Agreement on common planning of new work and parallel voting

The first IEC/CENELEC Cooperation Agreement on common planning of new work and parallel voting was approved in 1991 and referred to as the Lugano agreement. The new version of the agreement reproduced hereafter revises the text in the light of the experience gained, and was approved by IEC and CENELEC in September 1996. It is known as the Dresden agreement.

Edition October 1996

1 Objectives

This agreement is intended:

• to expedite the publication and common adoption of International Standards;
• to ensure rational use of available resources. Full technical consideration of the content of the standard should therefore preferably take place at international level;
• to accelerate the standards preparation process in response to market demands.

To achieve the desired results, the active support of everybody involved in the IEC and CENELEC activities and flexibility in the working methods, are necessary.

2 Common planning of new work

NOTE: CENELEC members are directly involved in the planning of new work in the IEC in their capacity as IEC members. Therefore, the following covers only cases where the need for new work arises within CENELEC.

When identifying its requirements for new work (including the revision of existing standards), it is the policy of CENELEC to ascertain first whether the IEC can undertake this work.

New work items may arise from decisions at meetings:

• of the CENELEC AG;
• of the BT (on the basis of proposals from Technical Committees, National Committees or other bodies, including the notifications under the Vilamoura procedure or under Directive 83/189).

They are categorized as follows:

2.1.1 Work of European origin

1. A proposal for such new work, (which would usually be undertaken in an existing or new technical body of CENELEC and lead to the publication of an EN) is accepted in CENELEC if at least 5 National Committees are willing to participate actively in that work. Normally, such a proposal shall then be submitted to the IEC and taken up by the latter unless the IEC's timescale exceeds CENELEC's planning requirements. "Normally" implies that the BT (in consultation with the relevant TC/SR, if any) may come to the conclusion that the IEC is unlikely to meet the required timescale. If so, the reasons for this conclusion must be properly recorded in the CENELEC BT files and made known to the IEC/CO.
   
   
2. If there is not sufficient support by CENELEC members (less than 5), a BT Working Group (in case of the Vilamoura procedure, under the Convenorship of the notifying National Committee), may be invited to prepare a prEN with the active participation of representatives of one or more countries. In such cases the IEC shall be so advised under the procedure for the exchange of technical information, and the relevant IEC TC/SC informed by the CO.

2.1.2 Common modifications to IEC standards
When the preparation of new Common Modifications is considered necessary by CENELEC in order to supplement or modify an existing international standard, the subject will be considered by the CENELEC BT, on a case by case basis, for possible submission as a new work item to the IEC. If the BT decides not to submit a new work item, the IEC shall be so advised.

NOTE: Common Modifications concerning only the selection of European alternatives from "in some countries" clauses in IEC texts do not need further action.

2.1.3 Need for revision of an IEC Standard
When an IEC standard is being considered by CENELEC and it emerges that revision is considered necessary, this shall be offered to IEC as a new work item. In this case, CENELEC may decide:

• to adopt the IEC standard if necessary with common modifications;
• to postpone adoption while awaiting the results of its proposal to IEC for revision.

2.2 Procedure for submission to IEC

The proposal for new work falling under the categories 2.1.1 a), 2.1.2 or 2.1.3 above for which at least 5 National Committees of CENELEC have agreed to participate shall be submitted by CENELEC/CS to the IEC/CO in accordance with the IEC/ISO Directives, Part I "Procedures for the technical work" as follows:

2.2.1 For new work within the Scope of an existing IEC/TC
Information shall be given as required under subclause 2.2 of the Procedures (form on page 47/48) and shall include, in addition to the names of the five supporting National Committees, the nomination of a project leader and the requested target date for the circulation of the CDV.

NOTE for internal CENELEC use: In preparing the information required, CS may call for assistance from the relevant TC/SC Secretariat, Reporting Secretariat or notifying NC (in the case of a Vilamoura notification).

2.2.2 Widening of the Scope of an existing IEC/TC
If the request implies a widening of the present scope of the IEC/TC concerned, the proposed revised scope shall be submitted to the IEC by the CENELEC/CS at the same time as the request to undertake a new work item. The additional information shall be given as in 2.2.1 above and in accordance with the IEC/ISO directives, Part 1, 1.5.12

2.2.3 For new work in fields not covered so far in IEC
Formal proposals shall be submitted by the CENELEC/CS to the IEC/CO according to the IEC/ISO Directives, Part 1, 1.5.3 and 1.5.4 (form on page 31/32).

