IECEx OD 011-4
Edition 1.3 2015-01

IECEx Operational Document

IEC System for Certification to Standards relating toEquipment for use in Explosive Atmospheres

OD 011-4
Guidance on Use of the IECEx Internet based “On-Line”
Certificate of Conformity System
Part 4: Creating IECEx Conformity Mark Licenses

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IECEx OD 011-4 © IEC 2015(E)

CONTENTS

1INTRODUCTION .............................................................................................................. 3

SECTION 1 – Creating IECEx Conformity Mark Licenses ........................................................ 4
1.1

1.2

General Information ................................................................................................. 4
1.1.1

System ........................................................................................................ 4

1.1.2

Passwords ................................................................................................... 4

1.1.3

Further Guidance ......................................................................................... 4

1.1.4

Printing licenses .......................................................................................... 4

Notes for each field ................................................................................................. 5
1.2.1

License No. ................................................................................................. 5

1.2.2

Status .......................................................................................................... 5

1.2.3

Date of Issue ............................................................................................... 5

1.2.4

Holder ......................................................................................................... 5

1.2.5

Address (of Holder) ..................................................................................... 51.2.6

License issued by: ....................................................................................... 6

1.2.7Position ....................................................................................................... 6

1.2.8

Signature (for hard copy) ............................................................................. 6

1.2.9

Date (for hard copy) ..................................................................................... 6

1.2.10 Certificate of Conformity schedule ............................................................... 6
1.2.11 Last Modification Date ................................................................................. 6
2SECTION 2 Features to assist the entering of a New IECEx Conformity MarkLicense ............................................................................................................................. 72.1

Entering new License details ................................................................................... 7

3IECEx OD 011-4 © IEC 2015(E)

INTERNATIONAL ELECTROTECHNICAL COMMISSION
IECEx Operational Document 011-4
Guidance on Use of the IECEx Internet based “On-Line” Certificate ofConformity System Part 4: Creating IECEx Conformity Mark Licenses
1

INTRODUCTION

This document provides guidance for IECEx Certification Bodies (ExCBs) when creating
IECEx Conformity Mark Licenses using the IECEx Internet based “On-Line” System.
OD 011 consists of five parts as follows:OD 011, Guidance on Use of the IECEx Internet based “On-Line” Certificate of Conformity System
OD 011-1
Part 1: General Information
OD 011-2
Part 2: Creating IECEx Equipment Certificates of Conformity CoCs
OD 011-3
Part 3: Creating IECEx Service Facility Certificates of Conformity CoCs
OD 011-4
Part 4: Creating IECEx Conformity Mark Licenses (This part)
Part 5: Creating Certificates of Personnel Competence
OD 011-5This Document should be read in conjunction with OD 011-1, Part 1: General Information.
As a means of promoting the IECEx and its Members, OD 011-1 has been prepared in aformat suitable for public access.
Part 2, Part 3, Part 4 and Part 5 of OD 011 are not intended for general access. A copy canbe provided by contacting the IECEx Secretariat as detailed below.
Inquiries relating to this IECEx “On-Line” CoC System or any other aspect of the IECEx
System may be directed to the IECEx Secretary using the contact details below.

Document History
Date2008-08
2009-05

2010-08
2015-01

Summary
Original Issue (Edition 1)
Edition 1.1 This edition of IECEx OD 011-4 has been issued to take into accounteditorial formatting changes only. There have been no technical changes to thisEdition
Edition 1.2 This edition of IECEx OD 011-4 has been issued to clarify Mark License
editing, provide printing guidance and make reference to Part 5.
Edition 1.3 This edition of IECEx OD 011-4 has been issued to include updates toimages and expansion on text. Changes are shown with a “Red” margin stripe.

