Public Consultation

Title: Public Consultation
DRACC: 0005
Category: Regulatory
Scope: Global
Authors: Leenaars, M.A.G.J.; Šuklje, M.
Date: January 2017
Copyright: The Commons Conservancy

This doc­u­ment is part of the DRACC se­ries, see DRACC “In­tro­duc­tion to ­DRACC Se­ries” for an ex­pla­na­tion. You can re­use it un­der a “Cre­ative ­Com­mons At­tri­bu­tion 4.0 In­ter­na­tion­al” li­cense.

Pro­grammes (see DRACC “Map­ping rights to Pro­grammes”) with­in [The Com­mon­s ­Con­ser­van­cy] op­er­ate un­der their own re­spon­si­bil­i­ty, but oc­ca­sion­al­ly ­con­sult­ing the Pro­gram­me’s stake­hold­ers at large (which in­cludes the gen­er­al pub­lic) is de­sired or even re­quired. This doc­u­ment pre­scribes how such a Pub­lic ­Con­sul­ta­tion SHALL be han­dled. The time frames men­tioned in this doc­u­ment for each of the dif­fer­ent steps MUST be kep­t, un­less oth­er time frames are ­ex­plic­it­ly spec­i­fied and mo­ti­vat­ed in a reg­u­la­tion that pre­scribes or re­quest­s a Pub­lic Con­sul­ta­tion.

