Selgitustaotlus
| Dokumendiregister | Terviseamet |
| Viit | 10.2-6/24/882-1 |
| Registreeritud | 14.11.2024 |
| Sünkroonitud | 15.11.2024 |
| Liik | Sissetulev dokument |
| Funktsioon | 10.2 Toodete terviseohutusega seotud toimingud |
| Sari | 10.2-6 Teabenõuded, selgitustaotlused, märgukirjad toodete ohutuse valdkonnas |
| Toimik | 10.2-6/2024 |
| Juurdepääsupiirang | Avalik |
| Juurdepääsupiirang | |
| Adressaat | Euroopa Kemikaaliamet |
| Saabumis/saatmisviis | Euroopa Kemikaaliamet |
| Vastutaja | Aljona Honga (TA, Peadirektori asetäitja (1) vastutusvaldkond, Kemikaaliohutuse osakond) |
| Originaal | Ava uues aknas |
Dokument on kokkuvõtte tegemiseks liiga mahukas
(22235 tm).
Failid
iC’ E C I—I A EUROPEAN CHEMICALS AGENCY Helsinki 11. 10. 2O2 5MG/at
Members of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS)
Subject: Appointment of BPR NEA Administrators and End User Single Points of Contact for Interact BPR NEA by 18 November 2024
Dear Colleagues,
To further support National Enforcement Authorities (NEAs) in their work, ECHA plans to grant access to the IT tool Interact Portal for BPR National Enforcement Authorities (Interact BPR NEA).
As the users of the tool will be managed by a single BPR NEA Administrator at national level, I kindly seek your support in appointing:
• two BPR NEA Administrators (one of them acting as back-up) to manage Interact BRP NEA users. The nominees will receive training and supporting guidelines from ECHA.
• a BPR End User Support Single Point of Contact (SPOC) who will also be trained by ECHA. At their end, SPOCs will train Interact BPR NEA end users and handle their questions.
I very much appreciate your communication on their nominations no later than 18 November 2024,
My colleagues in the Harmonised Enforcement Team and SON Secretariat and I are looking forward to good and efficient cooperation on this matter.
For any further clarification, please contact us via the contact form available on ECHA website (httrs://comments.echa.eurooa.eu/comments cms/ContactFormAuthorities Nominations.aspx).
Yours sincerely,
Dr Sharon McGuinness Executive Director
P.O. Box 400, FI-00121 Helsinki, Finland Tel. ÷358 9 686180 echa.europa.eu
Background Information- About the tool
Interact Portal for biocides national enforcement authorities (Interact BPR NEA), will allow access to data on biocidal products from files submitted to ECHA. The tool is tailored especially to the needs of inspectors.
1. The member of the BPRS, in consultation with the SON member, liaises with relevant institutions at national level and – using applicable national procedures – secures agreement on which authority1 will host the BPR NEA Administrator(s) and which one will host the BPR SPOC;
2. The authority or authorities selected in point 1, issue a formal decision nominating the two BPR NEA Administrators and/or the SPOC (see template in Appendix 2). The decision appointing the BPR NEA Administrators and the one appointing the BPR SPOC must be signed by their superior in the relevant organisation;
3. The BPRS member ensures that the decision(s) issued in point 2 is coordinated with the member of the SON and prepares a cover letter (see template in Appendix 3) for the decision which should be signed by the BPRS member .
4. Each person who is nominated to the role of BPR NEA Administrator signs the Declaration of Confidentiality and Non-Disclosure (see template in Appendix 4).
5. The BPRS member sends the decision (see point 2), the cover letter (see point 3) and the declarations (see point 4) to ECHA by 18 November 2024. The signed and scanned documents are sent via the contact form available on ECHA website (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx).
The BPR NEA Administrator will manage users from his country using ECHA Accounts Portal.
Encls.
• Appendix 1 Background information for appointment of BPR NEA
Administrators and BPR end-user support point-of-contact
• Appendix 2 Template for nominating BPR NEA Administrator and
end-user support point-of-contact
• Appendix 3 Template for cover letter from BPRS Member
• Appendix 4 Declaration of Confidentiality and Non-Disclosure for BPR
NEA Administrators
Cc:
Members of the Security Officers Network (SON)
Interact Portal for biocides national enforcement authorities (Interact BPR NEA), will allow access to data on biocidal products from files submitted to ECHA. The tool is tailored especially to the needs of inspectors.