Address:
IECEx Secretariat
Level 33, Australia Square
264 George Street
Sydney NSW 2000
Australia

Tel: +61 2 4628 4690
Fax: +61 2 4627 5285
Email: chris.agius@iecex.com

–4–IECEx OD 011-4 © IEC 2015(E)Guidance on Use of the IECEx Internet based “On-Line” Certificate ofConformity System Part 4: Creating IECEx Conformity Mark Licenses
SECTION 1 – Creating IECEx Conformity Mark Licenses

1.1

General Information

1.1.1

SystemThe IECEx CoC System uses HTML as per most Web based documents. The items below
provide guidance to ExCBs when creating Conformity Mark Licenses.
1.1.2

Passwords

The “On-Line” Conformity Mark License System provides for a 2 level password system, asfollows:a) A 1 st level password that the ExCB’s Official IECEx representative may provide to various
staff within their organisation, to enable them to create a new License as a Draft. Thislevel password will enable the staff member to create a new Draft License and save it as aDraft. It WILL NOT allow them to change the status from “Draft” to “Current”.
b) A 2 nd level password that is assigned to the official IECEx representative for only thefunction that is authorised (within the ExCB management system) to formally issue
licenses. This 2 nd level password enables the person the same access as the 1 st levelpassword PLUS the authority to change the Status from “Draft” to “Current”.
The two levels of passwords mean that entering License information can be done by staff
within the ExCB other than the certification authority. The 2 nd level password ensures that
there is the final check by the authorised person.
It is most important that the ExCB’s Official representative to IECEx ensures that thesepasswords are kept secure and that they notify the IECEx Secretary immediately, of any
possible breaches of security as new passwords can be assigned.
1.1.3

Further Guidance

For further information or guidance on using the IECEx “On-Line” Certificate of Conformity
System, please contact the IECEx Secretariat.
1.1.4

Printing licenses

The following guidance is provided to assist with printing CoCs.
•••

Using Internet Explorer 6. All page margins need to be set to zero.
Using Internet Explorer 8. With the CoC open, go to "Page", select "Compatibility View
Settings" and select "Display all websites in Compatibility View". Also in Print Preview
select 100% and ensure that page margins are set to minimum.
Using Internet Explorer 9. One method which provides satisfactory result is a follows:
Select the CoC to be printed. Right click and select “print preview”, select 100% andthen “print”. Make sure that “compatibility mode” has been selected and that pagemargins set to minimum.

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1.2

Notes for each field

1.2.1

License No.

IECEx OD 011-4 © IEC 2015(E)The License number consists of the following characters:
ZZZ 000“ZZZ” is the ExCB identifier. The “000” field is automatically generated by the System andadvances in number by “1” for each new issue of a License.
1.2.2

StatusOperational Document OD 011-1 provides an explanation of the Status options. The “Draft”
status should be selected when the ExCB is compiling or preparing the License. When saved
as a “Draft”, the License remains on the system BUT IT CANNOT be viewed by other ExCBs
or the public.
When ready to formally issue the License, the issuing ExCB re-enters the IECEx CoC “OnLine” System and then selects the Draft License. Once the Draft License appears, the ExCB
then selects “Edit” from the options located directly above the License. This then opens all
fields of the Draft License ready for any last minute changes. Once complete and ready toissue, the issuing ExCB (using the level 2 password) changes the “Status” field from “Draft” to“Current” and then selects the “Save” option, located directly above the License. This step isregarded as the ExCB’s official “Decision to Issue” the License, which is similar to the ExCB’s
authorizing Officer signing a paper License.
NOTE: A current License may be edited at any time by use of Level 2 password access.

