Memorandum of UndersTanding

 

The National Metrology Institutions on behalf of which this Memorandum has been signed, considering:

declare their intention of cooperating in the field of physical quantities measurement standards, legal metrology, calibration and accreditation of measuring laboratories within the framework of COOMET as follows:

Section 1Members of COOMET

COOMET is the organization for the Euro-Asian cooperation of National Metrology Institutions (from the countries of Central and Eastern Europe and countries nearby) and is open to the National Metrology Institutions of countries of other regions to join it as Associate Members.

 

Section 2Objectives of COOMET

The objectives of COOMET are:

  1. To contribute to effectively solving problems of the uniformity of measures and the required accuracy of measurements;
  2. To contribute to establishing closer cooperation between the national economies and to removing technical barriers to international trade;
  3. To harmonize the activities of the Metrology Services on the basis of international arrangements.

 

Section 3 – Tasks of COOMET

The tasks of COOMET are to strengthen the links between the National Metrology Institutions interested in solving common problems and to create effective mechanisms in order:

  1. To achieve equivalence of measurement standards and to harmonize the requirements imposed on measuring instruments and methods for their metrological control;
  2. To recognize the equivalence of national certificates certified the results of metrological activities;
  3. To exchange information on the present status of National Metrology Services and their development;
  4. To collaborate in metrological projects;
  5. To promote the exchange of metrological services.

Section 4 – Principal fields of cooperation within COOMET

The principal fields of cooperation within COOMET include:

  1. Establishing and maintaince of primary standards and scales of physical quantities;
  2. Dissemination of units from primary standards to ordinary measuring instruments;
  3. International comparisons of primary standards and of standards of lower levels;
  4. Development of new methods of measurement and of new types of measuring instruments of high accuracy;
  5. Solving of problems of general metrology, including problems of the theory of measurement and uncertainties, systems of units, terminology;
  6. Establishing of a system of collection and dissemination of information on metrology and on measurement techniques, information technologies.
  7. Definition, collection, evaluation and certification of reference data used in metrology;
  8. Certification and use of reference materials;
  9. Unification of requirements for measuring instruments subject to metrological control and of test methods in accordance with international recommendations;
  10. Preparation of conditions for the mutual recognition of results of metrological control and metrological supervision.
  11. Implementation of calibration and recognition of its results according to the rules and procedures set up by international organizations;
  12. Accreditation of calibration (verification) laboratories and National Metrological Institutes according to the rules and procedures set up by international organizations.
  13. Development and certification and implementation of Quality management systems of National Metrological Institutes.
  14. Training and rising proficiency level of experts.
  15. Improvement of the organisation' activities and its structural bodies.

 

Section 5 – Structure of COOMET and working procedures

  1. The COOMET body initiating and supporting cooperation is the Committee. It consists of the Heads of National Metrology Institutions of the COOMET member countries or persons appointed by them, one representative from each institution. The Committee will ensure that the activity of COOMET is in accordance with its objectives and contributes to accomplishing its tasks.
  2. The Committee shall elect its President from among its Members, for a period of three years, with the eligibility for reelection for one subsequent term of office.
  3. At the Committee meetings each Member of the Committee may be accompanied by one or more experts. Only Committee Members may vote.
  4. The Committee may invite observers from other international or regional organizations to take part in their meetings.
  5. The Committee shall meet as often as required but at least once per year.
  6. On the proposal of the President, the Committee shall approve nominees for the Vice- Presidents from among its members.
  7. The President, the Vice-Presidents and Chief of the COOMET Secretariat form the Presidential Council, which will develop the policies within the framework of COOMET, cooperation with international and regional metrology organizations, realization of the collaboration between the Committee meetings and preparation of questions for consideration at these meetings.

  8. The Committee shall decide on its own Rules of Procedure and on those of other organs of COOMET.
  9. The tasks of the COOMET Secretariat will, as a rule, be performed by the National Metrology Institute of the President.
  10. The Secretariat will assist the President and the Presidential Council in the management of COOMET and ensure contacts both between the Committee Members and between Committee and structural and working bodies of COOMET.
  11. Following the decision of COOMET Committee for the purpose of initiating work in the major fields and directions of cooperation the following structural bodies of COOMET are introduced: Joint Committees (JC), Technical committees (TC), Councils, Forums etc.
  12. The scope of their objectives, tasks and working and collaboration procedures is specified in relevant Provisions to be approved by COOMET Committee.