1. The member of the BPRS, in consultation with the SON member, liaises with relevant institutions at national level and – using applicable national procedures – secures agreement on which authority1 will host the BPR NEA Administrator(s) and which one will host the BPR SPOC;
2. The authority or authorities selected in point 1, issue a formal decision nominating the two BPR NEA Administrators and/or the SPOC (see template in Appendix 2). The decision appointing the BPR NEA Administrators and the one appointing the BPR SPOC must be signed by their superior in the relevant organisation;
3. The BPRS member ensures that the decision(s) issued in point 2 is coordinated with the member of the SON and prepares a cover letter (see template in Appendix 3) for the decision which should be signed by the BPRS member .
4. Each person who is nominated to the role of BPR NEA Administrator signs the Declaration of Confidentiality and Non-Disclosure (see template in Appendix 4).
5. The BPRS member sends the decision (see point 2), the cover letter (see point 3) and the declarations (see point 4) to ECHA by 18 November 2024. The signed and scanned documents are sent via the contact form available on ECHA website (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx).
The BPR NEA Administrator will manage users from his country using ECHA Accounts Portal.
Encls.
• Appendix 1 Background information for appointment of BPR NEA
Administrators and BPR end-user support point-of-contact
• Appendix 2 Template for nominating BPR NEA Administrator and
end-user support point-of-contact
• Appendix 3 Template for cover letter from BPRS Member
• Appendix 4 Declaration of Confidentiality and Non-Disclosure for BPR
NEA Administrators
Cc:
Members of the Security Officers Network (SON)
Appendix 1 Background information for appointment of BPR NEA Administrator and BPR SPOC
1. BPR NEA Administrator
1.1. Number of BPR NEA Administrators
Each Member State must nominate two BPR NEA Administrators, with one playing the role of an alternate in case of holidays or other absences.
1.2. Institutional Location
Each Member State has to select the location and institution in which the BPR NEA Administrator and his alternate will be located. The institutional location of the BPR NEA Administrator may be different in each MS and depends on national administrative structures.
The two BPR NEA Administrators can be based in one location and organisation only. This organisation is referred to as the BPR NEA Administrator Institution.
1.3. Role and tasks
The BPR NEA Administrator and his alternate shall manage BPR NEA users on a national level and have the following responsibilities:
User Management and Administrative Tasks
a) granting BRP NEA users access to the Interact BPR NEA application;
b) collecting and keeping up-to-date a list of BPR NEA users, with their contact details and positions that have been granted access as well as documented decisions of relevant national authorities;
c) collecting the declarations from National Enforcement Authorities whose staff has access to Interact BPR NEA, as specified in point 5 of the Security Recommendations;
d) ensuring that BPR NEA users, no longer within the enforcement organisation, are immediately removed from having all access and that user verification is done once a year to identify users that have changed position or left the organisation;
Support related tasks
e) offering support for BPR NEA users of Interact BPR NEA related to user management duties such as unblocking accounts;
Security related tasks:
f) organising security training or preparing security training materials for BPR NEA users to promote security awareness among Interact BPR NEA users1;
g) immediately reporting to ECHA all suspected, attempted or actual security breaches that may have compromised Interact BPR NEA data unless they have already been reported by the respective Enforcement Authority, including:
i) Any serious attempt at illegal or unauthorised entry into a security area
ii) Any loss, theft or compromise of BPR data available through Interact BPR NEA
iii) Any attempt to corrupt an official with a view to gaining access to biocidal data available through Interact BPR NEA or other sensitive material.
1.4. Appointment procedure
The appointment of the BPR NEA Administrator(s) requires that a formal decision on who is to be the BPR NEA Administrator is taken at a national level, in consultation with SON member. The appointment is then made sending three documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed
• The declaration of confidentiality and non-disclosure as described in Appendix 4.
Please refer to Appendices 2-4 for templates for all documents needed in BPR NEA Administrator appointment.
