SIST CEN/CLC Guide 34:2021

CEN and CENELEC representation in official meetings

In recent years, a number of representatives have been appointed by the CEN/CENELEC Governing Bodies (AGs, CAs, BTs) to represent the interests of CEN/CENELEC in external groups (e.g. European Commission Expert groups) and specific events (e.g. UN/EC, conferences).
Given the important role that these representatives play, it is necessary to define their roles and responsibilities and make them aware of the expected commitment, in order to ensure that they:
- act in line with the CEN and CENELEC Strategy 2030 (and subsequent strategies beyond 2020);
- are informed of the policies, priorities and positions of the organizations (CEN, CENELEC or CEN-CENELEC) they represent;
- understand the message and priorities to be conveyed;
- provide effective and efficient reporting and feedback to the CEN/CENELEC Governing Bodies.
To this end, once appointed, the representative is to abide by the stipulations of the guidance document as included in Annex A, which identifies a set of basic practices to be followed to ensure proper coordination, reporting and follow-up.
The list of appointed representatives is kept by CCMC. Regular updates will be provided to the CEN/CENELEC Governing Bodies.
Note: This Guide does not apply to the appointment of elected CEN and CENELEC Officers.

Zastopanje CEN in CENELEC na uradnih srečanjih

General Information

• Status: Published
• Publication Date: 12-Apr-2021
• ICS: 01.120 - Standardization. General rules
• Technical Committee: I11 - Imaginarni 11
• Current Stage: 6060 - National Implementation/Publication (Adopted Project)
• Start Date: 25-Mar-2021
• Due Date: 30-May-2021
• Completion Date: 13-Apr-2021
• Ref Project: CEN/CLC Guide 34:2021 - CEN and CENELEC representation in official meetings

Overview

CEN/CLC Guide 34:2021 - CEN and CENELEC representation in official meetings defines the roles, responsibilities and expected conduct of individuals appointed by CEN/CENELEC Governing Bodies to represent CEN and/or CENELEC in external groups (for example European Commission expert groups) and high-level events (UN/EC meetings, conferences). The guide ensures that appointed representatives act consistently with the CEN‑CENELEC Strategy 2030, are coordinated with internal technical bodies, and provide timely, structured reporting back to the CEN/CENELEC system.

Key Topics and Requirements

• Role and scope: Representatives must advance CEN/CENELEC positions only within the remit set by the appointing Governing Body (AGs, CAs, BTs). Personal or employer views must be clearly identified as such.
• Tasks/responsibilities:
  • Become familiar with relevant CEN/CENELEC policies and Strategy 2030.
  • Coordinate in advance with CCMC (Technical Policy Unit) and relevant sector groups to agree positions and any presentations.
  • Present the agreed CEN/CENELEC position at meetings.
  • Report meeting outcomes to CCMC within two weeks following guidelines in Annex A.
• Prohibitions: Do not commit CEN/CENELEC to obligations or present any position not previously agreed by relevant internal bodies.
• Appointment mechanics:
  • Nomination normally via a CCMC call (typical deadline: 2 weeks).
  • Governing Body appoints the nominee (normally within 4 weeks of nomination).
  • Duration set by the Governing Body; appointments can be withdrawn for non‑compliance.
• Coordination & transparency:
  • CCMC keeps the master list of appointed representatives and circulates regular updates.
  • Annex A provides practical guidance on pre‑meeting liaison, in‑meeting conduct, use of documents, presentation templates, and report contents.

Applications and Who Uses It

• Intended users:
  • Appointed CEN/CENELEC representatives in external expert groups and events.
  • CCMC staff, Technical Boards, sector fora and Governing Bodies responsible for nominations, coordination and oversight.
  • National members and stakeholders managing participation and compliance.
• Practical uses:
  • Standardizes external representation to protect organizational positions and reputation.
  • Streamlines pre‑meeting preparation, presentation approval and post‑meeting reporting.
  • Supports governance, risk mitigation (avoiding unintended commitments) and alignment with Strategy 2030.

