Continuous Maintenance Procedures
Continuous Maintenance
An IES committee approved to operate under continuous maintenance procedures shall follow the
procedures in this section in lieu of periodic maintenance (5-year cycle) procedures. All other
procedures in the IES Committee Policies and Procedures document shall apply whether a Committee
is operating under continuous or periodic maintenance procedures. All changes to standards proposed
under Continuous Maintenance procedures, including proposals by members of the committee, shall
be submitted and processed in compliance with this document
Exception: If the Committee is organized by Subcommittees, a formally voted Subcommittee proposal
that is in the Subcommittee’s assigned area of responsibility must be considered by the full Committee
at a Committee meeting or by letter ballot. The Committee’s response will be recorded and reported to
the Subcommittee and the IES Director of Technology. The Committee may propose changes to the
standard without submitting a change proposal form, providing that the key information required on the
form is included in the meeting minutes.
Revision of Standards
Substantive changes to standards under continuous maintenance must undergo the same procedures
as addenda or revisions under periodic maintenance. (See IES Committee Policies and Procedures
document.)
Publication of New Edition or Reaffirmation
Publication approval of a new edition of a standard under continuous maintenance shall occur
within five years of the prior publication date. The new edition may be a complete revision or
shall incorporate any addenda approved for publication since the publication of the previous
edition. Publication of a new edition of the standard that only incorporates previously approved
addenda does not require additional approval by the IES Board of Directors or ANSI Board of
Standards Review. If no revisions or addenda are approved for publication within four years of the
prior publication date, action to reaffirm the standard shall be initiated.
Reprint with Addenda
A standard may be reprinted to incorporate approved addenda. If the addenda are of
modest extent and complexity, the year of the standard designation (e.g., ANSI/IES RP-162010) need not be changed but the designations of the addenda will be listed on the cover. If
the addenda are of more than modest extent and complexity, a new edition will be
published.
Withdrawal of Standard
If the standard is no longer appropriate, the standard will be withdrawn after public review.
Closing Dates for Change Proposals
Change proposals must be received by the IES Director of Technology by the deadlines given in
published notices on the IES website and in LD+A. Proposals received after the deadline date will
be considered in the next succeeding cycle.
Notice in Standard
The following notice shall be included in published standards and addenda of projects
operating under continuous maintenance.
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NOTICE
INSTRUCTIONS FOR SUBMITTING A PROPOSED CHANGE TO THIS STANDARD UNDER
CONTINOUS MAINTENANCE
This standard is maintained under continuous maintenance procedures for which IES has a
established a documented program for regular publication of addenda or revisions, including
procedures for timely, documented, consensus action on requests for change to any part of the
standard. Committee consideration will be given to proposed changes by June 30 if proposed
changes are received by the IES Director of Technology no later than December 31. Proposals
received after December 31 shall be considered by the Committee no later than June 30 of the
following year.
_______________________________________________________________________
Submittal format
Proposed changes must be submitted to the IES Director of Technology in the announced
published format. However, changes may be accepted in an earlier published format, if the
differences are immaterial to the proposed change submittal. If the Director of Technology
concludes that a current form must be utilized, the proposer may be given up to 20 additional
days to resubmit the proposed changes in the current format.
Specific changes in the text or values are required and must be substantiated. Any change
proposals that do not meet these requirements will be returned to the proposer. Supplemental
background documents to support changes submitted may be included.
Submission to Committee Chair
The Director of Technology shall forward proposed changes received on appropriate forms to
the Committee chair for assigning to designated Committee members (responders) to develop
responses to submitters of proposed changes.
Review and Clarification
Responders shall review proposals and should contact the proposer if necessary for clarification.
Response Recommendation
Designated responders shall draft a recommended Committee response, including any
recommended changes to the standard. The responder’s recommended responses shall be
submitted to the Committee chair in electronic form usable by Society Staff, including any
recommended changes to the standard in response to proposals received. (If a subcommittee
is preparing a response see procedure under Exceptions above.)
Options for Committee responses are limited to:
a) Proposed change accepted for public review without modification
b) Proposed change accepted for public review with modification
c) Proposed change accepted for further study
d) Proposed change rejected
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The responder shall provide reasons for any recommendation other than option a)
“accepted for public review without modification.”
The designated responder shall not recommend option c) “proposed change accepted for
further study” unless the further study can be completed by October 1 of that year and the
Committee can then vote for option a), b), or d no later than November 15 of that year.
Editing
The Committee chair or his/her designee shall edit the draft responses and circulate the
edited drafts to the Committee for review.
Committee Action
No later than June 30 of the year following the year that the proposal was submitted (e.g., June
2011 for proposals submitted by December 31, 2010), the Committee shall take documented,
consensus action on each proposed change to any part of its standard, including proposed
changes that Committee members have submitted. If the Committee fails to act by June 30, the
proposal shall automatically be sent to the IES Technical Review Council for consideration.
If the initial Committee action is option c) “proposed change accepted for further study,”, the
Committee shall conduct a follow up vote with choices limited to options a), b), or d) no later
than by November 15 of that year. If the Committee fails to conduct a follow-up vote by
November 15, the proposal shall automatically be sent to the IES Technical Review Council for
consideration.
The Committee chair or the chair’s designee shall notify the proposer of the action taken by the
Committee. The Committee shall follow IES Committee Policies and Procedures for processing
recommended changes to the standard.
October 26, 2015
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INSTRUCTIONS FOR SUBMITTAL OF PROPOSED CHANGE TO IES STANDARD UNDER
CONTINUOUS MAINTENANCE
Proposed changes must be submitted to the Director of Technology in MS Word (preferred).
