This page specifies the processing and distribution of a draft for CEN Enquiry.
1.1 Once the TC Secretary and TC Chairperson have approved the finalized draft received from the WG Convenor (prepared in accordance with CEN/CENELEC Internal Regulations – Part 3) (see Process – Drafting of European Standards), the TC Secretary sends it via E-Trans in the relevant reference language version to CCMC for processing in two electronic formats, an agreed revisable WORD file (use of the CEN simple STD template is obligatory) and a non-revisable PDF file, together with the completed electronic 'Transmission Notice' and separate figure files. AFNOR, BSI and DIN are automatically notified thereof.
The Enquiry draft shall be submitted to CCMC by the target date (stage code 30.99) indicated in the initial NIW proposal or the adjusted WI plan.
A close and continuous monitoring of the target dates of the initial/adjusted plan is possible through Projex online.
Earlier delivery of the Enquiry draft, i.e. before the planned target date, is always possible (and desirable). This will not change the planned target date for dispatch of the final draft.
Late delivery of the Enquiry draft will have the following consequences:
- If the delivery is delayed by up to 4 weeks, the period for ’handling of comments/preparing the final draft’ is reduced by the delayed time used. The planned target date for dispatch of the final draft (stage code 45.99) remains unchanged.
- If the delivery is delayed by more than 4 weeks, the Work Item will be cancelled. If not already taken, a 9-month tolerance can be requested within the 4 weeks and applied.
1.2 CCMC checks that all the documentation and electronic files have been supplied, that the appropriate information has been provided on the 'Transmission Notice' and that the deliverable corresponds to the database records.
1.3 Within five weeks, CCMC allocates a reference number, edits the text and sends the electronic documents via E-Trans to all the National Standards Bodies (NSB) in order to trigger the two month National Enquiry preparation and to AFNOR, BSI and DIN for the Translation procedure of the remaining two official CEN language versions. During these two months any NSB can request an extension of up to 4 weeks of the Enquiry ballot (by default the Enquiry is 12 weeks long). According to the Translation Procedure AFNOR, DIN and (when relevant) BSI can request extensions to the default 8 weeks translation period.
1.4 At the same time CCMC sends harmonized drafts requiring assessment to the HAS contractor, which will allocate a HAS Consultant to carry out the assessment.
1.5 The HAS contractor has normally 35 days to provide the HAS assessment to CCMC.
1.6 The relevant NSBs prepare the translations of the remaining two official CEN language versions and return them via E-Trans to CCMC within the specified timescales (default 8 weeks). In the case of unavailable translations, the relevant NSBs will supply at least the translation of the title.
1.7 Immediately after expiry of the time period, CCMC dispatches the prEN in the available language versions together with the assessment(s) of the HAS Consultant(s) to the CEN National Members, the Partner Organizations, the Affiliates, the EC and EFTA Secretariat, the TC Chairperson and the TC Secretary. This is done via E-Trans on a weekly basis.
CCMC ensures that a corresponding ballot is open on the E-balloting platform on Livelink. Late incoming translations to CCMC are circulated at the next available opportunity.
1.8 The CEN National Members submit their vote and their comments, prepared using the 'CEN Commenting Form' on the E-balloting platform on Livelink within the prescribed 12-week voting period. The CEN National Members are required to cast unconditional votes and to justify any negative vote.
In case of abstention the justification is optional. If the abstention is due to lack of expertise or interest, the CEN National Members should choose the option 'Abstention-no expertise' in the E-Balloting platform.
Second Enquiry drafts are submitted to the same conditions as a first Enquiry.
In line with Resolution BT 69/2004, through submitting a reply on the E-balloting platform on Livelink, the CEN National Member also confirms that the draft was made available for public comment and, in particular, that its availability was known to the national Public Authority. The Enquiry is a weighted vote according to CEN/CLC IR Part 2 sub-clause 6.2.
1.9 During Enquiry, the Societal Stakeholder Organizations (SSO) that are referred to as Annex III organizations in EU Regulation 1025/2012 and that signed a partnership agreement with CEN or CENELEC - at present ANEC, ECOS and ETUC - have the right to submit an Opinion on the draft standards.
