Device Manual. Version 1.1

Transcription

1 Device Manual Version 1.1 i The effective date of version 1.1 is June 26, When the document is effective, version 1.1 supersedes all previous versions.

2 Table of contents Table of revisions... 4 Audience and use... 4 Terms, Conditions and Termination Establishment field list Establishment identification number Legal name... 5 Devices owned by an individual... 5 Rented devices... 6 New legal name, change of ownership... 6 Updating the legal name, no change of ownership Operating name Banner... 7 Second banner, same ownership... 7 Second banner, separate ownership... 8 Same banner, separate ownership... 8 Updating the banner, no change of ownership Address... 8 Rural and remote locations City Province Postal code Telephone number Directions Details of establishment s contact person Device and examination data fields Serial number Missing or illegible serial numbers Weighing systems with multiple load receiving elements Approval number(s) Device type Device sub-type Trade sector Capacity and interval For volumetric measuring systems For a multiple dimension measuring device (MDMD) For a timber dimension measuring device (TDMD) Device status Product type Examination (inspection) types Authorized service providers (in the presence of Measurement Canada) Accredited organizations Registered organizations Measurement Canada Technician ID (MC Only) Page 2 of 29

3 2.11 Seal status As Found Degree of measurement inaccuracy identified Other codes Examination result Equipment used (section used only by MC) Physical standard type (section used by ASPs only) Physical standard ID Authorized service provider standards Measurement Canada standards Comments Generic annotations Gravimetric annotations Volumetric annotations Typical generic names and density: Project Number (Measurement Canada only) Page 3 of 29

4 Table of revisions Version Date 1.0 February 2016 Revisions The Device Manual, version 1.0 reflects all updates since the Online Reporting Application (ORA) User Manual, version 3.1. The document is derived from sections B and C of the Online Reporting Application (ORA) User Manual, version 3.1. Content updates: Delete Note 2 from section 2.6 Capacity and Interval. Add code P to section 2.12 As-Found. Put lists in tables. 1.1 June 2018 Updated title page with new departmental name and corporate signature. Updated Authorised service provider standards in the Physical standard ID section. Audience and use The Device Manual is intended for use by prospective and current authorized service providers (ASPs) and Measurement Canada (MC) employees. The information provided in this document is Establishment and Device information requirements related to examinations conducted under the authority of the Weights and Measures Act 1 and associated Regulations. 2 Within this document: Tips and tricks will be highlighted in boxes entitled Tips and tricks. Application fields will be indicated by text in a box. Document names and acts will always be indicated in italics; when hyperlinks are included, the reference will be italic, underlined. The controlled version of the Device Manual is available on the Measurement Canada website. Printed PDF, printed HTML or downloaded copies are considered uncontrolled versions. People using a version other than from the website must regularly verify their copy against the online version to ensure their copy matches the website version Page 4 of 29

5 Terms, Conditions and Termination Online Reporting Application (ORA) users are bound by the terms and conditions of ORA, as outlined in the Online Reporting Application Terms and Conditions of Use. 3 Users are further required to comply with Innovation, Science and Economic Development Canada s Terms and Conditions. 4 Measurement Canada may at its sole and absolute discretion cancel or terminate your right to use ORA or any part of the application at any time, without notice or liability to you or any other person. 1.0 Establishment field list 1.1 Establishment identification number The establishment identification number (ID) is a database generated seven digit number that is specific to an establishment. 1.2 Legal name The Legal name of the establishment that owns the device as it appears on permits, government or corporate documents. Legal name will appear on the Device Examination Certificate or Device Transfer Notice. When submitting an establishment legal name change, make the necessary changes and include a note in the Comments field to the ORA Support Desk indicating why you have changed the Legal name of the establishment. Devices owned by an individual When an individual owns devices (and not a company or corporation), record the individual s name in the Legal name field. For example, Dennis Jones owns a scale; Dennis Jones would be entered as the establishment s Legal name Page 5 of 29

