Balloting/Handling Negative Votes

Process of a
ASTM International Officers’
Training Workshop
September 2012
Nicole Baldini
Rick Lake
Todd Sandler
 Register a work item review development tools
 Write a new or revise an existing standard
 Ballot a standard
 Review an edited standard
 Publish a standard
It All Starts With
an Idea
 Survey current status
 Identify future directions and needs
 Define goals and priorities
 Develop implementation plan
 Achieving success
 Measuring progress
 Re-assessing status
Register a
Work Item
New Standard Activity
Determine if new standard is needed
Identify and gather key stakeholders
Identify Subcommittee
Register a Work Item
Why Register a Work
 Provides a tracking number, “WK5432”
 Alerts those on the Standards Tracking Service
 Can be searched on the ASTM website
 Initiates the ASTM balloting process
Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Revisions Only
 Register new work item to generate a request for MS
WORD file of the latest version of the standard from
ASTM International
 E-mail sent to technical contact with a link to the
current standard in MS WORD
 Complete instructions are provided with the file
E-mail Confirmation
E-mail Confirmation
This is an automated alert from ASTM International.
--------------------------------------------------------------------To the submitter of Work Item WK34721 Confirmation - A New Work Item has been submitted for review.
The Work Item information recorded in the database appears below. Please review the information for accuracy.
When referring to the Work Item please use the identifier: WK34721
If you need to edit the item, go to:
Subcommittee Chairman: Donald Smith - email: SMITH@AWCI.ORG
Technical Contact: Russell T Flynn - email:
Staff Manager: Thomas O'Toole - email:
The following information was recorded.
Work Item Type: Revision
Revised Standard: C926-11 - Standard Specification for Application of Portland Cement-Based Plaster
Sponsoring Subcommittee: C11.03
Target Ballot Date: 9/2011
Target Completion Date: 3 - 6 Months 12/16/2011 to 3/16/2012
Rationale: Currently there is no definition for expansion joint or control joints in ASTM C926. Adding the same definition in C926
that is also being balloted in C1063 will harmonize the 2 specifications.
Tools for
Standards Development
Virtual Meetings
Collaboration Area
Writing Tools
Draft Templates
Developmental Editing
Virtual Meetings
 Online document viewing and editing during the
 Arranged through your Staff Manager or through the
MyASTM Section of the website
 Saves time and expenses on meeting face-to-face
 ASTM uses WebEx Meetings, an excellent vehicle
for these meetings
Collaboration Area
Submit your draft
 ASTM requests WORD for balloting purposes
because it is the most common word processing
 TCO takes your WORD file and converts it to PDF
for the ASTM website online balloting area.
 Developmental editor works directly with you in
WORD to develop your draft.
 Committee editor converts the WORD file into
SGML (Standard Generalized Markup Language)
for composition and electronic publishing purposes.
Form and Style
for ASTM
Form and Style Manual
 ASTM Website under:
• Technical Committees
• Standards Development
• ASTM Form and Style Manual (“Blue Book”)
 Gives guidance and answers to most questions you
may have while writing your standard
 Your editor is available to answer
questions you may have about the manual
Form and Style
 Parts A-C describe and define the five types of ASTM
• Test Method, Specification, Guide/Practice, Classification and
 Each section provides information on:
• Mandatory and suggested sections for each type of standard
• Annexes (Mandatory Information) Appendixes (Nonmandatory
• Footnotes, References, and Summary of Changes
Form and Style
 Part D describes the use of the Modified Numbering
Decimal System or the “Point” system
• Information is provided for:
• Numbering sections and subsections (including Annexes and Appendixes)
• Numbering of Tables and Figures
• Numbering of Equations, Notes and Supplementary Requirements
Form and Style
 Part E describes the use of Terminology in ASTM
• Included is information on:
• What terms should be defined
• Use of Symbols, Acronyms and Abbreviations as Terminology
• Form of a Terminology Standard
– Each committee should have a main terminology standard
Form and Style
 Part F covers caveats, legal aspects, and special
• Included is information on:
• Caveats:
– Safety, fire, working document, and professional judgment
• Patents
• Source of supply and corresponding footnotes
• Trademarks
• Reagents and Materials
Form and Style
 Part G is the Standards Style Manual
• Included in this section is:
• Abbreviations and unit symbols
• Creating and submitting figures for ballot
• Table style
• Spelling of words commonly found in ASTM standards
• List of Generic vs. trademarked terms
• References
– Book, magazines, journals, bulletins, symposium, etc.
