CEN and/or CENELEC Advisory and Coordination Groups

1 INTRODUCTION

A Coordination Group (COG) coordinates and advises on standardization activities on a specific topic, involving multiple technical bodies. The COG makes recommendations to the Technical Board(s) to ensure consistency between involved technical bodies, to avoid disconnected overlaps, especially on horizontal topics. COGs are not allowed to create sub-groups nor develop standardization deliverables.

A Strategic Advisory Group (SAG) advises the Technical Board(s) on how to tackle a strategic subject in European standardization, focusing on a new subject, and wherever possible assessing work within the relevant International Standardisation organizations (especially ISO and IEC) to consider any European aspects and needs. In case a COG is dealing with a similar matter, no SAG should be created but the task should be covered by the COG. SAGs are not allowed to create sub-groups nor develop standardization deliverables.

2 CREATION

COGs and SAGs are set-up by the Technical Board(s) of the involved ESOs for a limited lifetime, decided by BT(s) when setting up the group, with a maximum of 2 years.

A Member proposes the creation of a COG or SAG by sending an e-mail to CCMC (bt@cencenelec.eu).

The e-mail shall contain:

• Title of the COG/SAG
• Scope
• Terms of Reference (ToR), using the relevant template (see links below)
• Member proposed for holding the secretariat (generally it is the proposer)
• Name of the proposed Secretary, if available
• Nomination for a Chair, if available

CCMC finalizes the proposal for BT approval.

3 TERMS OF REFERENCE

The Terms of Reference (ToR) for the COG (template) or the SAG (template) shall be provided by the Permanent Delegate of the Member proposing the creation of the COG or the SAG.

The relevant template shall be followed. The text already in the template should be kept and can be adapted to the topic as follows:

• Logos on the template shall be adapted to the organization(s)
• Title should be meaningful as well as the acronym. The acronym should preferably be a word and not initials.
• Status & Mission: keep the text already available in the template and adapt the parts between [square brackets]
• Tasks: the 3 first tasks contained in the template are common to all COGs or SAGs and shall be kept. Additional tasks should be specific to each of the COG or SAG.
• Secretariat & Chair: text in the template shall be kept and the text between [square brackets] adapted to the COG/SAG
• Membership: only the part ‘Members’ should be adapted to the COG or SAG by checking relevant boxes.
  Partner organizations Annex III, as well as Technical Bodies willing to participate in the COG need to be specified as a list with their name (and Title for TB)The date of the final report depends on the ‘launch date’ and shall be the last day of the month before the month of set-up, e.g. if the COG/SAG is launched on 1 September 2025 for a duration of 2 years, the final report shall be submitted by 31 August 2027. The proposer should leave the final report date empty, as it will be added when the launch date is decided by the BT(s)
• Reporting line & timeline: The date of the final report depends on the ‘launch date’ and shall be the last day of the month before the month of set-up, e.g. if the COG/SAG is launched on 1 September 2025 for a duration of 2 years, the final report shall be submitted by 31 August 2027. The proposer should leave the final report date empty, as it will be added when the launch date is decided by the BT(s).

4 CHAIR and SECRETARY

The Chair is nominated by the NC/NSB holding the secretariat of the COG/SAG and appointed by the BT(s) for the duration of the COG/SAG. The role of Vice-Chair/Co-Chair does not exist for COGs and SAGs.

The Chair should be appointed before the kick-off meeting of the COG/SAG.

The nomination (with the CV of the candidate) shall be sent by the PD of the NC/NSB holding the secretariat to CCMC (bt@cencenelec.eu).

The Secretary is appointed by the NC/NSB holding the secretariat of the COG/SAG for the duration of the COG/SAG.

The Secretary, in collaboration with the Chair, organizes meetings, prepares the agenda, uploads relevant documentation on the online platform and drafts reports after the meeting.

5 MEMBERSHIP

5.1 Composition

A COG/SAG is composed of members that include the following participants having an interest in the subject:

• Representatives appointed by NCs/NSBs
• Representatives of Partner organisations incl. Annex III representatives
• Representatives of relevant Technical Bodies
• Representatives from the CEN and CENELEC staff

There are no observers in COGs or SAGs.

NOTE: the change of membership after the approval of the ToR, including for the inclusion of new Technical Bodies, is subject to BT approval.

5.2 Invited guests in COG

For COGs, ‘Invited guests’ can participate to a limited number of COG meetings, on an ad hoc basis and following an invitation by the COG Chair or Secretary. They do not have access to the COG platform and thus to documents.

EC representatives are ‘Invited guests’ in COGs. However, for some selected COGs, BTs agreed (see decision BT C112/2025 - D181/C013) that they can participate on a regular basis to COG meetings.

5.3 Invited participants in SAG

For SAGs, ‘Invited participants’ are additional participants contributing to the work. They need to be approved by the Technical Board(s) following agreement of the SAG.

Invited participants may be representatives from relevant EC Directorates General and EFTA Secretariat, relevant European associations or research projects.

5.4 TC Representatives

Each TC listed in the ToRs appoints one representative to the COG/SAG through a TC decision.

The TC Secretary sends the TC decision to the COG/SAG Secretary. The COG/SAG Secretary checks that the TC is listed in the COG/SAG ToRs. If it is the case, the COG/SAG Secretary communicates the name of the TC representative (incl. the TC the person represents) to CCMC (dataservice@cencenelec.eu), in order for CCMC to register the person to the group and provide access to the platform.

6 WORKING METHODS

COGs and SAGs mainly work through electronic means. However, physical meetings shall be held as required.

COGs and SAGs use the electronic platform of the ESO of the NSN/NC holding the secretariat.

COGs and SAGs shall work by consensus. They do not take decisions, but make recommendations to the Technical Board(s).

7 REPORTING

COGs and SAGs report to the Technical Board(s) at least once a year or when a decision is expected from the Technical Board(s).

These reports shall highlight the progress made regarding the objective given by the Technical Board(s).

The final report with recommendations is to be provided to BT by the date defined when setting up the group.