6 Rented devices When a device is rented, the full Legal name of the company or individual using the device is recorded in the Legal name field. Tips and tricks Update ORA establishment details to reflect ownership changes Ownership changes do not get changed by submitting an Establishment legal name change in ORA. A change in ownership requires that the old establishment be closed, a new establishment be added (to reflect the new owner) and any devices moved from the old business to the new business be transferred in ORA. New legal name, change of ownership If the Legal name of an establishment changes because there is a new owner, then the establishment should be considered a new establishment in ORA. For example, a current establishment in ORA is listed as Clark Street Meats Ltd. A new owner buys the establishment and its new legal name is now Ontario Ltd doing business as Clark Street Meats. For this example, the following steps would need to be completed in ORA: 1. Add a new establishment: Legal name: Ontario Ltd Operating name: Clark Street Meats Banner: IND Include a note to the ORA Support Desk in the Comments field (e.g.: Change in ownership, new establishment created ). 2. Transfer any devices from the old establishment that being used by the new establishment (refer to the ORA User Manual for the steps to transfer devices). 3. Close the old establishment (refer to the ORA User Manual). Include a note to the ORA Support Desk in the Comments field (e.g.: Change of ownership, old establishment closed ). Updating the legal name, no change of ownership There are some establishments in ORA that do not have the correct Legal name recorded. In these cases, the legal name should be updated. An establishment s Legal name is only updated in the following types of situations: The recorded name has spelling errors. A combination of the Legal name and Operating name is recorded. The operating name is recorded as the Legal name. The store number is missing. Page 6 of 29

7 Where applicable, Ltd. or Inc. is missing from the Legal name in ORA. When submitting an establishment legal name change, make the necessary changes and include a note in the Comments field to the ORA Support Desk indicating why you have changed the Legal name of the establishment. 1.3 Operating name The Operating Name is the name that an establishment operates as or does business as (DBA), typically displayed on signs. For example a company with the legal name Ontario Ltd may be doing business as Joe s Deli. Tips and tricks Leave Operating name field empty when Legal name is the same. Tips and tricks Add the Banner name to a blank Operating name field If an establishment has no Operating name, you can add the Banner here. ORA s Search function becomes improved over time if you add the Banner in the Operating name field when establishments do not have an Operating name. 1.4 Banner Banner refers to the main banner or company name for the store or company chain under which the establishment operates (e.g. Petro Canada, 7-Eleven, etc.). Banners are created for a group of establishments which share common ownership or are part of a franchise or chain of companies. Second banner, same ownership In the case of a location with more than one banner but only one establishment operates the whole site (e.g.: a Shell gas station also has Superior propane dispensers), the ORA Banner name is the main banner for the establishment (i.e.: Shell). Page 7 of 29

8 Second banner, separate ownership Where a location has two establishments operating from the same site (i.e.: two separate legal entities each have devices at the same physical location), there needs to be two establishments in ORA. For example, a Shell gas station owns the gas pumps but has an agreement whereby a Superior propane dispenser operates from the same location under separate ownership. One establishment would be the Shell station and one establishment would be the Superior propane business. Same banner, separate ownership If the devices are owned by a separate legal entity that operates under a larger banner, then the establishment would be a separate establishment, but the Banner would be common to the overall establishment. Example: a deli that is independently owned operates within a large grocery store chain facility under the overall banner. Updating the banner, no change of ownership The banner of an establishment often changes without there being any changes to the ownership of an establishment. An owner may change from one franchise to another or drop the franchise name altogether. If the legal name does not change the banner can be simply updated without providing a comment to ORA Support Desk. However if there is a Legal name change as well as the Banner, refer to section 1.2 for details. Tips and tricks New Banner needed If a store or company chain has at least five locations and cannot be found in the list of Banners, use Compose general message in ORA (or IC.ORA- ADEL.IC@Canada.ca) to request the ORA Support update the Banner Table. 1.5 Address The ORA Support Desk notifies users of changes to the Banner Table. The street address of the establishment where the device is physically located. ORA validates new address entries by searching an address database, which does not include all addresses and is occasionally unable to validate an address. If that happens, you will receive the following message: ORA was unable to validate this address. Please verify the address and if it is correct, press the Save button again. Verify your data entry and select save again to add the address. Page 8 of 29

9 Rural and remote locations If the establishment is a rural or remote location (i.e. has no physical street address) enter one of the following in the address field: road name, intersection, highway mile marker, site name, or some other identifier that will assist others in locating the establishment (GPS coordinates are entered in the Directions field). Entry of a mailing address and post office box is acceptable as long as details of the devices actual location are entered in the Directions field. Provide as much detail as possible in the Address field if an actual address (e.g.: 235 Queen Street) is not possible. The purpose of adding the additional detail for non-street addresses is to provide information on where the device is physically located for future examinations. 1.6 City The city, town or village where the device is located as designated by the Canada Post Corporation. Names of previously amalgamated cities, towns etc., can be used if these names continue to exist with the Canada Post Corporation. If the establishment is a rural or remote location, enter the closest city, town or village in the City field. 1.7 Province The province of the establishment where the device is located. Note: The province entered must correspond to the address information added. 1.8 Postal code The Canada Post Corporation postal code for the establishment s location. The format that should be entered: A0A 0A0. If the establishment is a rural or remote location, enter the postal code for the closest city, town or village. Note: The postal code entered dictates the region and district contacts within Measurement Canada and must also match the information entered in the City field. Page 9 of 29

