TC-153604-02

Guideline for Quality Committee (TC QS) Technical

Work

Fifth Edition

February 2015

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Document: TC-153604-02
Approved: Feb. 2015
Contents

1. Introduction ............................................................................................................................................. 3

2. Structure of Quality Committee (TC QS) ........................................................................................... 3

3. Functions of the Quality Committee (TC QS) ................................................................................... 3

4. Functions of the Committee Chairperson .......................................................................................... 4

5. Functions of the Committee Secretary. ............................................................................................. 5

6. Committee Meetings ............................................................................................................................. 5

7. Committee Decisions. ........................................................................................................................... 6

8. Procedures for the work of Quality committee (TC QS) .................................................................. 6

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Document: TC-153604-01
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1. Introduction

Based on the recommendations of GULFMET assembly in its second meeting held in Dubai on September
26, 2011; which included the recommendation to form a committee for Quality in Metrology under the
umbrella of GULFMET, the Technical Council has approved in its twenty-fourth meeting (Riyadh October
27 to 29, 2011) this recommendation and agrees that the United Arab Emirates will host the secretariat of the
committee.

And based on the decision of the GSO Technical Council at its 34th meeting held in Riyadh on 24-25
December 2014, which includes the mandate of the GSO Secretariat to review technical work manuals and
to contribute to support the participation of Member States in the meetings of the technical committees, this
manual has been revised to be in line with the directions and aspirations of the Technical Council.

2. Structure of Quality Committee (TC QS)

Quality Committee consists of metrology specialists in the field of measurement, calibration and
quality nominated by National Metrology Institute and Designated Institute (NMIs/Dis) of the
member state and associated member state and they may nominate more than one member in the
Committee or apologize for participating in the Committee. Each member state associated member
state has one vote only when voting on recommendations or decisions. Member states and
associated member state can also nominate members from outside the National Metrology Institute
and Designated Institute (NMIs/Dis).

In all cases, the number of working members must not be less than three members representing
three member states of the assembly. Any member state of the assembly can join the committee/
or withdraw its participation at any time through notifying GULFMET Chairman in writing.

3. Functions of the Quality Committee (TC QS)

The Quality in Metrology Committee; which comes under the umbrella of GULFMET, aims at
achieving the goals of the International Committee for Weights and Measures–Mutual Recognition
Arrangement (CIPM MRA) with bodies and regional organizations working in the field of metrology
(RMO); to achieve a degree of parity in the measurement standards for National Metrology
Institutes/Designated Institutes (NMIs/ DIs) and to have a mutual international recognition of
calibration certificates issued by them, with a view to creating a reliable, transparent and inclusive
database for technical information that will provide governments and concerned parties with the
required information and will broaden the scope of recognition to facilitate international trade and
facilitate compliance with related legislations as well.
Accordingly; Quality in Metrology Committee is responsible for carrying out all the required activities of
GULFMET as a regional body of Metrology (RMO) in order to fulfill the requirements of the international
recognition (CIPM MRA) as follows:

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 1. Preparation of the committee annual plans which should be in line with GULFMET policies and
plans; plus implementing them.
2. Identification of targets and indicators related to the Committee work and trying to achieve them.
3. Coordination of the activities of GULFMET with a view to creating and enhancing confidence in
fulfilling the requirements of CIPM MRA relating to quality management systems (QMS) of
member NMIs/ DIs.
4. Supporting the implementation of a quality management system (QMS) in member NMIs/ DIs
based on the requirements of the international standard ISO/IEC 17025, in accordance with the
requirements of JCRB and GULFMET guidelines.
5. Taking all needed actions to perform Peer Reviews for NMIs/ DIs quality management systems.
6. Reporting to GULFMET Chairman the following:

A. The degree of fulfillment of the requirements by NMIs/DIs.

B. The degree of confidence in the quality management system (QMS) of NMIs/DIs and their
ability to fulfill the requirements of CIPM MRA.

7. Monitoring the continuous implementation of the quality management system through raising the
annual reports and, when necessary, through onsite visits and peer reviews.
8. Providing the needed information to NMIs/DIs and intensify communication with them through TC
QS forums on GSO web site to strengthen their knowledge and enhance their skills and
experience.
9. Study all substantive issues referred to it by GULFMET and raise needed recommendations.
10. Quality in Metrology Committee is considered a Technical Advisory Committee for GULFMET
which is guided by in the field of its specialization and facilitates decision making for GULFMET
with regard to technical issues raised to it.

4. Functions of the Committee Chairperson

The TC Chairperson shall be appointed from one of the members of the concerned committee by election.
Priority in nominating the chair of the technical committee is given to the citizens of the member states. In
case this is not possible, one of the experts can be elected from the non-citizens of the member states, and
the term of the committee chair is three years, renewable for one time, and the TC chair shall assume the
following duties and responsibilities:
4.1 Adhere to GULFMET Strategy and Policy.
4.2 develop and Implement of the Committee’s Action Plan according to the defined time frame and
measuring performance indicators.
4.3 Chairing and Managing Technical Committee meetings, organizing discussions and giving the
opportunity for all members to speak and express their views in the committee meetings.
4.4 Guide the discussions in order to serve the topics without going out of them and convergence of
views on the topics, decisions and recommendations presented to the Committee.
4.5 Announcement of voting results, proposals and recommendations that have been agreed upon
before the end of the meeting.
4.6 Raise periodic reports to GULFMET secretariat about Committee functioning.
4.7 Representation of the GULFMET in regional and international meetings and conferences related to
the work of the Committee.
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Document: TC-153604-02
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5. Functions of the Committee Secretary.
The Secretary of the Committee is appointed from one of its members by election for a period of three years,
renewable more than once, and shall undertake the following tasks and responsibilities:

5.1 Prepare a draft project plans and objectives of the Committee.

5.2 Prepare for the meeting, invite members, and prepare needed documents & distributing them in
advance.
5.3 Perform all correspondence relating to the Committee through the committee forum and the electronic
messaging whenever possible.
5.4 Coordinating among Committee members.
5.5 Preparing committee performance reports.
5.1 Preparing meetings’ agenda meetings minutes of meetings then distribute to members.
5.2 Following-up the work of the committee through effective implementation of the recommendations
and decisions adopted by the Committee in its meetings or through electronic messaging.
5.8 Coordinating between the Committee and GULFMET Secretariat in respect of the Committee’s
activities.

6. Committee Meetings

6.1 The GULFMET encourages rotation of meetings of TC QS through Member and Associate member
States. If not possible, the presidency state shall host the meeting of the relevant Committee.
6.2 The TC QS meetings shall be planned, and their date and place are to be announced on the relevant
TC forum and GULFMET website.
6.3 The TC QS Secretary obligated to invite the members of the Committee and the Secretariat of the
GULFMET to meet 45 days ahead of time. The invitation letter should specify the maximum date for
confirmation of participation.
6.4 The TC QS members of the are to confirm their participation or non-participation in the meeting
according to the date specified in the letter of invitation or one week before the date of meeting in order
to ensure the quorum is completed.
6.5 The Secretary of the TC QS is to confirm the date and place of the meeting of the Committee upon the
completion of the quorum through the TC QS‘s forum.
6.6 The absence of a member of the TC QS who confirmed his participation in the meeting should not
affect the legality of the meeting of the Committee in terms of quorum.
6.7 The TC QS shall hold it meetings semi-annually, additional meetings can be held if needed. The
committee can take recommendations and decisions on its activities remotely through electronic
communication.
6.8 When conducting its meetings; the committee takes into consideration GULFMET meetings so it will
be preceded by enough time to be able to include the results of the committee meeting on the agenda
of GULFMET meeting.
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6.9 The committee meeting will achieve the quorum in the presence of three member states in the
meeting; member states can nominate an alternate member to attend the meeting, in case if the
original member not able to attend committee meeting.

7. Committee Decisions.
7.1 The TC QS are to adopt their recommendations and decisions unanimously by the Member States
and the Associate Members. In case of non-unanimity, the matter should be put to a vote and the
recommendations or decisions of the Committee is to become effective in the case of a two-thirds
majority. In the case of equal votes, the vote of the party with whom the Chairman of the Committee
is to be considered.

7.2 Each Member State or Associate Member is to have one vote in the Committee regardless of the
number of its members in the Committee.
7.3 If any State nominates more than one Member to participate in the Committee, a Head of Delegation
of that State should be appointed.
7.4 Only the Head of the State Delegation should have the right to vote on the decisions and
recommendations of the Committee.
7.5 The Associate Member is to have the right to vote on the recommendations and decisions of the
metrological TC QS only.
7.6 The Chairperson of the Committee shall be entitled to vote on the decisions and recommendations of
the Committee representing his or her country.
7.7 Members of the TC QS (Heads of Delegation) shall have the duty to vote on the State, whether they
approve the Committee's recommendations and decisions.

8. Procedures for the work of Quality committee (TC QS)

8.1 At its first meeting, the Committee is to adopt the work plan of the Committee.
8.2 The documents submitted for study and distributed to the members by the Secretary of the Committee
should be given a maximum period of two weeks for the study and comments, and in the absence of
any comments that constitute approval of the contents of these documents.
8.3 The TC QS use e-mail (e-mail or committee forums) to communicate with the members of the
committee and are considered a formal communication channel.
8.4 The use of video conferencing solutions should be used to allow for greater participation by Member
States in remote committee meetings.
8.5 The discussion during the TC QS meetings is to be in Arabic, and the discussion may be in English
whenever required.
8.6 If the minutes of the meeting cannot be completed immediately after the meeting of the Committee,
then
8.6.1 The Secretary of the Committee should prepare the minutes of the meeting of the Committee and
distribute it to the members for an opinion within a period of one week from the date of distribution and

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Document: TC-153604-02
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 in the absence of any observations that are considered as implicit consent of the Member State or
Member
8.6.2 The amended minutes should be redistributed to the Member States with the reasons for rejection or
acceptance of the observations of the States and giving the States a week to respond. The minutes
are then to be signed by the Chairman and Secretary of the Committee. The minutes are then to be
distributed as approved minutes.
8.7 The TC QS are to raise all matters that have not been agreed upon to the GULFMET for decision.
8.8 In view of the presence of non-Arab members of the Committee, the comments on the topics on the
Committee's forum should be considered in both Arabic and English. The minutes should also be
prepared in both Arabic and English.

End of Guide

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Document: TC-153604-02
Approved: Feb. 2015