Public Consultation procedure

  1. When a Pro­gramme wants or is RE­QUIRED to by its statutes or reg­u­la­tions to ­con­duct a Pub­lic Con­sul­ta­tion, the Pro­gramme SHALL send a writ­ten re­quest to the Board of [The Com­mons Con­ser­van­cy] with a de­tailed pro­pos­al of what it wants or needs to gath­er Pub­lic Con­sul­ta­tion on. If the pro­pos­al in­volves any as­sets that are al­ready shared among dif­fer­ent Pro­grammes — i.e. as the re­sult of a pre­vi­ous Shared As­set Fork­ing pro­ce­dure or As­set Shar­ing (see ­DRACC “Pro­gramme Fork­ing” and DRACC “As­set Shar­ing”) — this MUST be indi­cat­ed in the re­quest. If a Pro­gramme has made pro­vi­sions in its statutes or reg­u­la­tions re­gard­ing cer­tain as­sets or cer­tain pro­ce­dures, those pro­vi­sions MUST be in­di­cat­ed in the re­quest. If the gov­er­nance body of the Pro­gramme is al­so RE­QUIRED to ap­prove the pro­pos­al, a writ­ten ap­proval MUST be in­clud­ed with the re­quest.
  2. A con­fir­ma­tion of re­ceipt SHALL be sent by the Board of [The Com­mon­s ­Con­ser­van­cy] to the gov­er­nance body of the Pro­gram­me(s) in­volved and to the ini­tia­tors of the Pub­lic Con­sul­ta­tion pro­ce­dure, should they be oth­er than a Pro­gram­me’s gov­er­nance body.
  3. The Board of [The Com­mons Con­ser­van­cy] SHALL check any pro­vi­sions in the s­tatutes or reg­u­la­tions of the Pro­gramme. Such pro­vi­sions MUST be hon­oured, pro­vid­ed they are in com­pli­ance with the reg­u­la­tions of [The Com­mon­s ­Con­ser­van­cy] at the time of en­try of the Pro­gramme in­to [The Com­mon­s ­Con­ser­van­cy] or with any lat­er ver­sion of said reg­u­la­tions if they were ­ex­plic­it­ly adopt­ed by the Pro­gramme.
  4. The Board SHALL pub­lish the full re­quest on the rev­e­lant of­fi­cial pub­li­ca­tion chan­nel(s) of [The Com­mons Con­ser­van­cy] (e.g. its web­site), and open a 28 day pub­lic con­sul­ta­tion win­dow open to all stake­hold­ers — such as, for ex­am­ple, users and de­vel­op­ers of the Pro­gram­me’s work and the work­s of any of its Shared As­set Fork­s, should they al­ready ex­ist. Any Pro­grammes i­den­ti­fied as hav­ing any as­sets al­ready shared with in­volved Pro­grammes — i.e. as the re­sult of a pre­vi­ous Shared As­set Fork­ing pro­ce­dure or As­set Shar­ing (see DRACC “Pro­gramme Fork­ing” and DRACC “As­set Shar­ing”) — SHAL­L be ex­plic­it­ly no­ti­fied. Re­spon­dents to the Pub­lic Con­sul­ta­tion MAY mark their re­spons­es as pub­lic or pri­vate, in case they have rea­sons to keep­ their re­sponse con­fi­den­tial in or­der to pro­tect their pri­va­cy. [The Com­mon­s ­Con­ser­van­cy] SHALL take rea­son­able mea­sures to pro­tect the pri­va­cy of the re­spon­dents who asked for their re­spons­es to be treat­ed con­fi­den­tial­ly.
  5. If no con­test or rea­son­able ob­jec­tion is re­ceived through the Pub­lic ­Con­sul­ta­tion, the de­ci­sion is au­to­mat­i­cal­ly deemed as favourable and [the ­Com­mons Con­ser­van­cy] SHALL with­out un­due de­lay pub­lish its favourable de­ci­sion. If there are sig­nif­i­cant and rea­son­able ob­jec­tion­s, the ini­tia­tors of the Pub­lic Con­sul­ta­tion pro­ce­dure SHALL be asked to re­spond to each of these ob­jec­tions and giv­en rea­son­able time for their re­spon­se, with a min­i­mum of 14 days.
  6. The re­sponse of the ini­tia­tors of the Pub­lic Con­sul­ta­tion pro­ce­dure to any ­con­tes­ta­tions or ob­jec­tions SHALL be sent to the in­di­vid­u­als or Pro­grammes that made them, which in turn will be giv­en rea­son­able time for their re­spon­se, with a miminum of 14 days, to re­spond.
  7. With­in 14 days af­ter the Pub­lic Con­sul­ta­tion has end­ed, de­pend­ing on the out­come of the Pub­lic Con­sul­ta­tion, the Board of [The Com­mons Con­ser­van­cy] SHALL ei­ther a) pub­lish its de­ci­sion de­tail­ing how it will ex­e­cute the ac­cept­ed pro­pos­al; or b) its own pro­posed res­o­lu­tion pro­ce­dure for any re­main­ing is­sues. Un­til all is­sues are re­solved, the Pub­lic Con­sul­ta­tion pro­ce­dure and all pro­ce­dures that de­pend on it will be for­mal­ly halt­ed. As ­soon as all is­sues are re­solved, said pro­ce­dures will con­tin­ue.
  8. When per­mis­sion from the Board of [The Com­mons Con­ser­van­cy] is grant­ed, the re­quired or­gan­i­sa­tion­al, le­gal and tech­ni­cal in­fra­struc­ture for the new si­t­u­a­tion SHALL be brought in­to readi­ness. Any new Pro­gramme that needs to be es­tab­lished will en­ter the Set­up Phase (as de­fined in the DRAC­C “Pro­gramme Life­cy­cle”). The Board of [The Com­mons Con­ser­van­cy] SHAL­L ­val­i­date that any new statutes and reg­u­la­tions that are cre­at­ed take in­to ac­count any im­mutable pro­vi­sions from the statutes or reg­u­la­tions of the o­rig­i­nat­ing Pro­gram­me(s).
  9. [The Com­mons Con­ser­van­cy] SHALL pub­lish the res­o­lu­tion from the Board on the rel­e­vant of­fi­cial pub­li­ca­tion chan­nel(s) of [The Com­mons Con­ser­van­cy] (e.g. its web­site). Any and all rel­e­vant in­for­ma­tion on these chan­nels SHALL be up­dat­ed to re­flect the new sit­u­a­tion. The nec­es­sary changes in­ in­fras­truc­ture set­up which fol­low the de­ci­sion (such as a re­di­rect­ion of we­b ­pages, or adding point­ers to the new Pro­grammes) SHALL be made. [The Com­mon­s ­Con­ser­van­cy] SHALL in­form all ac­tive con­trib­u­tors linked to the orig­i­nal Pro­gramme by email of its de­ci­sion and the af­fec­tu­at­ed re­quest.

Opt out of Public Consultation updates

If a con­trib­u­tor lat­er wish­es to stop re­ceiv­ing such up­dates per email, they ­MAY no­ti­fy the Board of [The Com­mons Con­ser­van­cy]. The Board of [The Com­mon­s ­Con­ser­van­cy] SHALL hon­our such op­t-out de­ci­sion­s.