10 1.9 Telephone number The telephone number of the establishment. Enter the format as Directions Provide directions on how to locate the device when an establishment: does not have a street address, or is difficult to locate. For example: 1 kilometer north and 2 kilometers west of town X. Clear, concise instructions on device location are of significant importance because the device in question may be difficult to locate based on the location provided in the Address field. Tips and tricks Tips for the Directions field If: Entering a mailing address or P.O. box in the Address field, providing directions is mandatory. If: A head office or mailing address is required, you can add it in the Directions field Details of establishment s contact person The primary contact person for the establishment where the device is located. A copy of the Device Examination Certificate or Transfer Notice will be ed or faxed to the contact identified here. The following information is required: Name Title address (name@domain.com) and/or fax number ( ) Page 10 of 29

11 2.0 Device and examination data fields 2.1 Serial number The alpha-numeric identification number of the device or component as indicated on the serial plate of the device must be recorded. The primary device will be recorded in the Serial number field of the Device information screen. The secondary serial number will be recorded in the Secondary serial number field and any other additional components will be added as a component. Refer to the Online Reporting Application (ORA) User Manual for information about adding and/or updating devices. Missing or illegible serial numbers If the serial number cannot be determined after checking in ORA, you should contact the nearest Measurement Canada office. The office will attempt to provide you with the serial number of the device by consulting Measurement Canada s database. If the serial number cannot be found, a unique number should be created. The following format is strongly recommended: technician number followed by ORA work order number. If the ID plate is missing, a new ID plate should be created containing all the information required by the Weights and Measures Regulations or specifications. Examination marking location must include an X to indicate that the plate and examination marking are not the originals, pursuant to Measurement Canada bulletin GEN-39. o Add comment REPLACEMENT ID PLATE in the Comments field. Tips and tricks Serial number The key element that identifies devices within establishments. ORA does not accept multiple devices with the same serial number in an establishment. Devices that have primary and secondary serial numbers can have multiple iterations of the device with the primary serial number because the secondary serial number differentiates the overall device. When a device has a primary and a secondary serial number, the only active device for the establishment should be the one with the correct combination of active primary and secondary serial numbers. Page 11 of 29

12 Notes: A single dispenser or refueller which is approved as a complete unit with an integral register will have a single serial number for the entire device. o In this case, the single serial number is recorded. For fuel dispenser and refueller serial numbers, where more than one meter is housed in a single cabinet and when the individual meters are identified by a common serial number (primary serial number) and a meter designator, record the primary unit number followed by the meter designator, exactly as it is on the serial number plate. o If the designators are not directly linked to the primary serial number, then record the primary serial number followed by the meter designator. Example: A1, A2, B1, B2 o To ensure consistency, wherever possible, compare the database serial plates with the new serial numbers to ensure that they are recorded in exactly the same format. Corrections and recommended deletions should be flagged to the ORA Support Desk for action. When a dispenser has been retrofit with an approved replacement register or automatic temperature compensation (ATC) kit, two serial numbers should be recorded; one for the dispenser and one for the register. Most other bulk metering systems will consist of a primary component and one or more separately approved secondary components each of which will have their own information plate and serial number. For gravimetric devices: Primary serial number (device entity): measuring element (base) Secondary serial number : electronic indicator Component: computer, load cell, etc. For volumetric devices: Primary serial number (device entity): measuring element (meter) Secondary serial number: register Component : ATC, pulser, etc. Weighing systems with multiple load receiving elements Refer to STP-26 5 for definitions and information. Provided in this document is only the information as it related to entering examination data in ORA. Type 1 - Multi-plex Each load receiving element must be a separate device in ORA Each must be identified in some manner, to prevent confusion (e.g.: Scale A, Scale B) The same indicating element must be listed for each of the load receiving elements 5 Page 12 of 29

13 Type 2 - Multi-deck Scenario A o Each load receiving element and its corresponding indicating element must be listed as a separate device in ORA. Load receiving element is primary serial number and the corresponding indicator is the secondary serial number. For each multi-deck scale, indicate in the certificate Comments field the serial numbers of all the primary elements that form the multi-deck scale Example: primary element serial numbers: , , 123 form a multi-deck scale. Scenario B o Each load receiving element and its corresponding indicating element must be listed as a separate device in ORA. Load receiving element is primary serial number and the corresponding indicator is the secondary serial number. For each multi-deck scale, indicate in the certificate Comments field the serial numbers of all the primary elements that form the multi-deck scale Example: primary element serial numbers: , , 123 form a multi-deck scale. Scenario C o STP-26 6 specifies two or more load receiving elements are integrated through a Junction Box and the aggregate signal is output to a single channel Approved indicating element. This is NOT considered a Multi-Deck Weighing System. 2.2 Approval number(s) Refer to Measurement Canada s Notice of Approvals Database 7 for device approval numbers. Tips and tricks Do not record Revision numbers for the Notices of Approval. The device s approval number is a required field. The approval number must be entered in full starting with the alpha prefix and followed by a four digit number. o Example: gravimetric: AM-1234, AM-1234T, volumetric AV-1234, AV-1234T, other: SD-WA-1234, S.WA-1234 If the approval number also contains a letter T or C, it should be recorded. The approval number must be entered for the device and, if applicable, each of the listed components Page 13 of 29

