Formal Vote 

This page specifies the actions required for the editing of a final draft European Standard (FprEN), the launch of the Formal Vote thereon and the communication of the results of the latter.

1 PROCESS (Flowchart)

1.1 Respecting the planned target date for the dispatch of the final draft as set in the initial or adjusted WI plan (see Flexible standards development process), the TC Chairperson and Secretary decide to send the FprEN to the Formal Vote.

1.2 The WG Convenor, if the work after Enquiry is done in the WG, or the TC Secretary and the Editing Committee (if any), together with the WG Convenor, if appropriate, finalize the editing of the reference language version of the FprEN in accordance with the  CEN/CENELEC Internal Regulations-Part3.

The enquiry version, edited by CCMC, shall be used as basis.

1.3 The final draft shall be submitted to CCMC by the target date (stage code 45.99) indicated in the initial or adjusted WI plan.
A close and continuous monitoring of the target dates of the initial/adjusted WI plan is possible through Projex online.
The TC Secretary sends the FprEN via E-Trans in the relevant reference language to CCMC for checking its suitability for translation. The FprEN shall be sent in two electronic formats, an agreed revisable WORD file (use of the CEN simple STD template or of the CEN Simple template is obligatory) and a non-revisable PDF file, together with the completed electronic 'Transmission Notice', separate files for the figures and the 'table of decisions' (commenting table completed with observations from comments resolution). AFNOR, BSI and DIN are automatically notified thereof.

Earlier delivery of the final draft, i.e. before the planned target date, is always possible (and desirable).
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 still be requested within the 4 weeks and applied.

1.4 CCMC carries out the relevant administrative tasks and edits the reference language version of the FprEN in line with the CEN/CENELEC Internal Regulations-Part 3.

1.5 Once the editing is finalized, CCMC dispatches the FprEN 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 the Weekly Upload that is made available on E-Trans (an electronic platform).

Moreover, CCMC ensures that a corresponding ballot is open on the E-balloting platform on Livelink.

NOTE: The default is a launch to Formal Vote directly after the CCMC editing.  However, it is possible to have a prior translation into the remaining 2 official CEN language versions. This may be requested by AFNOR, BSI or DIN during the previous Enquiry procedure.  When this occurs, CCMC sends the electronic documents after editing, via E-Trans, to the relevant National Standards Bodies (NSB) in order to trigger the translation. The relevant NSBs prepare the translations and return them via E-Trans to CCMC within 5 weeks.

1.6 In case of draft harmonized standards, CCMC dispatches the edited FprEN prior to the start of the Formal Vote via the Livelink HAS platform to the HAS Contractor for assessment and via E-Trans to the relevant National Standards Bodies (NSB) for translation. The HAS Contractor  provides the results of the assessment via the Livelink HAS platform within 5 weeks.  For more information, including the potential outcomes of the HAS Consultant assessment, please see the process 'European Standards for citation in the Official Journal'. The relevant NSBs prepare the translations and return them via E-Trans to CCMC.

1.7 The CEN National Members submit their vote and their comments, prepared using the Commenting Form, on the E-balloting platform on Livelink within the prescribed 8-week 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. 

No extensions to the voting period are allowed.

In addition, the CEN National Members confirm, or comment on, the proposed date of announcement (doa), date of publication (dop) and date of withdrawal (dow). Any disagreement concerning the proposed doa, dop or dow is recorded by the CEN National Members in the CEN Commenting Form.

1.8 The TC Secretary checks the draft for obvious editorial errors and errors introduced by CCMC in the preparation of the draft for Formal Vote and informs CCMC thereof. 

1.9 During the Formal Vote, 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 (bt@cencenelec.eu) for handling following the agreed mechanism.

1.10 The E-balloting system automatically closes the vote once the deadline is reached. One day after the deadline of the Formal Vote, CCMC establishes the voting report, compiles the comments 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.

If the result of the vote is positive, see process ‘Finalization and implementation of European Standards’

However, if the vote is negative, the TC decides (by taking a decision) on one of the following options:

  • To submit a modified version of the FprEN to a second Formal Vote;  
  • To submit a modified working document to the CEN Enquiry and Formal Vote (see procedure 'CEN Enquiry');
  • To transfer the work to ISO within the framework of the Vienna Agreement, if appropriate;
  • To change the type of deliverable;
  • To delete the work item and release the standstill, if appropriate (see GD 'Standstill' for more information concerning the standstill principle).

If the voting results of a second Formal Vote remain negative, the TC refers the matter to BT for handling via the principle of management by exception.

NOTE: For work items covered by a mandate/Standardization Request or by a Grant Agreement, changing the type of deliverable and stopping the work requires approval by the BT.

2020-03-31

2 FAQ

How can I find out the name and contact details of the CCMC Editor in charge of my project?

When a text is delivered to CCMC for the relevant stage it is allocated to a CCMC Editor for handling in line with the CEN-CENELEC Translation Procedure.  The name and contact details are available in the work item details on Projex Online.

Which area on e-trans do I upload my first delivery to?

For drafts, 1.1.1, final drafts, 2.1.1 and for publications finalized by the TC, 3.1.5.

When will my text be launched or published?

You will be able to see the planned balloting dates and DAV on Projex online.