Form and Style
 Part H covers the use of SI units in ASTM standards
• Included in this section is:
• Format requirements for standards in SI units
• Format requirements for standards in Inch-Pound units
• Units statements for all types of standards
– SI Only
– Inch-Pound
– Combined or dual standard
• SI units must be included in all standards
About Templates
 Available at on Technical Committees
page under the link “Standards Development”
 Templates for: Test Method, Specification,
Guide/Practice, Classification, and Terminology
 Detailed instructions are provided with the template
Template Features
 Suggested and mandatory headings are
provided; mandatory headings are in RED
 Dialog box prompts to insert Title and
Footnote 1
 Ability to insert tables, figures and equations
 Auto Numbering (this is a limited but helpful
 Layout in one column format for ballot/editing
Download Template
Select Template
Select Template
Example Template
Example Template
Example Template
Template Toolbar
Template Toolbar
Template Toolbar
Template Toolbar
Developmental Editor
 If you have questions while writing a draft
standard or using the template, contact the
developmental editor.
• Developmental editor can be reached by phone or e-mail.
• (Kathy Peters)
Developmental Editing
 Developmental editor can help you with:
• Answering questions about the Form and Style for ASTM
Standards and how to apply our style to standards
• Upfront editing of:
• new
• revised
• reinstated standards
• Assisting with artwork issues
Good Quality Figure
Submit clean, readable
If revising an existing figure
for ballot, submit changes to
our Developmental Editor
formats are acceptable
Graphics department will
work with what you have
Color Figures
 Only available:
• PDF Downloads
• CD version of
the Annual Book
of Standards
• Virtual Volumes
Revision for
Registering Revisions
 Register new work item
 Registering generates a request for MS WORD™ file
of the latest version of the standard from ASTM
• An email with a link to the WORDTM version of the
standard will be sent to the technical contact
• If you are the technical contact, you will have access to a
WORDTM version of the standard on the work item
summary page after you log in to MyASTM
Prepare Revision
for Ballot
 Always keep a clean copy of standard
 Determine the sections that are going to be revised
 Determine how much context is needed for a
revision to make sense to the voter
 Determine if entire document is to be balloted, or
just sections
Example Ballot Item
Submitting a
Proposed Draft
for Ballot
Work Item Registration
Submit Item for Ballot
Submit Item for Ballot
Submit Item for Ballot
Submit Item for Ballot
Submit Item for Ballot
View Work Items
My ASTM Work Items
View Work Items
My ASTM Work Item
Work Item Summary
 ASTM has three levels of ballot
• Subcommittee
• Main Committee
• Society
 Ballots are open for a minimum of 30 days, all
ballots are done online
Subcommittee Ballot
 Ballot item submittal
 Develop a strategy for considering ballot
 Task group chairman calls/emails negative
voters before ballot closes
 Task group may decide to revise draft and
reballot before Subcommittee meets
Main Committee Ballot
 Items that pass subcommittee ballot with no negatives
move automatically to main committee ballot
 Drafts that have been through at least one
subcommittee ballot can be balloted at the main
committee level
Concurrent Sub/Main Ballot
 During the balloting process:
• Editor begins working on item with the start of the
balloting process
• Technical contact should contact negative voters while
ballot is open in order to resolve the negative
• Discuss strategy for how to resolve negative votes with
your staff manager
• Contact your staff manager with your negative ballot
Negative Resolutions
 Five possible resolutions:
• Withdrawal
• Withdrawal with Editorial Changes
• Persuasive
• Not Persuasive
• Not Related
Online Negative
While the Standard
is in the Ballot
While the Standard
is Balloting…
 The Editor begins the editing process, which
• Typesetting/converting Word document to SGML
• Scanning and placing artwork
• Ensuring the standard matches balloted draft
• Ensuring that tables and figures are cited and numbered
• Verifying titles of ASTM standards in the Referenced
Documents section and verifying that they are all cited in
the text
While the Standard
is Balloting…
 The Editor will also:
• Ensure that section and cross-references are correct (for
example, See Table 1)
• Confirm that all mandatory sections are included and in the
correct order
• Review supplier footnotes for compliance with Part F in the
Form and Style for ASTM Standards manual
Typical Corrections
 Grammar
 Typographical errors
 The editor will ensure that:
• Certain formats or spellings appear consistently
throughout the standard
• Trademarked terms are replaced with generic terms
(for example: “Pyrex” becomes “borosilicate glass”)
• Technical terms are spelled in accordance with ASTM
Form and Style. A few of the most corrected terms are:
metre and litre
Balloted Item
(in Microsoft Word)
Electronic Publishing System
SGML—Standard Generalized
Markup Language
ASTM Standard Format
New Standard
Receives Approval
 A standard will receive official Society approval on
the 1st and 15th of the month.