14 2.3 Device type The device type code represents the general type of device. Volumetric devices (dispensers, refuellers and bulk meters) are differentiated by capacity only. Refer to the Device types and sub-types tables. 2.4 Device sub-type The sub-type code describes in more detail the type of device. Refer to the Device types and subtypes tables. For information about altering the device type of a previously examined device, consult bulletin M Note 1: An unattended vehicle scale is: Designed and intended to be used without the presence of a full-time operator, or, When there is a trained operator for business during the day but not during business at night. Note 2: If a previously certified vehicle scale is modified to unattended operation, this will require recertification of the device. See bulletin M-08 9 for details. Contact your Measurement Canada regional gravimetric specialist if you have any questions on whether or not an examination is required or what tolerances are applicable Page 14 of 29

15 2.5 Trade sector Four digit numeric code entered for every device examined. Each device is subject to the requirements of the trade sector applicable to the product being measured. o Device(s) used to measure products in multiple sectors have to meet the requirements of the most stringent sector. Sector code represents the primary source of revenue generated by the product weighed or measured for trade purposes, by the device found at the establishment. o Exception: if a device falls within a category of trade subject to mandatory examinations, the trade sector for the mandatory examination period must be used. 10 Refer to the Trade sector tables for the list of trade categories and sub-categories and the inclusions and exclusions of each group. Tips and tricks Mandatory examination frequency If a device is used, even once within a year, in a trade category that is subject to a mandatory inspection frequency, the trade sector entered for the device must be the one applicable to the trade sector subject to mandatory examinations. 2.6 Capacity and interval To record legal capacity of a device in ORA, you must show it in terms of quantity and unit of measurement o For weighing devices: with respect to heavy duty scales, this refers to the initially examined capacity to which the device was certified. If appropriate, record Approved capacity in the Comments of the Work order. Tonne and tons are not recognized terms in ORA. Kilograms or pounds must be used. Note: If the device has one unit of measure, then record the Max & d values in this unit of measure. If the device is switch selectable for units of measure, please ensure that the metric unit of measure is recorded in the capacity field and a note is made in the comments that the device is capable of indicating in imperial (or other) units of measure as well. For volumetric measuring systems The approved maximum capacity of the device is to be recorded in the capacity field. The actual rate of flow at time of testing may be captured in the comments section of the work sheet Page 15 of 29

16 For a multiple dimension measuring device (MDMD) Enter the largest certified dimension in the Capacity field. o Typically, this will be length. In Comments, enter the overall dimensions, with the largest maximum certified dimension. o Each entry to be preceded by the appropriate designation L (length) W (width) H (height) Enter the certified interval for each corresponding dimension. When an MDMD is configured with a multi-interval axis, it is the minimum certified interval for the axis that must be recorded. The other interval information may be captured in the certificate comments. In case of a difference between approved and certified dimensions or intervals, the identification plate must reflect approved values. Note: For multi-interval and multi-range devices, the largest certified capacity and interval is to be captured in this field. When appropriate, the smaller intervals and ranges could be captured in the comments section. For a timber dimension measuring device (TDMD) Enter the largest certified diameter in the Capacity field. In Comments, enter the largest approved length. In Interval, enter the certified interval for the diameter. Enter the length interval information in the Comments field. In case of a difference between approved and certified dimensions or intervals, the identification plate must reflect approved values. 2.7 Device status Field indicates if a device is active or inactive. Page 16 of 29

