquote>You must email your acceptance or rejection of the response, or withdrawal of your comment, 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. Acceptance of the response indicates that you consider your public review comment to be resolved. Rejection of the response indicates that you consider your public comment to be unresolved. A response to this email is requested, even if one was provided during a working group meeting.</blockquote>This is an example of the response for a comment and proposed solution submitted by a commenter who is a Working Group member that was accepted with modification:
 
[[File:RespondToComment WGmember.png|none|alt=Screen print: WG's response explaining acceptance or declination of comment]]
 
This is an example of the response for a comment and proposed solution submitted by a commenter who is not a Working Group member that was accepted with modification:
 
[[File:RespondToComment NonWGmember.png|none|alt=Screen print: WG's response explaining acceptance or declination of comment ]]
 
{{Font|bgcolor=Moccasin|size=20px|text=Step 3 of 7.}} Assign the comment to the person who will be managing the comment response (typically one of the co-chairsWorking Group leaders) 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]]
 
{{Font|bgcolor=Moccasin|size=20px|text=Step 4 of 7.}} Update the '''State''' {{Step|Step=4}}, using the guidance provided here:
*'''New''' – Assigned as the statusdefault State when a new comment is submitted.
*'''Deferred''' – WhenUse resolutionthis ofwhen athe commentWorking isGroup has decided to put off the resolution of a comment to a subsequent revision or referredto refer the comment to another entity. ResponseThe indicatedResolution should be set as appropriateNone (Notsince Anno Issue,decision Nothas Germane,been Notmade Fixable,in orregards Willto Notfuture Fixchanges to the document based on this comment.)
*'''Assigned''' – WhenUse this when a comment has been assigned to an individual for managing the comment response (e.g., WorkWorking groupGroup leader) but the comment still requires Working Group discussion. Alternatively, use this when a comment has been assigned to an individual (e.g., Working Group member) for replyfurther research needed by the Working Group in order to decide on the appropriate comment response.
*'''Issue Addressed''' – WhenUse this when a comment has receivedbeen responseconsidered fromby thea WGWorking (e.g.,Group accepted,and acceptedthe withWorking modification,Group notis accepted,providing andthe Responsecomment indicatedresponse as Fixed(e.g., WithdrawnResolution byset Submitteras Fixed, Duplicate, Not An Issue, Not Germane, Not Fixable, or Will Not Fix).
*'''Submitter Rejected Response''' – Comment submitter doesdid not accept the WGWorking Group's resolution of the comment.
*'''Submitter Accepted Response''' – Comment submitter acceptsaccepted the WGWorking Group'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]]
 
[[File:State.png|none|alt=Screen print: Assign comment State|700x700px]]{{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." This includes Deferred comments.}}{{Font|bgcolor=Moccasin|size=20px|text=Step 5 of 7.}} Update the '''Resolution''' {{Step|Step=5}}, using the guidance provided here:
5. Update the '''Resolution''' {{Step|Step=5}}, using the guidance provided here:
*'''None''' – ProvidedAssigned as the default Resolution when a new comment is submitted or use when a comment is deferred.
*'''Fixed''' – Accepted the commentComment and proposed response (if provided), or accepted by the Working Group or the comment and proposed response accepted by the Working Group 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).
Line 54 ⟶ 63:
*'''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]]
 
{{Font|bgcolor=Moccasin|size=20px|text=Step 6 of 7.}} 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.
{{Note|Note Text=The Comment Submitter must be notified of all comment responses and updates.}}[[File:Notification.png|none|alt=Screen print: Select people to notify about comment response|700x700px]]
 
{{Font|bgcolor=Moccasin|size=20px|text=Step 7 of 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]]
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]]
 
=== {{Font|bgcolor=Plum|size=20px|text=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. The comment submitter’s acceptance or rejection of the response, a non-response, or their withdrawal of the comment, is to be recorded within each comment using the following instructions.
 
{{Note|Note Text=Comment submitters are required to respond to the comment response in NENA Workspace (if a WG member) or by email (if not a WG member), EVEN IF THEY PROVIDED THEIR RESPONSE ON A WORKING GROUP CALL.
7. Select the blue '''Submit''' button {{Step|Step=7}} to send the response to the comment submitter.
 
Working Group leaders should train all Working Group members on how to accept, reject, or withdraw a comment they submitted. This should be done during a Working Group call, just before Comment Responses are sent out.}}
[[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.
 
{{Font|bgcolor=Plum|size=20px|text=Step 1 of 4.}} 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]]
 
{{Font|bgcolor=Plum|size=20px|text=Step 2 of 4.}} Update the '''Respond to Comment''' text box:
 
==== Comment Submitter's Acceptance by Inaction ====
a. If the comment submitter does not respond by the due date indicated in the '''Respond to Comment''' text box:
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|799x463px]]
 
==== Comment Submitter's Acceptance by email. ====
b. If the comment submitter accepts the Working Group’s response:
If the comment submitter accepts the Working Group’s response by email, their acceptance email must be recorded with the comment. This can be done two different ways:
 
===== '''Option 1: Copy and paste the comment submitter's emailed acceptance response into the comment.''' =====
* 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|799x467px]]
 
===== '''Option 2: Attach a PDF of the comment submitter's acceptance email to the comment.''' =====
* Export the comment submitter's email into a PDF. How to do so varies by the email software but there usually is a '''Save to PDF''' option or a '''Microsoft Print to PDF''' option that can be selected for printing the email.[[File:AddCommenterResponse PDF Email.png|none|alt=Screen print: How to save a PDF of an email|331x331px]]
 
