This page provides guidance on the key elements to be prepared and submitted to CCMC for all deliverables at the drafting stage (Enquiry and Formal Vote). It also provides a brief overview of the key drafting aspects taken directly from the CEN-CENELEC Internal Regulations - Part 3.

1 DRAFT DELIVERABLE

1.1    General

For each European Deliverable, the same components are required for a successful submission:

• Revisable format of the text, in Microsoft Word (.docx)
• Non-revisable clean PDF format
• Optional individual, separate figure files (only if available – see the supplementary guidance on Figures)
• If candidate harmonized:
  • the HAS comments resolution table.
    • For Enquiry – if available following the assessment of the First Working Draft
    • For Formal Vote – Obligatory
  • for Formal Vote, the table of comments from the Enquiry with observations from the secretariat
  • the completed checklist 'Items to be considered when drafting standards to be offered for citation in the OJEU'. For standards harmonized under the Construction Product Regulation, a dedicated checklist applies.

Failure to provide these components will result in a rejected submission.

At present, submissions are manually rejected. TCs are contacted directly if this is the case.

It is the responsibility of the TC secretary to submit all required files to CCMC via the Submission Interface.

1.2    Revisable format – Word

The text shall be drafted using Microsoft Word (no earlier than Word 97), using the latest version of the drafting template provided by CENELEC, the CENELEC Standard Template.

The Word version shall be clean, and shall not contain any tracked changes, highlights, or comments. Any information addressed directly to the editors (for example, where an aspect of the text has been pre-agreed, drafting guidance has been given, or there is a special problem with styling the text that the drafters were unable to resolve) shall be put into the comments section of the Submission Interface.

Standards not drafted with the Standard Template will be rejected.

The following naming convention shall be used for Word files: EN_123-4_X.docx

where 'X' is the language of the text: E = English, F = French, D = German.

1.3    Non-revisable PDF

The purpose of the PDF file is to highlight any elements of the text which could potentially become corrupted in the Word file, e.g.:

• Figures
• Formulae
• Formatting (e.g. bold text, alignment)

The PDF shall be clean, a final version of the Word document (clause 1.2), and shall not contain any tracked changes, comments or sticky notes.

The following naming convention shall be used for PDF files: EN_123-4_(X).pdf

where 'X' is the language of the text: E = English, F = French, D = German.

The Acrobat Distiller or any other conversion tool can be used for PDF generation.

NOTE: Where there are significant differences between the Word and PDF files provided (e.g. field code corruption, formulae…) the Technical Body is contacted for clarification.

1.4    Figure files

Should figures be available, please see the detailed guidance on the requirements for figure files.

Figure files are optional, therefore there is no obligation to provide them. But, it is recommended to provide them where possible.

If figure files are provided, and they are correctly inserted and linked in the document, the Submission Interface will recognise that there are figures present and the option to provide the files will be present.

If, however, the files are not correctly inserted and linked, the Submission Interface will not recognise that figures are present in the text, and so the option to provide the files will not be available. Where this is the case, there are two options:

1. Figure files, if available, can be zipped and submitted in the 'Others' field, or
2. Contact production@cencenelec.eu.

2 DRAFTING THE TEXT

2.1    Starting New Work

Where there is no previous version of the text available, the drafter shall write the text directly into the CENELEC Standard Template.

The components of the text shall follow the rules defined in the CEN-CENELEC  Internal Regulations - Part 3.

Detailed explanations of the most common components of the text can be found in the Webinar for Standards Drafters series, provided by CCMC editors.

2.2    Revising an existing deliverable

When revising an existing deliverable, there are two potential options as a starting point:

• Drafting an Enquiry text --> take the publication text
• Drafting a Formal Vote text --> take the enquiry text

The previous versions of the text can be found on ProjexOnline. If the previous version of the text has not used the current CENELEC Standard Template, the text shall be copied into the Standard Template to ensure correct styling.

For guidance on the correct styling and formatting of the text, see the 'Webinars for Standards Drafters' series.

In addition, it is mandatory to use the text edited by CCMC (available on ProjexOnline) when drafting any revision. This is to ensure that any previous modifications, including any styling for XML purposes, are retained.