17 2.8 Product type The Product type code identifies the product being measured by the device. Mandatory field for volumetric devices Must be recorded for all device types whenever the device is used to measure a specific product found on the list. For a complete list, refer to the Product code table devices. Tips and tricks Distillates and gasoline products are now separate codes. Distillates (diesel fuels, fuel oils, stove oils, bio-diesel and bio-diesel blends) are code 10. Gasoline (all grades of gasoline and alcohol blended gasoline) is code 11. If no Product type is found from the pull down menu, leave the Product type field as Select 2.9 Examination (inspection) types Authorized service providers (in the presence of Measurement Canada) When an examination is performed by a recognized technician of an accredited or registered organization in the presence of a Measurement Canada inspector (conducting a follow-up, product audit or unbiased marketplace monitoring examination with the technician), the following codes must be used by the recognized technician when instructed to do so by Measurement Canada: Type M1 Initial factory inspection by a recognized technician in the presence of Measurement Canada The first inspection of a device performed at a manufacturer s or dealer s premises by a recognized technician of an accredited or registered organization in the presence of Measurement Canada (include all examinations until the device has been certified for trade use for the first time). Type M2 Canada Initial field inspection by a recognized technician in the presence of Measurement The first examination of a device, performed by a recognized technician of an accredited or registered organization in the presence of Measurement Canada, the performance of which cannot be determined until it is installed on site for use in trade (include all examinations until the device has been certified for trade use for the first time). Page 17 of 29

18 Type M3 Canada Subsequent inspection by a recognized technician in the presence of Measurement Any examination of a device performed by a recognized technician of an accredited or registered organization in the presence of Measurement Canada, other than an initial factory or field examination, or a factory or field re-examination. All examinations conducted where more than six months have elapsed following the non-compliance of a device must also be coded as a type M3 examination (and not a re-examination). Note for Measurement Canada personnel: The M3 code is used when the examination by the recognized technician in the presence of Measurement Canada has been requested by a Measurement Canada Alternative Service Delivery team for the purpose of recognized technician monitoring. M3 is also to be used by the recognized technician when a subsequent examination is performed for the dual purposes of recognized technician monitoring and to collect data for unbiased marketplace monitoring targets. Type M7 Re-inspection by a recognized technician in the presence of Measurement Canada An examination of a device performed within six months following a subsequent examination in the presence of Measurement Canada that has determined the device did not meet the requirements of the Weights and Measures Act and Regulations. The purpose of the examination is to determine whether or not the device now conforms to the Act or the Regulations. This examination type includes pre-arranged examinations of rejected devices at service agency premises. This examination type does not include the re-examination of a device that has never been previously verified (initial examination), or examinations conducted where more than six months have elapsed following the non-compliance of a device. Note: The subsequent examination may have been performed by a Measurement Canada inspector or by a recognized technician of an authorized service provider. Type M12 Other subsequent inspection by a recognized technician in the presence of Measurement Canada Any examination performed by a recognized technician in the presence of Measurement Canada, of a device already in service and previously examined where the Measurement Canada inspector requests the technician use examination code M12. All examinations conducted in the presence of Measurement Canada where more than six months have elapsed following the noncompliance of a device must also be coded as a type M3 or M12 examination (and not a reexamination). Note for Measurement Canada personnel: This code is used when the result of the examination by the recognized technician in the presence of Measurement Canada will be used to meet unbiased marketplace monitoring targets and has not been requested by a Measurement Canada Alternative Service Delivery team. Completion of recognized technician monitoring forms is not required by Measurement Canada for examination type M12; however, any comments (positive and negative) regarding the recognized technician must be communicated to the applicable Measurement Canada Alternative Service Delivery team. The main purpose of this examination Page 18 of 29

19 type for Measurement Canada is to directly obtain as-found compliance data for devices in the marketplace and not to monitor the work of the technician. Accredited organizations Type A1 Initial factory inspection by an accredited organization The first examination of a device performed at a manufacturer s or dealer s premises by a recognized technician of an accredited organization (include all examinations until the device has been certified for trade use for the first time). Type A2 Initial field inspection by an accredited organization The first examination of a device, performed by a recognized technician of an accredited organization, the performance of which cannot be determined until it is installed on site for use in trade (include all examinations until the device has been certified for trade use for the first time). Type A3 Subsequent inspections by an accredited organization Any examination of a device performed by a recognized technician of an accredited organization, other than an initial factory or field examination, or a factory or field reexamination. All examinations conducted where more than six calendar months have elapsed following the non-compliance of a device must also be coded as a type A3 examination (and not a re-examination). Type A7 Re-inspection by an accredited organization An examination of a device performed within 6 calendar months following a subsequent examination that has determined the device did not meet the requirements of the Weights and Measures Act and Regulations. The examination is to determine whether or not the device now conforms to the Act or the regulations. Includes pre-arranged examinations of rejected devices at service agency premises. Does not include the re-examination of a device that has never been previously verified (initial examination), or examinations conducted where more than six calendar months have elapsed following the non-compliance of a device. Note: The subsequent examination may have been performed by a Measurement Canada inspector or by a recognized technician of an accredited or a registered organization. Registered organizations Type R1 Initial factory inspection by a registered organization The first examination of a device performed at a manufacturer s or dealer s premises by a recognized technician of a registered organization (include all examinations until the device has been certified for trade use for the first time). An initial examination should be coded as examination type R1 or R2. If the device is not complying with the regulations, it should be coded R1 or R2 and rejected. The marking should remain on the device as required by section 22 of the regulations. When the device is Page 19 of 29