The SSO Secretariat fills in the Opinion template and sends it to the CEN and CENELEC Technical Board Secretariat (firstname.lastname@example.org) for handling following the agreed mechanism .
1.10 During Enquiry AFNOR, BSI or DIN consult their stakeholders during the enquiry process on whether translation into all the official language versions prior to formal vote is needed. If deemed necessary by the stakeholders, e.g. in case of highly sensitive draft standards, AFNOR, BSI or DIN may request an optional translation period at Formal Vote stage.
1.11 The E-balloting system automatically closes the ballot once the deadline is reached. One day after the deadline of the CEN Enquiry, CCMC establishes the voting report, compiles the comments received and dispatches both the voting report and the comments via E-Trans to the CEN National Members, the Partner Organizations, the Affiliates, the EC and EFTA Secretariat, the TC Chairperson and TC Secretary.
1.12 The TC Secretary circulates the Enquiry voting report and the compiled comments, together with the assessments of the HAS Consultant(s), if any, to the TC members.
1.13 Each comment resulting from the CEN Enquiry, irrespective of whether a positive vote on the draft has been given by the individual countries, is analysed and evaluated, and a decision is taken.
This may be carried out during a 'comments resolution meeting' of the TC or the TC can decide to delegate the resolution of comments to the level of a Subcommittee (SC) or a Working Group (WG).
1.14 The TC Secretary prepares a so-called 'table of decisions', collects the formal written proposals of the meeting (by completing the CEN Commenting Form, column ‘Observations of the Secretariat’) and circulates these documents, together with the revised draft, to the TC for final decision on how to proceed (see 1.15 and 1.17).
1.15 When the Enquiry results meet the necessary approval criteria and no technical changes were accepted, the Chair and Secretary of the Technical Body can recommend to skip the Formal Vote and go straight to publication, taking into account the following:
- The Enquiry voting results and comments
- Knowledge of the committee and subject area
- The Global Relevance policy
NOTE: A Globally Relevant standard should:
- Effectively respond to regulatory and market needs (in the global marketplace)
- Respond to scientific and technical developments in various countries
- Not distort the market
- Have no adverse effects on fair competition
- Not stifle innovation and technological development
- Not give preference to characteristics or requirements of specific countries or regions when different needs or interests exist in other countries or regions
- Be performance based as opposed to design prescriptive
The TC decides by taking a Decision by simple majority to skip the Formal Vote and proceed to publication (go to process 'Finalization and implementation of European Standards')(maximum 1 month consultation period).
In case a HAS Consultant provided a negative assessment, the Formal Vote shall not be skipped, unless the negatives assessment is resolved during the resolution of comments (see 1.13).
1.16 Where the decision by the Technical Body to skip the Formal Vote is positive, the TC informs CCMC by posting an electronic transmission notice onto E-Trans (folder 3.1.5). The transmission notice shall be filled in simply stating that the next procedure is publication. No text is to be delivered to CCMC for the publication. CCMC finalizes the publication using the enquiry draft as approved by the CEN members taking into account editorial comments stemming from the Enquiry. No technical changes to a voted draft standard are permitted after the vote and during the publication stage.
1.17 If the Formal Vote is not skipped, the following options are possible:
- to launch a second Enquiry on the modified version of the prEN (go back to 1.1). The TC decides by taking a decision by simple majority;
- to submit the revised draft as FprEN to Formal Vote (go to process 'Formal Vote') in which case the edited Enquiry draft shall be the base document for the Formal Vote draft. The TC Chairperson and Secretary decide to submit the revised draft to the Formal Vote;
- to prepare a CEN/TS (go to process 'Technical Specifications'). The TC decides by taking a decision by simple majority;
- to prepare a CEN/TR (go to process 'Technical Reports'). The TC decides by taking a decision by simple majority;
- to stop the work and release the standstill, if appropriate (see GD – Standstill for more information concerning the standstill principle). The TC decides by taking a decision by simple majority.
NOTE: For work items mandated or covered by an Order Voucher, changing the type of deliverable and stopping the work requires approval by the BT.