In the case of a 2^nd Enquiry text, or a Formal Vote text, it is mandatory to use the text edited by CCMC at the initial Enquiry stage for the same reasons.

The comments received on the text will be communicated by CCMC to the technical body via email.

In the event that you do not have access to the text for drafting, please contact CCMC (production@cencenelec.eu).

3 OTHER DRAFTING ASPECTS

3.1    General

Other components of the text have their own rules for drafting. The following is an overview of the most important elements to be checked and considered when drafting.

3.2    Clauses 1, 2 and 3

3.2.1  Obligatory clauses layout

The first three clauses of the text shall be as follows:

• Clause 1 – Scope
• Clause 2 – Normative References
• Clause 3 – Terms and definitions

3.2.2  Clause 1 – Scope

The scope is an obligatory element. It shall not contain any requirements, recommendations, or permissions. It shall be written as a series of statements of fact.

See CEN-CENELEC Internal Regulations - Part 3, Clause 14.

3.2.3  Clause 2 – Normative References

This clause is obligatory, even if it is empty.

Normative reference can be made to any EN/ISO/IEC deliverable, preferably already published and publicly available. In exceptional cases, deliverables at Enquiry stage may be referred to, although this is not advised.

For any normative reference to non-EN/ISO/IEC standards, it is very important to identify the necessity of a TC decision confirming that there is no European, ISO or IEC standard covering the same principles. This shall be done as early as possible to avoid any delay in publication.

Normative references to directives, or any national/international regulations or legislation, are strictly prohibited and will be removed during the editing procedure. This includes directives and regulations/legislation which are not expressly named within the text (e.g. 'shall be according to any applicable national legislation').

References shall be dated if they refer to any specific clause/table/figure.

In case of harmonized standards, all the normative reference shall be dated in Clause 2 unless justification for the use of undated references.

See CEN-CENELEC Internal Regulations - Part 3, Clause 15.

3.2.4  Clause 3 – Terms and Definitions

This clause is obligatory, even if it is empty.

Definitions shall be drafted without a preceding article (a, an, the), as a single sentence to replace the term defined.

Definitions shall not contain any requirements.

Where a definition has been taken from another source, this source can be placed in square brackets beneath the definition: [SOURCE: XXX]

As this source is informative, anything may be referenced here.

Notes to definitions can contain requirements, recommendations and permissions. They shall be laid out as follows:

Note 1 to entry:          note content.

Even if there is only one single note, the note shall be numbered. Numbering restarts within each definition.

See CEN-CENELEC Internal Regulations - Part 3, Clause 16.

3.4    Formulae

If the deliverable contains formulae, it is strongly recommended to draft in MathType where possible. If MathType is not available, it is acceptable to use the 'Equation Builder tool' provided with Microsoft Word. CCMC Editors systematically convert formulae from Equation Builder to MathType, but this can sometimes create errors.

For simple formulae, it is sufficient to use plain text, and type out content using the keyboard.

NOTE: Using plain text is preferred as much as possible. This keeps the weight of the text down and reduces the scope for errors with conversion from Equation Builder to MathType.

Where formulae are numbered, they shall not be subdivided (e.g. 1a, 1b)

For detailed guidance on Formulae, see:

• CEN-CENELEC Internal Regulations - Part 3, Clause 27.
• Webinar for Standards Drafters series

3.5    Inclusive language

Inclusive language refers to language that is neutral (e.g. non-gender specific), and should be used where possible. Using inclusive language avoids stereotyped assumptions based on for example gender, race, different backgrounds or age. Some examples of inclusive language alternatives are given below.

For additional alternatives, see the CEN-CENELEC Internal Regulations - Part 3, Clause 8.6.

Traditional Term	Alternative (inclusive) term
Chairman	Chair; chairperson
Manpower	staff; labour; workforce; personnel; workers; human resources
Mother standard	Original standard/parent standard

4 FINISHING

The text shall be provided to CCMC by the Technical Bodies via the Submission Interface.

Any supplementary information for the editor or for the in-check of the text shall be communicated via the 'comments' section of the Submission Interface, or via email to production@cencenelec.eu.

The name of the CCMC Editor in charge once the deliverable has been registered can be found on ProjexOnline, as well as the dates foreseen for the deliverable.