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 The TC Chairperson and Secretary decide to send the FprEN to the Formal Vote.

1.2 The WG Convenor, if work after the 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 Internal Regulations-Part3.

1.3 The TC Secretary sends the FprEN via E-Trans in the relevant reference language to CCMC for checking its suitability for translation in two electronic formats, an agreed revisable WORD file (use of the CEN STD template is obligatory) and a non-revisable PDF file, together with the completed electronic 'Transmission Notice' and separate files for the figures. AFNOR, BSI and DIN are automatically notified thereof.

1.4 CCMC carries out the relevant administrative tasks and edits the reference language version of the FprEN in line with the 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 the specified timescales (normally 6 weeks).

1.6 If appropriate, CCMC dispatches the FprEN to the New Approach Consultant(s) at the start of the Formal Vote for assessment within 28 days. The New Approach Consultant provides the results of the assessment via the eBalloting tool. For more information, including the potential outcomes of the New Approach Consultant assessment, please see the process 'European Standards for citation in the Official Journal'.

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 During 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.

1.9 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. CCMC also evaluates whether the finalization of the text will be handled at CCMC or will be referred back to the TC Secretary (resolution CA 7/1994).

NOTE: A CEN Member may appeal within two months after receipt of the voting report (see the Appeal Mechanism in the Internal Regulations-Part 2).

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 mandated or covered by an Order Voucher, changing the type of deliverable and stopping the work requires approval by the BT.

2017-11-13

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.