20 subsequently examined, it should be examined under examination type R1 or R2 until it complies. Type R2 Initial field inspection by a registered organization The first examination of a device, performed by a recognized technician of a registered organization, the performance of which cannot be determined until it is installed on site for use in trade (include all examinations until the device has been certified for trade use for the first time). An initial examination should be coded as examination type R1 or R2. If the device is not complying with the regulations, it should be coded R1 or R2 and rejected. The marking should remain on the device as required by section 22 of the regulations. When the device is subsequently examined, it should be examined under examination type R1 or R2 until it complies. Type R3 Subsequent inspections by a registered organization Any examination of a device performed by a recognized technician of a registered organization, other than an initial factory or field examination, or a factory or field re-examination. All examinations conducted where more than six calendar months have elapsed following the noncompliance of a device must also be coded as a type R3 examination (and not a re-examination). Type R7 Re-inspection by a registered organization An examination of a device performed within 6 calendar months following a subsequent examination that has determined the device did not meet the requirements of the Act and Regulations. The examination is to determine whether or not the device now conforms to the Act or the regulations. Includes pre-arranged examinations of rejected devices at service agency premises. Does not include the re-examination of a device that has never been previously verified (Initial Examination), or examinations conducted where more than six calendar months have elapsed following the non-compliance of a device. Note: The subsequent examination may have been performed by a Measurement Canada inspector or by a recognized technician of an authorized service provider. Measurement Canada The list of codes below is for quick reference while using the Online Reporting Application. To see the definitions, refer to the Time Reporting Manual. If conducting a commodities examination, refer to the Commodities Manual for examination types. Page 20 of 29

21 Table 1 - Measurement Canada examination types Code Definition 0 Device removal examination type to deactivate a device that is found to be either Not for Use in Trade or Not Legal for Trade. This code is to be used in conjunction with As Found and Result codes X or Z. When this combination is used the results are recorded under the examined devices section of the Device Examination Certificate. ORA also provides a feature to deactivate a device (refer to the Online Reporting Application (ORA) User Manual for more details). Devices deactivated using this feature do not appear on the Device Examination Certificate. 1 Initial examination 3 Unbiased marketplace monitoring 4 Selective marketplace monitoring 5 Complaint 6 Request examination 7 Re-examination 8 Periodic examination 9 Approvals of type F4 Follow-up device examination P4 Product audit device examination Note: An initial examination should be coded examination type 1. If the device does not comply with the regulations, it should be coded 1 and rejected. The marking should remain on the device as required by section 22 of the regulations. When the device is re-examined, it should continue to be recorded as examination type 1 until it complies Technician ID (MC Only) ORA section to be completed by MC inspectors when performing follow-up (F4) or product audit (P4) examinations Seal status Refers to the status of the seal upon arrival at the establishment s premises. Table 2 - Seal status Code Status Definition 1 Initial Seal affixed by MC inspector or ASP recognized technician as part of initial examination. 2 Intact The seal is intact, indicating that the device has not been altered since last certification. 3 Broken The seal has been broken indicating that the device may have been modified or repaired since last certification Page 21 of 29

22 Code Status Definition 4 Missing The seal has been removed indicating that the device may have been modified or repaired since last certification Audit trail Electronic devices may be "sealed" by means of an audit trail. The audit trail must comply with the minimum requirements contained in the Terms and Conditions for the Approval of Metrological Software. For devices sealed by means of an audit trail, the technician / inspector should refer to the Notice of Approval for the device in question. 6 Not Sealable To be used if there is no practical means to affix a seal to the device (e.g. dial scales that cannot be physically sealed) or by Measurement Canada inspectors when entering examination data with an As found error of P past due 7 Not examined To be used by Measurement Canada inspectors when a full examination is not performed As Found The As found represents the device s compliance with the Weights and Measures Act 13 and Regulations or its As found status on arrival at the establishment s premises. Tips and tricks A device s As-found status is very important. As found is an indication of the performance of the marketplace. Further, As found is a factor that assists MC in: 1- determining frequency of trade sector certification periods 2- the focus of Measurement Canada s marketplace monitoring programs. Errors identified in As Found will be compared to identify trends. This as found infraction code must be recorded prior to the adjustment and/or repair of each device. For initial examinations, an "as found" infraction for the degree of measurement inaccuracy should be recorded as C (Compliant) if the result is V (Verified). All other "as found" infractions are still required, when applicable. If more than one infraction error is found, the most important infraction from the prioritized list below must be recorded in the as found field. Any other errors are to be recorded in the Comments field Page 22 of 29

