CIB - Committee Internal Ballotting

1 DEFINITION

The Committee Internal Ballotting (CIB) is the IT tool, available in CEN eBalloting Portal, providing the possibility for TC secretaries (and their Support Teams) to launch ballots by correspondence to the Technical Committees for any kinds of consultations, formal and informal.

The CIB User guide provides all necessary definitions of the roles within the Technical bodies to correctly identify who has to do what as well as relevant information on how to use and where to find the tool.

2 WHEN TO USE IT

It is worth specifying that CIB, being a tool for internal use within TCs to support the TCs in taking decisions, is not intended to be used for voting on Enquiry and Formal Vote by members. It can be used, in general, for a variety of TC decisions, both delegated and not delegated by BT, for which a non-exhaustive list is avalable on the Formatted decisions page.

It is very important that the texts for CIB are drafted in a very clear and unambiguous way and include also the complete reference documents.

When a CIB is used, it is mandatory that:

• all CIB ballots are accompanied by a reference document (i.e. a N-document) - such as the NWIP form or draft decision - that is added to the ballot;
• for all ad-hoc ballots (Ad-hoc internal ballot template) the TC Secretary gives the questions not only in the ballot portal but also in the accompanying reference document. 

3 DURATION

It is reminded that for the 2 following cases the duration of CIB has already been established by the CEN Technical Board, and for which, in addition, the use of CIB is mandatory:

1. Adoption of a New Work Item – 2 months
2. Activation of preliminary Work Item – 2 months

For the other cases, the CEN BT recommends that a reasonable amount of time, in order to find national consensus on the topic, should be given to NSB representatives when voting via CIB. To this purpose, it is recommended to set a timeframe for CIB of 4 weeks.

However, the TC Secretary, in consultation with the TC Chair/WG Convenor, can,

• with due justification, shorten the 4-week timeframe to a minimum of 2 weeks, provided that no objection is voiced by any NSB;
• extend the 4-week timeframe; furthermore, NSBs with due justification, may ask for an extension.