GEN-47—Requirements for authorized service providers who initially examine devices at a factory or in shop

Category: Bulletin
Issue date: March 11, 2019
Effective date: March 11, 2019
Revision number: Rev. 1
Supersedes: Original version


Table of contents


1.0 Scope

This bulletin applies to authorized service providers (ASPs) who conduct initial examinations of weighing and measuring devices at a factory or their shop.

2.0 Purpose

This bulletin provides guidance to ASPs who conduct initial examinations at a factory or at their shop to ensure that:

3.0 References

4.0 Definitions

Device transfer
(transfert d’instrument)
The process of transferring device information, in Measurement Canada’s Online Reporting Application (ORA), from a person or an establishment in possession of a device to a new person or establishment.
Examination
(examen)
Testing of a device to determine if it meets the requirements of the Weights and Measures Act and Regulations. Examinations can only be carried out by a Measurement Canada authorized service provider or inspector. Examinations were previously referred to as inspections.
Examination mark
(marque d’examen)
A mark that indicates the year a device was initially examined. The mark is applied to a device only after an initial examination is completed.
Examination sticker
(étiquette d’examen)
A self-adhesive sticker that indicates the month and year in which a device was examined and, if applicable, the month and year of the next required examination.
Factory
(usine)
The location at which a device is assembled or stored before being examined and shipped to the end-user. The premises of the manufacturer, dealer, distributor or authorized service provider at which the initial examination takes place is considered a factory.
Mandatory periodic examination
(examen périodique obligatoire)
An examination carried out at prescribed intervals. Mandatory periodic examinations are usually carried out by authorized service providers.
Next examination due date
(date d’échéance du prochain examen)
The date by which a device must next be examined. This date appears on the examination sticker as an expiry date, the device examination certificate and the device transfer notice.
Trade sector
(secteur commercial)
An industry sector in which specific commodities are bought and sold on the basis of measure. The terms marketplace sector and category of trade are also used.

5.0 Requirements for devices

Since August 1, 2014, devices used in the following trade sectors are required to undergo a mandatory periodic examination within the prescribed examination periods shown in Table 1.

Table 1: Examination periods
Item Device Category of trade Period
1 Weighing machine Wholesale trade of dairy products 2 years
2 Meter Wholesale trade of dairy products 1 year
3 Any device Downstream petroleum trade 2 years
4 Any device Wholesale trade of fishing products 1 year
5 Weighing machine Trade of forestry products 1 year
6 Device other than a weighing machine used in a grain elevator licensed by the Canadian Grain Commission Wholesale trade of grain and field crop products and services 2 years
7 Weighing machine used in a grain elevator licensed by the Canadian Grain Commission Wholesale trade of grain and field crop products and services 1 year
8 Any device Wholesale trade of mining products 2 years
9 Any device Retail food trade 5 years
10 Device other than a propane meter Retail petroleum trade 2 years
11 Propane meter Retail petroleum trade 1 year

6.0 Indication of the next examination due date

After a device has been initially examined at the factory, the next examination due date (NEDD) is indicated on the:

After a device has been transferred in ORA, the NEDD appears on the device transfer notice.

7.0 Determination of the next examination due date

The NEDD is calculated based on the Examination Periods table set out in Schedule 1 of the Weights and Measures Regulations and in section 5 of this document.

ORA automatically assigns the NEDD that will appear on the certificate based on the trade sector and device type you select as you enter the examination details. The date punched on the examination sticker is the same as the date that appears on the device examination certificate and in ORA.

8.0 Application of the next examination due date

Which NEDD is applied to devices that are used in more than one trade sector?

The NEDD is calculated based on the shortest examination period (see Table 1) for all the trade sectors in which the device could be used.

Which NEDD is applied to devices if the end-user trade sector is unknown at the time of the factory initial examination?

The NEDD of a device initially examined at the factory before the sector of use is known is calculated based on the shortest examination period for that device type in any of the categories of trade in Schedule 1 of the Weights and Measures Regulations. For example:

Note:When the device is moved from the factory to a secondary distributor and the end-user trade sector is still unknown, the shortest examination period remains in effect.

What happens if the device is never used in one of the trade sectors subject to mandatory periodic examinations?

A NEDD won’t be assigned to devices that are never used in one of the trade sectors subject to mandatory periodic examinations. ORA automatically leaves the NEDD field on the certificate blank. You must affix an examination sticker to the device and punch “N/A”.

9.0 Initial examinations of devices at the factory

After a device has been initially examined at the factory, you must follow the steps below.

Step 1: Generate a certificate in ORA

After the device passes the initial examination, generate a certificate in ORA.

Step 2: Place an examination mark and sticker on the device

Examination mark (of a sticker type or steel die)

Note: Refer to bulletin GEN-22 to determine if you can use a sticker as an examination mark.

Examination sticker

Step 3: Perform a device transfer in ORA when the device is sold or moved

As an ASP, you must transfer devices in ORA when they are moved from your factory or shop to a secondary distributor or the final destination.

Transfer the device in ORA ensuring that the trade sector is updated (if applicable) and proceed as follows:

10.0 Name on the device examination certificate

Issue the certificate in the name of the person in possession of the device for use in trade if you know:

Issue the certificate in the name of the factory if you don’t know the final destination of the device.

Note:

  1. When the trade sector is unknown, enter the Mass trade sector (9001) or the trade sector appropriate to the volumetric device on the certificate.
  2. As per bulletin M-23, for gravimetric devices, the Gravity Tolerance Application must be used to confirm adequate factory calibration.

11.0 Revisions

The purpose of revision 1 was to update the:

Appendix 1: Instruction for reporting the transfer of possession of a measuring device

An authorized service provider recognized by Measurement Canada to examine and certify weighing and measuring devices has examined this device. A copy of the device examination certificate has been included with this new device.

This device has been certified as meeting the requirements of the Weights and Measures Act. As per section 8 of the Act, the device can now be used in trade when goods or services are purchased or sold on the basis of measure. If this device will not be used in trade, Measurement Canada must be notified and the device must be marked “Not for Use in Trade” accordingly.

You should notify Measurement Canada of the change of location and possession of this device in order to ensure that it is assigned the correct mandatory examination period, if applicable.

You will need to refer to information found on the device examination certificate, so make sure you have it handy. Measurement Canada needs this information to perform an electronic transfer of the device from the manufacturer, distributor or authorized service provider to your establishment.

The transfer allows Measurement Canada to maintain accurate records of device possession and location.

Process for reporting a new measuring device

Online

  1. Go to Measurement Canada’s website.
  2. Click on Selling measured goods, then Reporting the transfer of ownership of a measuring device.
  3. Follow the prompts to provide the requested information and submit your form.

By telephone

  1. During business hours (8:30 a.m. to 5 p.m. Eastern Standard Time), call 1-877-646-7525 or 613-948-8759.
  2. Provide the support desk agent with the requested information about your business or establishment, and the new device.

Measurement Canada will issue a device transfer notice to you by email or fax within five business days.

Important information

If this device is used for trade in one of the trade sectors subject to mandatory periodic examinations, the device transfer notice you receive may have a revised next examination due date. This device will require recertification by that date.

If this device is subject to mandatory periodic examinations, the next examination due date on the device transfer notice and the expiry date on the examination sticker affixed to this device may not match. In such a case, the next examination due date on the device transfer notice is the one that applies. To understand more about your responsibilities as a device owner or person in possession of a certified for trade device, visit the Measurement Canada website.

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