23 Degree of measurement inaccuracy identified Table 3 - Degree of measurement inaccuracy codes Type Description D9 >9 tolerances disadvantages consumer D8 >8 but <=9 tolerances disadvantages consumer D7 >7 but <=8 tolerances disadvantages consumer D6 >6 but <=7 tolerances disadvantages consumer D5 >5 but <=6 tolerances disadvantages consumer D4 >4 but <=5 tolerances disadvantages consumer D3 >3 but <=4 tolerances disadvantages consumer D2 >2 but <=3 tolerances disadvantages consumer D1 >1 but <=2 tolerances disadvantages consumer 9 >9 tolerance disadvantages trader 8 >8 but <=9 tolerances disadvantages trader 7 >7 but <=8 tolerances disadvantages trader 6 >6 but <=7 tolerances disadvantages trader 5 >5 but <=6 tolerances disadvantages trader 4 >4 but <=5 tolerances disadvantages trader 3 >3 but <=4 tolerances disadvantages trader 2 >2 but <=3 tolerances disadvantages trader 1 >1 but <=2 tolerances disadvantages trader Other codes Table 4 - Other codes Type Status Description C Compliant No measurement inaccuracy N Non measurement A device that meets applicable performance, installation and use specifications, but that violates one or more specifications for design, composition or construction. I Installation A device that meets all applicable specifications with the exception of applicable installation specifications. U Usage infraction A device that meets all applicable performance specifications but is used in a manner that causes a weighing or measuring infraction. Note: A device must not be non-verified where device Usage U is the only contravention. The infraction code U must be utilized in instances where the authorized service provider believes a warning letter is warranted and wishes to bring the matter to the attention of his supervisor or Measurement Canada. X Not for use in trade For Measurement Canada use only Z Not legal for trade For Measurement Canada use only P Past due For Measurement Canada use only. Page 23 of 29

24 Type Status Description 2.13 Examination result The P - Past due as found code is used for devices that are overdue (i.e. the next examination due date has passed). An examination of these devices is not required in order to issue a Device Examination Certificate with a P Past due as found code The following is a list of codes representing the result of a device examination. Table 5 - Examination result codes Type Status Definition Notes V Verified When the Service contract requirements may apply limits of device is within the allowable error that are more restrictive than the legislated limits of error for the device. limit of error. Adjustments to bring devices within these service contract requirements may be noted in the comments section and test reports but are not reported as adjustments for certification / monitoring W Warning Error against trader (see Note 2) R Rejected Error against consumer (see Note 1) purposes. Used when an error greater than the limit of error or other infraction is discovered and the device must not be brought into compliance during the examination/service. The device must undergo a Re-examination at a later date, i.e. after servicing to correct the error, for it to be verified. Used when an error greater than the limit of error or other infraction is discovered and the device must not be brought into compliance during the examination/service. The device must undergo a re-examination at a later date, ergo, after servicing to correct the error, for it to be verified. Page 24 of 29

25 Type Status Definition Notes S Seized Measurement If the examination result is S Seized then the Canada only certificate must be annotated, the trader explained his responsibilities and a signature obtained received from the trader. When a device is found to be used in trade without having been initially examined pursuant to section 8 of the Weights and Measures Act 14 and the device cannot be readily examined. o If the device will not pass without servicing, or the technician / inspector may not have the equipment with them, etc - the device cannot be readily examined. o It is therefore seized according to the procedures outlined and the examination certificate is completed with an "S" as the examination result and an "X" as the as found infraction code. X Z Not for use in trade Not legal for trade Measurement Canada only Measurement Canada only According to the Enforcement Policy, where an unapproved device is used in trade, the device is seized. This would appear as an "S" in the examination result field and a "Z" in the as found infraction field. Use Examination Type 0" for this examination result Use Examination Type 0" for this examination result Note 1: Reject (R) Codes must be used when the consumer would be disadvantaged due to the error. This could be caused by a device used for selling, over-indicating, or a device used for buying, under-indicating. See Note 3 below. The examination results R with an as found infraction code of X (not for use in trade) or Z (not legal for trade) devices, may be used under the direction of the District Manager. Note 2: Warning (W) codes must be used where a device is found operating with any measurement errors deemed in favour of the consumer; operating with any non-measurement infractions; or installation errors not deemed to favour the trader. See Note 3 below Page 25 of 29