NOTE: In cases of doubt, the best procedure to be adopted shall be agreed in consultation between the two General Secretaries and may include the setting-up of an Ad hoc Group to draft firm proposals for consideration by the IEC/CA and Council. This does not prevent the application of 2.3.1 below.

2.3 Implementation of the procedure

2.3.1 Work shall start at CENELEC level in parallel with the IEC consultation.
The IEC undertakes to advise, as quickly as possible, at the latest within 6 months, whether the work can be incorporated in the current programme of work with a target date as indicated by CENELEC. If the proposal is accepted by IEC, the work is "promoted" to IEC level.

2.3.2 Work shall be continued at CENELEC level only if the new work proposal is rejected by the IEC or if the IEC's timescale exceeds CENELEC's planning requirements. The resulting prEN shall be sent to the IEC in accordance with clause 4 below.

2.3.3 Information about progress of work on projects submitted by CENELEC to the IEC in accordance with 2.2 will be sent by the IEC/CO to the CENELEC/CS on a monthly basis. Difficulties and delays which cannot be resolved by the IEC, or by negotiation between the IEC and CENELEC General Secretaries, will be reported to the MCG, which will act managerially according to its terms of reference in order to obtain the necessary support from the relevant National Committees.

2.3.4 Should it become evident that IEC work is not proceeding in accordance with the agreed target dates, the CENELEC BT will reassess the matter, taking into account all information provided by the IEC.

3 Parallel voting on draft international standards

3.1 Applicability

3.1.1 All CDV and FDIS circulated for vote in IEC are automatically submitted for enquiry and vote respectively as prEN within CENELEC, with the following exceptions:

• Those emanating from certain IEC Technical Committees and Sub-Committees nominated by the CENELEC Technical Board as outside CENELEC requirements. However, a specific draft from these TCs or SCs may be considered for parallel voting;
• Draft amendments to IEC standards which have not yet been harmonized by CENELEC as EN or HD, shall not be submitted to parallel voting.

Such cases shall be detected by the CENELEC/CS and the IEC/CO shall be informed accordingly.

NOTE: Drafts for IEC publications other than standards are not circulated for parallel voting.

Note for internal CENELEC use: It is emphasized that qualifying drafts are automatically submitted to parallel voting, i.e. there is no requirement for prior approval by BT or a TC/SC.

3.1.2 The FDIS submitted to voting must be of a quality consistent with the ISO/IEC Directives, in particular clauses 1.1 to 1.4 of Part 3 (objective, style, homogeneity, coherence).

3.1.3 In view of the existence of an additional official language in CENELEC, an expert of German mother tongue shall be permitted to attend meetings of IEC Editing Committees as observer.

Notes for internal CENELEC use:
i. The German National Committee, in cooperation with those of Austria and Switzerland, shall be responsible for nominating experts of German mother tongue and shall inform the relevant IEC TC/SC Secretariat(s) accordingly.
ii. It shall also, again in cooperation with those from Austria and Switzerland, be responsible for ensuring that the German language texts of the CDV and FDIS are available in time, where possible on the basis of a translation made at an earlier stage of the work.

3.1.4 A draft submitted for parallel voting shall cover the entire scope in accordance with the ISO/IEC Directives.

Submission of fragments of text of the same draft in separate voting documents is not permitted.

3.2 Implementation of the procedures

3.2.1 The IEC/CO shall send the CDV and the voting paper to IEC members and, in addition, a copy of the CDV only will be forwarded to the CENELEC National Committee of Iceland. All such documentation will indicate that the CDV is being submitted for parallel enquiry.

The five-months enquiry period is valid for both IEC and CENELEC and shall be timed to start from the date indicated on the voting paper.

Simultaneously, the CENELEC/CS will send to its members the voting forms, which will refer to the relevant CDV being dispatched by the IEC/CO. A copy will also be sent by the CENELEC/CS to the Reporting Secretariat (SR) or CENELEC/TC/SC when relevant.