    Every structural body is headed by a chairman appointed by COOMET Committee for the period of 4 years with possible prolongation of this period to another one and further transfer of authority to a representative of another member-country.

  13. Structural bodies may establish:

  1. Terms of reference, a head and staff of SC are defined by the relevant Technical Committee or by another structural body and approved by COOMET Committee for the period of 3 years with possible prolongation of this period to another one.
  2. Organisational and financial matters are managed by structural and working bodies individually taking into account collateral subordination of COOMET bodies.
  3. A National metrological institution - Member of the organisation may invite to cooperation other institutions of its country, at its own discretion, for working on a project.

 

Section 6 – Languages

  1. The languages of the Committee meetings are English and/or Russian.
  2. Documents of wide dissemination to be received and sent by the Secretariat shall be edited both in English and in Russian.
  3. Final reports written after completion of projects may be in English, French, German or Russian. The authors of the report are given the choice of a language sufficiently understood by those to whom they wish to convey their information or considerations.
  4. In other cases, any language may be used that the cooperating partners consider adequate for their communication.

 

Section 7 – Rights

In order to achieve the objectives of COOMET, each Member of the Organization shall have the following rights:

  1. To have access, upon agreement, to national standards of other Members of COOMET;
  2. To seek cooperation and assistance in solving metrological problems;
  3. To propose subjects for common projects and participate in their carrying out;
  4. To receive information on the results of activities of COOMET Bodies.

 

 

 

Section 8 – Obligations

In order to achieve the objectives of COOMET, each Member of the Organization shall accept the following obligations:

  1. To make available to the Committee, upon request, information on projects carried out and planned in line with the scope of the COOMET activities;
  2. To provide assistance and services to Members of COOMET upon mutual agreement;
  3. To participate in common projects of COOMET to the extent of its financial and technical means and depending on its interest and competence;
  4. To treat confidentially any information on the results of pattern approvals, verifications and calibrations of measuring instruments submitted by cooperation partners;
  5. To take into consideration the COOMET recommendations and to support the implementation of the results of COOMET projects in its respective country.

 

Section 9 – Cooperation with international organizations

  1. COOMET will make best use of the results of work of international metrology organizations, e.g. the International Metre Convention and the International Organization of Legal Metrology, and also of other organizations of interest to metrology such as ISO, IEC, CODATA and will follow their recommendations in its activities.
  2. COOMET intends to cooperate, as far as there is mutual interest, with regional metrology organizations of the Euro-Asian region, mainly with:

and also with organizations of oter regions.

 

Section 10 – Validity of Memorandum

  1. This Memorandum will come into operation on the date of having been signed by at least four Signatories and remain open to further participants.
  2. This Memorandum may at any time be amended by written agreement by at least three quarters of the Signatories.
  3. If a Member on behalf of which this memorandum has been signed, for any reason whatever intends to terminate its participation in COOMET, it shall notify the President of the COOMET Committee of its intention, not later than six months beforehand.
  4. This Memorandum is concluded for a term of five years. Unless within this five-year period revision or termination is proposed to the COOMET Committee by at least one third of the Signatories this Memorandum of Understanding will remain in effect for another five-year period.

 

Section 11 – Liminations

  1. Decisions of COOMET are of an exclusively recommendatory nature.
  2. The Secretariat’s activities are financed at the expenses of a COOMET Committee presiding Party. The other COOMET Members can extend financial support on a voluntary basis to the Secretariat, the Presidential Council and other COOMET bodies for the implementation of particular arrangements.
  3. This Memorandum does not limit the rights and obligations of the COOMET Members arising from other bilateral or multilateral agreements of cooperations.

