Organize a Technical Report Transition (2023 Process)

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About This Document anchor

This resource describes the internal W3C Technical Report publication processes. A companion document provides more information about roles involved in these processes and interactions with the W3C Communications Team.

Steps for publication of a Working Draft  anchor

Once the Group determined that the requirements of section 6.3.6 apply, the W3C follows the steps described below to update a Working Draft. These steps are grouped by theme. They are not strictly ordered; in practice, some steps are completed in parallel. For instance, groups often manage the transition request/meeting steps in parallel with the publication request steps.

Publication Planning
  • The Document Contact prepares the document in accordance with pubrules and develops a proposed publication schedule, taking into account possible publishing moratoria. The title page date is chosen based on the anticipated publication schedule.
  • Before sending the publication request, the Team Contact SHOULD install the document in its final location. The Document Contact MAY request publication of a document that is not yet installed at its final location, but in this case MUST provide installation instructions to the Webmaster. If a document to be published consists of more than one HTML file (i.e., there are style sheets, schemas, etc.), all materials MUST be made available to the Webmaster from a single directory (which may include subdirectories).
  • The Document Contact sends a publication request to the Webmaster at webreq@w3.org, optionally cc'ing w3c-archive@w3.org (which has a Member-visible archive). See below for details about scheduling a publication, and specifically requirements about advance notice to the Webmaster.
Publication
  • The Webmaster completes publication and notifies the Chair and Team Contact of publication, cc'ing webreq@w3.org.
  • Since September 2015, the Communications Team no longer posts homepage news for regular WDs, unless explicitely requested.

 

Requirements for revising a Working Draft anchor

A Working Group should publish a Working Draft to the W3C Technical Reports page when there have been significant changes to the previous published document that would benefit from review beyond the Working Group.

If 6 months elapse without significant changes to a specification, a Working Group should publish a revised Working Draft, whose status section should indicate reasons for the lack of change.

To publish a revision of a Working draft, a Working Group:

  • must record the group’s decision to request publication. Consensus is not required, as this is a procedural step,

    Provide a link to meeting minutes, github issues, or email announcing the decision. The decision may be applicable to one or more revisions.

  • must provide public documentation of substantive changes to the technical report since the previous Working Draft,
  • should provide public documentation of significant editorial changes to the technical report since the previous step,
  • should report which, if any, of the Working Group’s requirements for this document have changed since the previous step,
  • should report any changes in dependencies with other groups,

Scheduling Publication anchor

Tip: Working Drafts published through the W3C automatic system do not need to get scheduled with the Webmaster and are not subjected to publishing moratoria.

The Webmaster publishes on Tuesdays and Thursdays (cf. the announcement to chairs).

Please send advance notice to webreq@w3.org:

  • 3 business days in advance: If you need help from the Webmaster to fix errors, or ask for Pubrules error exception.
  • 2 business days in advance: If the document is perfectly ready.

Upcoming publication moratoria are listed below and also available as a Google calendar:

Publication Request anchor

A publication request MUST include the following information:
⟶ You may copy the list below and paste into the email sent to webreq@w3.org

  1. Information:
    • Document Title: xxx xxx
    • Document URL: https://www.w3.org/TR/yyyy/XX-xxx-yyyymmdd/
    • Publication Date: (if document not installed) Month Date Year
    • Description Update: Used in TR/xx/all page (only needed if differ from the 'Abstract' of the document)
    • Document tags update: (see the list of tags here)
    • Requirements for shortlinks redirection: (may apply if there are multi levels)
  2. Approvals:
    • Record of approval of the Group.
  3. Checks:
    • Pass Pubrules' check: (yes / need Team's exception)
      ⟶ Check the document using Pubrules UI.
      ⟶ How to deal with Pubrules' result:
      • error: should not contain any `error`, unless it's an exception approved by the Team. This could likely block publication
      • warning: Please read through each warning and try to reduce the number of them.
    • Comment on Pubrules: (describe the help you need if there's any error)
    • Pass Link Checker's check: (yes)
      ⟶ Check the document using W3C Link Checker.
      ⟶ How to deal with result of Link Checker:
      • 404 Not Found: should not contain any `404` link. This could likely block publication.
      • 403 Forbidden: Please check manually.
      • Broken Fragments: These kind of error could be false alarm, please check manually.
      • Status: 301: Please consider using the new link.

It is perfectly appropriate to send a publication while waiting for a Team's approval but does run the risk of not receiving the Team's approval in time. Please coordinate with the Project Management Lead if needed.

If the Webmaster finds errors during the publication process, he will endeavor to publish on the desired date, but he MAY also postpone publication to the next available publication date in order to resolve issues. In general, it will not be necessary to change the title page date of a document that is published a couple of days later than planned. If it becomes apparent that a publication date will be well after a title page date, the Webmaster SHOULD ask the Document Contact to resubmit a revised document with a more current title page date.

When scheduling publication, please note that publishing "blackouts" occur at the end of the calendar year and around certain W3C events such as AC meetings and All-Group meetings. The Communications Team announces these publishing moratoria with approximately six months notice. The announcements are linked from the Chairs' Guidebook.

Publication anchor

In order to ensure publication standards, upon receiving a publication request the Webmaster SHALL make a best effort to verify that the document satisfies the pubrules requirements except for the accessibility requirements of section 7. The Webmaster SHALL publish the document (cf. the Webmaster's guide) if the following conditions have been met:

  1. The publication request is complete, and
  2. The document satisfies the pubrules requirements verified by the Webmaster.

Otherwise the Webmaster SHALL NOT publish. In this case, the Webmaster SHALL provide details to the person who sent the request about which requirements have not been satisfied.

The Webmaster SHALL NOT publish the document until the date on the title page or later. The Webmaster publishes the document by updating the appropriate technical report index and updating the latest version link, and then announcing publication as described above.

Call for Exclusions anchor

The Patent Policy FAQ clarifies when Call for Exclusions are sent out.

If the document was published within 90 days of the First Public Working Draft, it becomes the new Patent Review Draft for the Call for Exclusions started at the time of the First Public Working Draft publication. Exclusions are with respect to the set of features in this new Working Draft.

This document lives in GitHub, where changes can be tracked and pull requests are welcome. Feedback and comments are welcome. Please use GitHub issues.