Related Standards

• CEN and CENELEC governance documents and other CEN‑CENELEC Guides (see CCMC for references).
• CEN‑CENELEC Strategy 2030 (referenced for alignment of positions).

Keywords: CEN/CLC Guide 34:2021, CEN, CENELEC, representation, external groups, CCMC, Strategy 2030, appointment, reporting, governance.

Standards Content (Sample)

SLOVENSKI STANDARD
01-maj-2021
Zastopanje CEN in CENELEC na uradnih srečanjih
CEN and CENELEC representation in official meetings
Ta slovenski standard je istoveten z: CEN/CLC Guide 34:2021
ICS:
01.120 Standardizacija. Splošna Standardization. General
pravila rules
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

CEN-CENELEC
GUIDE
CEN and CENELEC
representation in official
meetings
Edition 2, 2021-03-17
European Committee for Standardization
Tel: [phone]
Fax: [phone]
European Committee for Electrotechnical Standardization
Tel: [phone]
Fax: [phone]
Rue de la Science, 23
B – 1040 Brussels
www.cen.eu
www.cenelec.eu
www.cencenelec.eu
CEN/CENELEC Guide 34: 2021 (E)
Contents Page
1 Executive Summary . 4
1.1 Role . 4
1.2 Tasks/Responsibilities. 4
1.3 Duration . 5
1.4 Nomination Process . 5
1.5 Appointment Process . 5
Annex A  CEN/CENELEC representation in external groups - Guidance . 6

CEN/CENELEC Guide 34: 2021 (E)
1 Executive Summary
In recent years, a number of representatives have been appointed by the CEN/CENELEC
Governing Bodies (AGs, CAs, BTs) to represent the interests of CEN/CENELEC in external groups
(e.g. European Commission Expert groups) and specific events (e.g. UN/EC, conferences).
Given the important role that these representatives play, it is necessary to define their roles and
responsibilities and make them aware of the expected commitment, in order to ensure that
they:
• act in line with the CEN and CENELEC Strategy 2030 (and subsequent strategies
beyond 2020);
• are informed of the policies, priorities and positions of the organizations (CEN,
CENELEC or CEN-CENELEC) they represent;
• understand the message and priorities to be conveyed;
• provide effective and efficient reporting and feedback to the CEN/CENELEC Governing
Bodies.
To this end, once appointed, the representative is to abide by the stipulations of the guidance
document as included in Annex A, which identifies a set of basic practices to be followed to
ensure proper coordination, reporting and follow-up.
The list of appointed representatives is kept by CCMC. Regular updates will be provided to the
CEN/CENELEC Governing Bodies.
Note: This Guide does not apply to the appointment of elected CEN and CENELEC Officers.
1.1 Role
The representatives represent the CEN/CENELEC interests in those groups to which they were
appointed by the CEN/CENELEC Governing Bodies. They put forward the views and defend the
interests of CEN-CENELEC. Their interventions are however limited to the field and topics that
are stipulated in their mandate and as laid down in the associated decision/resolution of the
Governing Body concerned.
Their actions and activities shall be in line with the CEN-CENELEC Strategy 2030 (and
subsequent strategies beyond 2020).
The representatives shall ensure the necessary coordination with relevant CEN/CENELEC
groups so that any position that is put forward shall be based on the consensus of these bodies.
When representatives express opinions that were not previously agreed by the relevant
CEN/CENELEC group they represent, they have to make clear that these represent personal
views.
1.2 Tasks/Responsibilities
The appointed representative shall:
• get acquainted with the relevant CEN/CENELEC policies and rules which have an
impact on the topics covered by his/her assignment;
• before attending a meeting, coordinate (in close cooperation with CCMC) with the
relevant sector fora, coordination groups or technical bodies in order to ensure that
he/she is aware of the CEN/CENELEC position on the topic;
CEN/CENELEC Guide 34: 2021 (E)
• present the agreed CEN/CENELEC position during the meeting;
• report on the outcome of the meeting within two weeks, in line with the guidelines
included in Annex A.
The appointed representative shall n
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