 

Done at Warsaw on the 12th of June 1991 in English and Russian,

updated and amended at the 10th COOMET Committee meeting

in Almaty, Kazakhstan on May 25-26, 2000

and

at the 12 COOMET Committee Meeting

in Havana, Cuba, on May 6-7, 2002

 

 

 

 

 

 

 

 

 

RULES OF PROCEDURE

Rules of Procedure presented below have been agreed at the first Meeting of the COOMET Committee held in Warsaw on November 13 and 14, 1991 and updated and amended at the 10th COOMET Committee meeting in Almaty on May 25 and 26, 2000 and at 12 COOMET Committee Meeting in Havana on 6-7 of May 2002.

They amend the description of the COOMET structure and activities which are part of the Memorandum of Understanding and have been adopted in accordance with Article 7 Section 5 of the Memorandum and should promote the effective solving of cooperation problems in the shortest time possible according to established procedures using modern information technologies and communication facilities.

 

 

  1. MEMBERS OF COOMET AND MEMBERS OF COOMET COMMITTEE
  2. 1.1. From each State only one National Metrology Institution on behalf of which the Memorandum of Understanding has been signed, may be a Member of COOMET.

    1.2. Each COOMET Member must inform the President of the name and address of its appointed Committee Member.

    1.3.The Committee shall elect its President in open voting, by a simple majority of votes.

    1.4. A COOMET Member not represented at two consecutive Committee meetings without giving the reasons for his absence shall be considered as having terminated its participation in COOMET.

     

  3. COOMET PROJECTS
    1. GENERAL

For each collaborative project a COOMET Project Form must be completed and sent to the Secretariat, which will arrange for its distribution to all Committee Members and to the appropriate head of relevant SC/TC. This will enable all COOMET Members to keep themselves informed of areas of possible cooperation providing them the opportunity to join a cooperation.

Three separate forms are available:

Proposals for COOMET collaboration projects may be presented at any time. The collection of Agreed COOMET Projects will represent the working program of COOMET.

The Committee Members will monitor the COOMET Projects to ensure they are in agreement with COOMET‘s aims and tasks and are conducted in accordance with the adopted procedures. The COOMET cooperation can be extended to involve institutions from non-Member countries in the projects provided the participants of the cooperation agree.

 

 

 

 

    1. SUBJECT FIELDS
    2. The Project should belong to one of the following subject fields:

      Acoustics, ultrasound, vibration;

      Electricity and magnetism;

      Flow measurement;

      Ionizing radiation and radioactivity;

      Length and angle;

      Mass and related quantities;

      Photometry and radiometry;

      Physical chemistry;

      Thermometry and thermal physics;

      Time and frequency;

      Reference materials;

      General questions concerning measurements (General metrology);

      Legal metrology;

      Accreditation and quality systems;

      Information and Information technologies;

      Training and rising proficiency level of experts;

      Improvement of COOMET activities.

       

    3. PROPOSED COOMET PROJECT
    4. The Proposer of a project shall fill in a form (Annex 1), and via the COOMET Committee member of his country he shall send it to the COOMET Secretariat. The COOMET Secretariat shall register the project and distribute the form to the head of relevant SC/TC as well as to all COOMET Committee members who will inform the Proposer and the COOMET Secretariat of their interest within a period of three months.

      In case thet no further COOMET Member is interested in the fulfilment of the proposed theme, it can remain on the list of proposed projects for up to one year.

       

    5. AGREED COOMET PROJECT
    6. Agreed COOMET Project Forms, Annex 2, must be used when agreement has already bean reached between a number of partners to undertake a specific collaborative project. It is only through the completion of this Form that COOMET Members will be advised of the agreement in question.

      The Working Group set up for accomplishing the project shall be composed of the persons stated in the Form. The Coordinator of the Working Group shall be responsible for keeping the relevant SC/TC informed of the progress of the project.

      Once completed the Agreed COOMET Project Form should be sent by the Coordinator to the head of relevant SC/TC and to the COOMET Secretariat for distribution to the Committee Members and also for inclusion of the project in the COOMET Working Program and in the data base.

      Should a modification e.g. of the composition of the Working Group or of the scope of the project be decided later, a revised Agreed Project Form shall be circulated.

       

       

       

       

       

    7. COOMET PROJECT PROGRESS/FINAL REPORT
    8. This Form, Annex 3, should be used by Coordinators for reporting the progress on Agreed COOMET Projects, once a year.