The National Committees send their comments and votes on the respective voting forms to IEC and as appropriate to CENELEC. The IEC/TC is obliged to take note of the comments received and to explain its decision on each of them in the voting report. This provision normally takes account of any possible need for CENELEC Common Modifications.

3.2.2 In order to facilitate translation into non-official languages, the IEC/CO shall send the voting report on the CDV to the CENELEC/CS as early as possible, and not later than 2 months before the circulation of the FDIS.

The IEC/CO shall send the FDIS and the voting paper to IEC members and, in addition, a copy of the FDIS only will be forwarded to the CENELEC National Committee of Iceland. All such documentation will indicate that the FDIS is being submitted for parallel voting.

The two-months voting period is valid for both IEC and CENELEC and shall be timed to start from the date indicated on the voting paper.

Notes for internal CENELEC use:
i. The CENELEC/CS is responsible for circulating the German language text of the FDIS at the same time, having received the text from the German National Committee.
ii. Before voting, the CENELEC National Committees should have completed the public enquiry according to relevant national procedures which should be initiated, whenever possible, at the CD stage.

Simultaneously, the CENELEC/CS will send to its members the voting forms, which will refer to the relevant FDIS being dispatched by the IEC/CO. A copy will also be sent by the CENELEC/CS to the Reporting Secretariat (SR) or CENELEC/TC/SC when relevant.

The National Committees shall send their votes on the respective voting forms to IEC and as appropriate to CENELEC. In case of different votes in IEC and CENELEC, a detailed technical justification must be given to IEC/CO and CENELEC/CS, together with the voting form.

3.3 Ratification stage

3.3.1 The IEC voting report on the FDIS shall be circulated to the IEC National Committees and the CENELEC/CS by the IEC/CO not later than two weeks after the end of the voting period.

The CENELEC voting report on the prEN shall be circulated immediately thereafter to the CENELEC National Committees and to the IEC/CO by the CENELEC/CS.

3.3.2 If the IEC and the CENELEC results are both positive, the FDIS is published as an IEC standard by IEC and it is formally ratified as an EN by the BT. The ratification is normally carried out by correspondence and implies that the BT notes the approval demonstrated by the voting result and establishes the dates for national implementation.

3.3.3 In the case of a negative CENELEC result, but positive IEC result, the IEC shall proceed to publish the IEC standard. CENELEC BT shall decide what action to take (e.g. a proposal for Common Modifications as given under 2.1.2)

NOTE: Such a case may occur in view of the different status of an IEC standard and an EN and hence the different significance to the two votes, i.e.
Within IEC: An IEC standard is based on worldwide consensus, and has the status of a "recommendation", without obligation to implement.
Within CENELEC: An EN is based on European consensus, and each member is obliged to implement the EN unchanged as a national standard.

3.3.4 Should the IEC result be negative, CENELEC BT will in due time consider what action to take within CENELEC. This could imply, for example, implementation of the FDIS as EN if the CENELEC result if positive, or the start of independent European work or the submission of a new proposal to the IEC.

4 Conversion of European Standards and drafts into International Standards

4.1 Published EN and HD
In the case of already published EN and HD, the CENELEC BT shall decide to submit such texts to IEC for voting as CDV and subsequent handling as FDIS.

4.2 Voting on prEN

4.2.1 This applies to work of European origin intended to lead to the publication of EN. This could be a draft developed by a technical body of CENELEC or a national standard or other document approved for final voting by the CENELEC BT.

NOTE: prENV (Draft European Prestandards) are not covered by this procedure.

4.2.2 The English and French texts of the prEN shall be sent by the CENELEC/CS to the IEC/CO for voting as CDV, and subsequent handling as FDIS.

4.2.3 National Committees that are not members of CENELEC shall be allowed to submit a positive vote on the CDV accompanied by a request for inclusion of an "in some countries" clause, which shall then be referred to the relevant IEC/TC.

To avoid the need for the frequent use of this provision, CENELEC/TCs shall be encouraged, as far as possible, to refer, for example, to rated supply voltage and frequency rather than to specific numerical values thereof.

4.2.4 In the event of divergence between the FDIS and the (by then published) EN, full information shall be provided by IEC/CO to CENELEC/CS for consideration by the responsible CENELEC technical body.

Abbreviations