Proposed changes in other formats may be accepted if the differences are immaterial to the
proposed change submittal. If it is determined that the current format must be utilized, the
proposer may be given up to 20 additional days to resubmit the proposed changes. Submittals
may be attached to email (preferred), submitted on CD, thumb drive or on paper by mail or fax.
Specific changes in text or values are required and must be substantiated. Any change proposals
that do not meet these requirements will be returned to the submitter. Supplemental
background documents to support changes submitted may be included.
If a provision is proposed to be added or deleted, the text of the provision must be submitted in
writing. If modification of a provision is proposed, the proposed text must be submitted utilizing
the strikeout/underline format. (Strikeout text to be deleted and underline text to be added.)
Please do not submit marked-up or highlighted copies of the standard.
1.
INFORMATION ON REVIEW AND DISPOSITION OF PROPOSALS
All submittals received by IES are acknowledged and forwarded to the Committee for
consideration. The Committee will inform submitters of the disposition of their substantive
proposals. Committee consideration will be given to proposed changes according to the
following schedule:
Deadline: December 31
Proposal Considered: By June 30
Committee consideration will be given to proposed changes by June 30 if proposed changes are
received by the Director of Technology no later than December 31. Proposals received after
December 31 shall be considered by the Committee no later than June 30 of the following year.
2.
HOW TO ACCESS FORM FOR PROPOSING CHANGE TO AN IES STANDARD UNDER
CONTINUOUS MAINTENANCE
The Form for Submittal of Proposed Change to an IES Standard Under Continuous Maintenance
(Form) is available from either the Director of Manager of Technology, 212-248-5000 Ext. 123,
or 115.
3.
ELECTRONIC PREPARATION/SUBMISSION OF FORM FOR PROPOSING CHANGES
An electronic version of each change, which must comply with the instructions in the Notice and
the Form, is the preferred form of submittal to IES at the address shown below. The electronic
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format facilitates both paper-based and computer-based processing. Submittal in paper form is
acceptable.
The following instructions apply to change proposals submitted in electronic form:



Use the appropriate file format for your word processor and save the file in Microsoft
Word (preferred)
Please save each change proposal file with a different name (example, prop001.doc,
prop002.doc, etc., for Word files).
If supplemental background documents to support changes submitted are included, it is
preferred that they also be in electronic form as word processed or scanned documents.
Electronic change proposals may be submitted either as files (MS Word preferred) attached to
e-mail or on CD. IES will accept the following as equivalent to the signature required on the
change submittal form to convey non-exclusive copyright:
Files attached to an email: Electronic signature on change submittal form (as a picture; *tif)
Files on disk: Electronic signature on change submittal form (as a picture; *.tif) or a letter with
submitter's signature accompanying the disk or sent by facsimile (single letter may cover all of
submitter's proposed changes).
Submit e-mail or CD containing change proposal files to:
IES Director/Manager of Technology
120 Wall Street, 17th Floor
New York, NY 10005-4001
(Alternatively, mail paper versions to IES address or Fax: 212-248-5017.)
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FORM FOR SUBMITTAL OF PROPOSED CHANGE TO IES STANDARD
NOTE: Use separate form for each comment. Submittals (MS Word preferred) may be attached to e-mail
(preferred), submitted on CD or thumb drive, or submitted in paper by mail or fax to IES, Manager of
Technology IES, 120 Wall Street, 17th Floor, New York, NY 10005-4001. E-mail: pmcgillicuddy@ies.org Fax 212248-5017.
1.
Submitter: _____________________________________________________________________
Affiliation: ____________________________________________________________________________
Address: ______________________
City: _______________
State: ____ Zip: ______
Country: _________________________
Telephone: ________________
Fax: ___________________ E-Mail: ________________
2.
Number and year of standard: ______________________________________________________
3.
Clause (section), sub-clause or paragraph number; and page number: _____________________
4.
I propose to:
(check one)
[ ] Change to read as follows
[ ] Add new text as follows
[ ] Delete and substitute as follows:
[ ] Delete without substitution
Use underscores to show material to be added (added) and strike through material to be deleted (deleted). Use
additional pages if needed.
5.
Proposed change:
6.
Reason and substantiation:
[ ] Check if additional pages are attached. Number of additional pages:
[ ] Check if attachments or referenced materials cited in this proposal accompany this proposed change. Please
verify that all attachments and references are relevant, current, and clearly labeled to avoid processing and
review delays. Please list your attachments here:
I hereby grant the Illuminating Engineering Society (IES) the non-exclusive royalty rights, including nonexclusive rights in copyright, in my proposals. I understand that I acquire no rights in publication of the
standard in which my proposals in this, or other analogous, form is used. I hereby attest that I have the
authority and am empowered to grant this copyright release.
Submitter's signature: _______________________________Date: _____________________
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ILLUMINATING ENGINEERING SOCIETY OF NORTH AMERICA
FORM FOR RESPONSE TO CHANGE PROPOSAL
DATE _______________
IES STANDARD TITLE_____________________________
PROPOSAL NUMBER: ______________
RESPONDER'S NAME___________________________________________________________________
ADDRESS____________________________________________________________________________
_____________________________________________________________________________
TELEPHONE
_______________________ FAX _________________________________________
Proposal Number(s)
_____________________________________________________________________________________
_____________________________________________________________________________________
Committee Action:
Proposed change accepted for public review without modification
Proposed change accepted for public review with modification (See
below)
Proposed change accepted for further study (See below)
Proposed changed rejected (See below)
More information is needed (See below)
Committee Response:
cc: Director of Technology, IES, 120 Wall Street, New York, NY 10005-4001
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