26 Note 3: When coding a rejection or warning, it is imperative that the technician properly ascertain all modes of usage for the device. If the device may be used for both buying and selling, then any measurement error must be coded as reject (R) error. Note 4: These examples of adjustments are considered part of the day-to-day use of the device: gross/tare reset; level (if minor and does not affect accuracy); zero (where it is push button or externally accessible); centering of weigh beam Equipment used (section used only by MC) This is the equipment number that was used for the examination, as found on the Equipment Usage Table Physical standard type (section used by ASPs only) Entered as a numeric value on the Device Examination Worksheet; indicates the type of physical standard used in the examination. Table 6 - Physical standard type codes Code Description 1 Open neck prover 3 Gravimetric prover 4 Vapour displacement prover 5 Pipe prover 6 Mass standard (volumetric) 7 Mass standard (gravimetric) 8 Reference meter prover 10 Pipe prover with entirely mechanical means of registration 2.16 Physical standard ID This indicates the physical standard identification number that is assigned to the standard used for the examination. If more than one standard was used during the examination, select on the Add Standard ID link to add standards. If a range of standards was used for the examination, indicate the name of the standards set, the range used and individual capacity: PAC kg. Authorized service provider standards The standards set number or the standard serial number indicated on the Measurement Canada Certificate of Designation must be entered in this field. o If a standards set is being used, include the range used and the capacity of each standard used from the set. Page 26 of 29

27 o Ensure the Certificate of Designation is not expired. The authorized service provider must use the numbering system in a consistent manner to facilitate the traceability of standards used. Measurement Canada standards Number assigned by the Measurement Canada calibration laboratory or the number found on the current Measurement Canada Certificate of Designation Comments Comments which the ASP recognized technician or MC inspector deemed necessary for data capture (i.e. reasons for device non-verification, annotations or restrictions, etc.) are to be recorded in ORA in the comment line for each device result. A comment can also be added to indicate the truck numbers when examining truck meters. Information in situations where approvals allow for the use of audit trails instead of the usual wire seals must be recorded in the comments section (refer to specific approval document). A list of comments (annotations and restrictions) and definitions has been included, as follows: Generic annotations Repairs not carried out Name plate missing Unreadable serial number Gravimetric annotations Defective indicating element Repeatability / section error Table 7 - Gravimetric annotations Annotation This device is not suitable for buying or selling precious metals at the retail level. Industrial or wholesale use only. This device is not suitable for buying or selling gemstones. Not to be used to weigh a net load of less than << xxx >> kilograms. Portable installation valid until << date >>. Description and notes Mandatory annotation applicable to the initial examination of any Class II device with e > g (10 mg). Mandatory annotation applicable to the initial examination of any Class II device with e > g (1 mg), including those devices noted above. Minimum weight that can be weighed on the device as configured. This annotation must be used where there exists a possibility that the device will be used below this minimum. Annotation required when placing a portable vehicle scale in a portable installation. Date is generally no more than one year Page 27 of 29

28 Annotation For Prepacking Use Only Approaches were not completed at the time of initial examination. Device owner agrees to complete the approaches in accordance with section 63 (NAWDS), by May 31, XXXX. This device is not to be used for multi-draft weighing. This device was examined at the factory as a portable unit. All permanent installations will be subject to pertinent requirements. Suitable access to be provided/maintained for subsequent testing. Description and notes after the examination date. Actual date to be determined by an ASP technician or an MC inspector. See STP-7 for more information. For devices which are designed for use in prepackaging situations only (i.e. Retail Food). For vehicle scale systems installed in the winter months, when it is not always feasible to provide either permanent foundations or approaches due to ground frost. Note: With regard to approaches for vehicle scales only, when an initial examination is scheduled by Measurement Canada or an authorized service provider, a letter of intent to complete the approaches meeting legislative requirements by May 31 of the following year, signed by the perspective device owner, must be sent to the District Manager of the nearest Measurement Canada district Office. This annotation must be used whenever a short-deck vehicle scale is examined and there is reasonable expectation that it may be used to weigh vehicles which are too long to be fully supported by the load receiving element. A typical situation is a 10m scale at a gravel pit with truck and pup combinations. Annotation must used where a portable device is examined in a factory situation but may ultimately be installed permanently. Annotation must be used whenever access to the device is likely to be subsequently impeded following initial examination. Typical installations include livestock scales which often have corrals built around them which make subsequent access with test equipment impossible. Volumetric annotations Defective ATC Table 8 - Volumetric annotations Annotation Meter # "X" must not be used at flow rates less than [minimum flow rate] Meter # "X" product depletion test conducted at XXX lpm Description and notes In cases where it is possible to operate a meter below its minimum flow rate. In some cases, a device owner or service company will slow down the delivery rate of a system so that it may pass the product depletion test. As they may increase the flow rate Page 28 of 29