      A Final Report must be prepared when a Project is completed.

      In this Report the results obtained should be presented and possible applications stated. Comments on the advantages of undertaking the work collaboratively through COOMET would be useful.

      The Final Report is not deemed as a publication of the work.

      Collaborators are encouraged to publish their work through usual channels, mentioning it was undertaken as a COOMET cooperation.

      The Coordinator should send completed Final Report Form to the head of relevant SC/TC and to the COOMET Secretariat.

    9. CANCELLATION OF COOMET PROJECTS

According to suggestions of heads of SC/TC the COOMET Secretariat excludes projects from Working Programme, which are found to be unpromising and obsolete, however, retaining the information of such projects.

 

 

3. Annual reports on the COOMET bodies ACTIVITIES

3.1 A coordinator of WG dealing with the agreed COOMET projects sends annually the intermediate progress report on the project to the head of relevant SC/TC till 31 of January.

The head of SC/TC can address coordinator of WG with a request to submit information on the progress with a certain project in a month time before the meeting of SC/TC.

3.2 The head of SC/TC prepares Annual progress report of SC/TC and forwards it to the Chairman of relevant COOMET Structural Body (SBC) till the end of February.

3.3 Based on the reports of SC/TC the Chairmans of COOMET Structural Bodies prepare reports on the activities of their COOMET bodies and forward them to COOMET Secretariat and represent them at the COOMET Committee meeting.

3.4 Annual reports of the Chairmans of COOMET Structural Bodies established to fulfil specific tasks in the framework of COOMET, should have the following Sections:

  1. general characteristic of the cooperation in the respective field including information on specific works and projects being carried out and on the participants engaged in cooperation;
  2. results of the last meetings of SBC and subordinated SC/TC;
  3. review of the projects completed and information on the use of the results obtained;
  4. problems of cooperation with international and regional organizations in the respective field of cooperation;
  5. activities for the implementation of International Agreements (for instance, the Mutual Recognition Arrangement of national measurement standards and similar arrangements);
  6. information on a prospective place and date for the following meetings of SBC and subordinated SC /TC;
  7. proposals for resolutions of the COOMET Committee Meeting.

The total volume of the report should not exceed three to five pages.

3.5 COOMET Secretariat prepares Annual report on COOMET activities based on the reports, which are submitted by Structural bodies, and distributes it to the Committee Members before the Committee Meeting.

 

4. COMMITTEE MEETINGS / Convocation and procedure

4.1. The President will decide on the place and date of the Meeting, taking into consideration the proposals formulated by Committee Members during their last Meeting.

4.2. The President shall notify about the Meeting at least ten weeks in advance and also send the preliminary draft agenda with the request to inform the President within three weeks‘ time of their amendments and more precise definitions.

4.3. Delegates will be sent a draft agenda at least four weeks in advance of the Meeting.

4.4. The agenda shall be decided by the Committee at the beginning of the Meeting.

4.5. A quorum will be constituted by more than half the Committee Members.

4.6. The Committee will attempt to reach conclusions by consensus whenever possible. If a compromise cannot be reached, the different points of view shall be recorded in the minutes.

4.7. A draft report of the Committee Meeting shall be circulated by the Secretariat to all Committee Members within 3 month of the Meeting. In order to speed up the realization of the resolutions adopted at the Committee meeting, it is recommended to the COOMET Secretariat to prepare and distribute to the Committee Members the list of drafts of such resolutions at the end of the Meeting. Approval of the Minutes of relevant Committee meeting is effected through e-mail correspondence during 1 month after they were received from the COOMET Secretariat.

4.8. Between the Meetings the Committee can rise discussions on any questions by correspondence involving all Committee Members and also solve problems of cooperation at the Presidential Council, the meetings of which are convened by the President as required, but not less than once a year between the COOMET Committee Meetings.

4.9. Similar rules may be followed by all structural and working bodies of COOMET.

 

 

5. AMENDMENT OF RULES OF PROCEDURE

These Rules of Procedure can be amended only by a majority of at least half the Committee Members.