Once saved as “Current” the License is then available for anyone to view or print.
Once a License is issued as Current, the issuing ExCB must include the Manufacturer
covered by the License under a surveillance program, in accordance with the IECEx
Operations Manual. During this surveillance program, an ExCB may be required to change
the status of an IECEx License from Current to Suspended or even Cancelled. However thismust only occur in accordance with the ExCB’s Certification procedures.
It should also be noted that, in accordance with the IECEx Scheme Rules, the Applicant,should they object to the decision of the ExCB, always has the option of lodging an appeal
with the IECEx Board of Appeal.
1.2.3

Date of Issue

The Date of Issue should be regarded as the date on which the ExCB is satisfied that all therequirements of the IECEx Scheme have been met.
1.2.4

HolderAs required by the Scheme Rules, IECEx 04, the License should be in the name of theLicense Holder, however the location of the Holder may be an organisation’s head office,which can be different to the locations covered by the CoCs listed on the License.
1.2.5

Address (of Holder)This section provides for the inclusion of the address of the License Holder. A street address
is required and a Postal Box number is not acceptable.

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1.2.6

IECEx OD 011-4 © IEC 2015(E)License issued by:This name should be the person within the ExCB authorized, in accordance with the ExCB’squality system, to issue Licenses. In many cases this person is regarded as the ExCB’s“Signatory”.
1.2.7

Position

This is the title of the signatory’s position within the ExCB.
1.2.8

Signature (for hard copy)

This space has been provided for instances where a paper License or a copy of a License,
endorsed by the issuing ExCB may be required. The blank space, for signatures, only appears
when the License is printed.
1.2.9Date (for hard copy)

This space is intended to apply to paper copies of the License and is the date when theLicense is signed.
1.2.10 Certificate of Conformity scheduleThis section provides for the inclusion of a list of CoCs covering products with which theConformity Mark may be used. The ExCB must use the “Insert/Delete CoC” button to insert alink to the relevant CoC(s). Only those CoCs issued by the ExCB issuing the Conformity Mark
License may be inserted. Refer to Section 2 in this document for further guidance.
1.2.11 Last Modification Date
The entry of the “last modification date” at the bottom right hand corner of the last page acts
as a change control device. The date is automatically updated whenever the License isamended.
NOTE: It is assumed that the most common amendment will be to modify the list of CoCs recorded inthe schedule.

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2.1

IECEx OD 011-4 © IEC 2015(E)SECTION 2 Features to assist the entering of a New IECEx Conformity
Mark LicenseEntering new License details

STEP 1: Select “View Certificates & Licenses” from IECEx Website: www.iecex.com

STEP 2: Select “Conformity Mark License System”

–8–IECEx OD 011-4 © IEC 2015(E)

STEP 3: Log on using assigned user name and password.
Note: that the two levels of Passwords for creating and issuing IECEx Certificates of Conformity orLicenses are:-Level 1: allows the user to create or edit a Draft Certificate ONLY
Level 2: All the features of Level 1 with the additional ability to change the Status of a CoC (egfrom “Draft” to “Current”)

STEP 4: Select “New License”

–9–IECEx OD 011-4 © IEC 2015(E)

STEP 5: Fill in details and select “Save”
Notes:
1. This License was created for illustrative purposes.
2. This is no history block as it is envisage there will be no need to create “New issues”
as for Certificates of Conformity.

Step 6: Enter relevant Certificates of Conformity in Schedule (on page 2 of License) byselecting “Insert/delete CoC”.

– 10 –IECEx OD 011-4 © IEC 2015(E)This opens a table of available CoCs from which the relevant CoCs can be selected ( onlythose CoCs issued by the ExCB issuing the License are available) .
Note (1): There is a search feature to allow searching for a known CoC reference number.

Note (1)

Select the CoCs required (These will be the CoCs nominated by the License Applicant orHolder). This moves them to right hand side of table. Press OK to add CoCs to the Schedulein the License.
When all details are complete select “Save”
When all information is correct the License may be made “Current” by amending the “Status”
Notes:
1.
2.
3.

Level 2 Password access is required to change Status to “Current”.
The “Last modification date” is automatically updated when ever the License is edited. This acts asa “Control”.
A License may be edited at any time by use of the Level 2 password. Once a License is issued to
the “License Holder”, it is envisaged that the only editing required will be to change “Status” oradd/delete CoCs to/from Schedule.

Note (2)End of Document---------------------------------------------------------------