 Once a standard receives society approval, the
editor is notified and prepares the standard for
review by the technical contact (reviewer) listed on
the ballot.
 If editorial changes were provided during the
balloting process or as the result of negative vote
resolution, the editor includes those changes in the
standard sent for review.
Review Process
 The editor e-mails a licensed PDF or redlined
PDF of the standard for review.
 This email:
• Will provide a link to the online ballot item.
• Will note if the “Units of Measure” statement in the Scope does
not follow Form and Style and requires correction.
Review E-mail
Redlined PDF
Reviewer’s Checklist
 Does the balloted information appears correctly in the
printed standard?
 Did I include editorial changes?
 Did I review the units of measure statement?
 Did I answer the editor’s questions?
• Typical questions include:
• Citation of Referenced Documents in the text
• Addition of Keywords
 Did I respond by the deadline (or ask for extension, if
Editorial vs. Technical
 Editorial changes do NOT change the meaning or intent of a
standard and do NOT require balloting.
• Changes can be made during review process
 Technical changes CHANGE the meaning or intent of a
standard and REQUIRE balloting.
• Changes must be made on the next ballot
Types of Editorial Changes
 Reordering sections in accordance with the Form and Style
for ASTM Standards
 Summary of Changes without rationale
 Updating titles in Referenced Documents
 Updating footnote information
 Changing titles in sections, tables, or figures, when
justified by text
 Errors in formatting
 Errors in typesetting
Types of Technical Changes
 Adding, deleting, or changing:
• Any section except Keywords
• Requirements, values, and equations
• Mandatory language (“shall” or “in accordance with”) with
optional language, (“may,” “can,” “could,” or “should”)
 Summary of changes with rationale
Final Publication
 Editor sends final approved document to ASTM
website team
 Within two weeks, standard is available online as
a separate
 The printed Book of Standards is a snapshot of
what was completed at the time the book
published, but the ASTM website will always
have the most updated version of the standard
New Standard (PDF)
Search Features
Active Standard
Additional Products
Book of
Historical Versions
of Standard
Redlined Version
Online Volumes—
HTML Version
Supplemental Information
 Online Terminology Dictionary
 Research Reports
 Adjuncts
Online Terminology
Search Results
Research Reports
 Contact the ILS department by phone or e-mail.
• Caitlin Farrell, 610-832-9746,
 Caitlin can help you with:
• Questions about the research report process
• Formatting using ASTM’s research report template
• Assigning RR number
Research Reports
 Adjuncts are pieces of information that are
essential to a standard but are too large or of a
different format than the printed standard.
• Blueprints
• Copper strips
• Online computer programs/spreadsheets
• CDs
• Color figures
Review Objectives
 Register a work item and reviewed all the
development tools available
 Write a new or revise an existing standard
 Ballot a standard
 Review an edited standard
 Publish a standard
ASTM International
Web :
phone :
+1 610/832-9585
fax :
+1 610/832-9555
address :
ASTM International
100 Barr Harbor Drive
PO Box C700
W. Conshohocken, PA
Thank you!