Filling in the comment form for non-OSD technical documents
Every 30 minutes, the IEC Voting application runs a check on all the files which have been uploaded into the system (for all the documents open for vote - except for “Q” documents).
This checking-system verifies the comments file based on the template to ensure that the layout has not been modified and that there is no content which cannot be handled, such as embedded files or a wrong template, cells merged, etc.
As a Voter or a Commenter, you may download the “Comment Form" template and fill it in. Once the system has checked the comment file, it will send an email notification to the Voter/Commenter who uploaded the file, informing them whether their file has been accepted or rejected.
Only the comment files that have been accepted by the closing date will be included in the final table of comments (i.e. the person has received an e-mail notification, approximately 30 minutes after the file was uploaded, confirming that the file has been accepted by the system).
A comment file is accepted by the system on the following conditions:
The Voter has used the “Comment Form” template.
Two separate tables exist in this template:
2.1) Table no. 1: located on the top right containing 3 columns called “Date”, “Document”, and “Project Nr.” It is not an obligation to fill in this table, but you must not change the headings.
2.2) Table no. 2: located in the center containing 8 columns called “MB/NC”, “Line number”, “Clause/ Sub clause”, “Paragraph Figure/ Table”, “Type of comment”, “Comments”, “Proposed change” and “Observations of the Secretariat”.
This template must be used as it is, without changing its table headings, columns or structure. Otherwise, the system will not include the comment(s) into the table and only register the file separately in the zip file.
You may include the following embedded objects inside the file: Equations as well as images from the following programs: MS Word, MS Visio, Paintbrush (bmp, jpeg, gif). Embedded objects such as PDF, Java applets or video files are not accepted. An object which is linked to an external source will not be accepted.
Only files with .doc or .docx extension are accepted.
You have the possibility of adding extra information or what is qualified as “Annexes” (i.e. text, tables, images) right below Table no. 2. In this case, both the content of Table no. 2 as well as the annexes provided will be taken into account and compiled in the final report of comments.
Unless you are adding “Annexes”, at least the first row of Table no. 2 should be filled in. The fields “Type” and “Comment” are mandatory.