Keep responsibilities, material versions and communications aligned through the application process. IESG coordinates agreed preparation and material-handling activities within its applicable ICEQC support authorisation.
Before material handling begins, we confirm the case, scope and support activities with the institution. Check the official partner record for the authorisation relevant to that work.
A service discussion does not by itself appoint a provider for every formal action. The relevant mandate and institutional authority must be established for the case.
The institution should nominate a person able to organise contributions and obtain necessary confirmations. Identify who can approve declarations, confirm the scope and authorise information for formal use.
The preparation plan connects the institutional coordinator with each evidence owner and records how unresolved questions are escalated. The institution retains responsibility for the application and the information confirmed for formal use.
A working file should identify the item, owner, date, status and current version. The record also needs to distinguish a draft from a reviewed item and an institutional confirmation from a formal transmission.
Changes after confirmation should be logged. If a material fact is corrected, identify the affected documents and consider whether related statements also need revision. Silent replacement can make it difficult to establish what the institution previously confirmed.
The institution reviews the complete package for accuracy, scope, authority and the use of third-party material. Confirmation should relate to an identifiable set of documents rather than a general statement that preparation is finished.
The coordination record identifies who confirmed the package, the date and the document versions covered. The institution remains responsible for its declarations and evidence.
ICEQC requires initial applications and later formal packages, including supplementary, corrective-action, surveillance, scope-change and renewal material, to pass through a regional partner with current authorisation and the applicant's mandate for that case. The institution confirms the complete package before the partner transmits it.
We record partner transmission and ICEQC acknowledgement separately. Drafts, institutional confirmations and support agreements are preparation records; official receipt is established by ICEQC.
A request record helps the institution see the matter raised, source of the request, material needed, responsible owner and relevant response date. It also identifies whether a response is being drafted, internally confirmed or formally transmitted.
Where a question requires clarification from the responsible authority, record it as such rather than resolving it through an unsupported assumption. A support provider should not privately change the meaning of a requirement or finding.
The working record can include the scope description, material index, institutional confirmations, transmission references, acknowledgements and a log of requests and responses.
Access follows the responsibilities agreed for the case. Private evidence stays within the appropriate handling arrangement; public certification claims must be based on the official record, rather than an application reference.
Identify the institution, current stage and the practical issue you need to resolve. If you have an official reference, include it without sending the full evidence file through the initial enquiry.