* Attach the PDF to the comment by clicking on the green '''+Add Supporting File''' button. {{Step|Step=2e}}
* Add a note into the '''Respond to Comment''' text box {{Step|Step=2f}} indicating there is an attachment so that it is not overlooked.
* Change '''State''' {{Step|Step=2g}} to '''Submitter Accepted Response'''.[[File:AddCommenterResponseAccept PDF email.png|none|alt=Screen print: Add PDF of Comment Submitter's acceptance email|799x462px]]
 
==== Comment Submitter's Rejection by email. ====
If the comment submitter rejects the Working Group’s response by email, rejected responses will need to be reconsidered by the Working Group. First, the comment submitter's Rejection must be recorded in NENA Workspace. This can be done two different ways:
===== '''Option 1: Copy and paste the comment submitter's emailed rejection response into the comment.''' =====
* Copy and paste emailed response from comment submitter into '''Respond to Comment''' text box {{Step|Step=2h}}, including the email header information and email date.
* Attach any emailed supporting documentation from the comment submitter by clicking on the green '''+Add Supporting File''' button. {{Step|Step=2i}}
* Add a note into the '''Respond to Comment''' text box {{Step|Step=2j}} indicating there is an attachment so that it is not overlooked.
* Change '''State''' {{Step|Step=2k}} to '''Submitter Rejected Response'''.[[File:AddCommenterResponseReject.png|none|alt=Screen print: Add Comment Submitter's rejection of response|799x523px]]{{Pink Warning Box|Text=NWS allows upload of only one supporting file during a comment update. If the comment submitter provided multiple supporting files, upload each as a separate comment update.}}
 
===== '''Option 2: Attach a PDF of the comment submitter's rejection email to the comment.''' =====
* Export the comment submitter's email into a PDF. How to do so varies by the email software but there usually is a '''Save to PDF''' option or a '''Microsoft Print to PDF''' option that can be selected for printing the email.
* Attach the PDF to the comment by clicking on the green '''+Add Supporting File''' button. {{Step|Step=2l}}
* Add a note into the '''Respond to Comment''' text box {{Step|Step=2m}} indicating there is an attachment so that it is not overlooked.
* Change '''State''' {{Step|Step=2n}} to '''Submitter Rejected Response'''.[[File:AddCommenterResponseReject PDF email.png|none|alt=Screen print: How to add PDF of email rejecting comment response]]{{Pink Warning Box|Text=NWS allows upload of only one supporting file during a comment update. If the comment submitter provided any supporting files, upload each as a separate comment update.}}
 
{{Font|bgcolor=Plum|size=20px|text=Step 3 of 4.}} 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.
 
{{Note|Note Text=The Comment Submitter must be notified of all comment responses and updates.}}{{Font|bgcolor=Plum|size=20px|text=Step 4 of 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|799x598px]]
 
 
=== {{Font|bgcolor=Aquamarine|text=Working Group Response to Comment Submitter's Rejection|size=20px}} ===
 
If the comment submitter rejects the Working Group’s response by email, rejected responses will need to be reconsidered by the Working Group.
 
{{Note|Note Text=For rejected responses, 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.}}
 
After reconsideration, a Working Group leader will notify the comment submitter of the Working Group's response.
 
{{Font|bgcolor=Aquamarine|size=20px|text=Step 1 of 4.}} Open the comment and select the green '''Add a response or change state''' button. {{Step|Step=1}}
 
[[File:AddCommenterResponse.png|none|alt=Screen print: Open comment to add Comment Submitter's response.|700x700px]]
 
{{Font|bgcolor=Aquamarine|size=20px|text=Step 2 of 4.}} Update the '''Respond to Comment''' text box {{Step|Step=2a}}:
 
* Enter the Working Group's response to the rejected comment, indicating that the comment was reconsidered by the Working Group.
* 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. Enter the explanation and the following paragraph regarding the NENA’s Appeals Process into the '''Respond to Comment''' text box:<blockquote>''The Working Group will note your objection unresolved and will make no further attempts to reach resolution. You have the right to appeal. The NENA Development Group Appeal Policy can be found in Section 3.7, Document Development Procedural Appeals, in the NENA Development Group Operational Procedures, NENA-ADM-001.5b-2022.''</blockquote>
 
* Change '''State''' {{Step|Step=2b}} to '''Issue Addressed''' <u>only</u> if the Working Group accepted the comment. Otherwise leave '''State''' {{Step|Step=2b}} as '''Submitter Rejected Response'''.
* Update the '''Resolution''' {{Step|Step=2c}} <u>only</u> if appropriate.
 
[[File:SubmitResponse RejectionNotAccepted.png|none|alt=Screen print: WG response to Comment Submitter rejection with appeals language]]
{{Font|bgcolor=Aquamarine|size=20px|text=Step 3 of 4.}} 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.
 
{{Note|Note Text=The Comment Submitter must be notified of all comment responses and updates.}}{{Font|bgcolor=Aquamarine|size=20px|text=Step 4 of 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|639x112px]]<br />
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]]
 
{{Pink Warning Box|Text=Reminder: Prior to the final Approval Ballot, all comments MUST have a State value of "Submitter Rejected Response," "Submitter Accepted Response," or "Submitter Withdrew Comment." This includes Deferred comments.}}‎<br />
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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