1.4.1. The appointment decision
The appointment of the BPR NEA Administrator(s) must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
1.4.2. Cover letter
Since the role of NEA Administrator requires some IT expertise and will be serving the purposes of the enforcement authorities, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the administrator.
1.4.3. Declaration of Confidentiality and Non-Disclosure
The “Declaration of Confidentiality and Non-Disclosure for BPR NEA Administrators” must be signed by the nominated BPR NEA Administrator and his alternate and sent together with the appointment decision. See Appendix 4.
1.4.4. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx - “User administrator”).
1.5. User Account for BPR NEA Administrator
The User Administrator needs to create an EU-login account, if not already having one. Upon receiving the full appointment documentation, ECHA will add the user administrator to the correct group (or invite him in case that it doesn’t have already an EU Login account) in order for the User Administrator to have the access to the ECHA Accounts Portal, used for the management of Interact BPR NEA users.
For more information about the EU Login they can consult the user guide https://webgate.ec.europa.eu/cas/manuals/EU_Login_Tutorial.pdf
1.6. Replacement
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR NEA Administrator for another one. In such a case, ECHA shall receive a new appointment according to the procedure described above. The new appointment shall clearly specify which administrator(s) is being replaced and from which date.
On the date indicated in the new appointment, ECHA will disable the account of the old BPR NEA Administrator and enable a new account to the new BPR NEA Administrator and send to the new administrator a basic set of instructions related to obtaining access (login etc.) and how to manage accounts.
1.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State does not wish to change the person who is the BPR NEA Administrator but only wishes to extend the duration of appointment of the current administrator.
In such case, the existing BPR NEA Administrator should send to ECHA a new and updated decision from his authority (Appendix 2), signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision, in particular the new ending date of the appointment. Upon receiving the new appointment decision, ECHA will change the ending date of the account of the Administrator.
There is no need to send the cover letter from the BPRS member and the declaration of confidentiality and non-disclosure, as they are deemed to remain valid.
1.8. Roles managed
The BPR NEA Administrators manage users with the following Interact BPR NEA roles:
Table 1. Interact BPR NEA Users managed by NEA Administrator
Interact BPR NEA User role
Estimated number
BPR NEA Inspector
1 to 300 per Member State
BPR NEA Auditor
1 per Member State
BPR MS Focal Point
1-4 per Member State
2. BPR NEA End User Support Single Point of Contact (SPOC)
2.1. Number of SPOCs
There should be only one BPR NEA End-User Support Single Point of Contact (SPOC) per Member State. That person should have the most up to date knowledge on the functionalities of Interact BPR NEA.
2.2. Institutional location
Member States are free to select the institution in which the BPR SPOC is located. Since no special connection to ECHA is needed to provide end-user support, the SPOC does not need to be located in the same institution as the BPR NEA Administrators.
2.3. Role and tasks of the SPOC
The SPOC shall provide content related support to BPR NEA users of Interact BPR NEA on a national level. This shall include:
a) training of national Interact BPR NEA users
b) answering questions from Interact BPR NEA users related to the system’s functionalities and its use
The SPOC shall have the Interact BPR NEA account with an “BPR NEA Inspector" role.
2.4. Appointment
The appointment of the BPR SPOC requires that a formal decision on who is to be the SPOC is taken at a national level, in consultation with the SON member. The appointment is then made sending two documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed.
Please refer to Appendices 2-3 for templates for all documents needed in BPR SPOC appointment.
2.4.1. The appointment decision
When deciding who is to become a BPR SPOC the national authorities should consider that the SPOC should have a good understanding of BPR enforcement and a thorough understanding of Interact BPR NEA functionalities as they are expected to answer questions related to the use of Interact BPR NEA for enforcement purposes. ECHA will provide training on Interact BPR NEA for the SPOCs.
The appointment of the BPR SPOC must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
2.4.2. Cover letter
Since the role of BPR SPOC will serve the BPR NEA users dealing with the biocidal product regulation, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the SPOC.
2.4.3. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form available at https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx .
2.5. Interact BPR NEA accounts for SPOC
ECHA shall create the account for BPR SPOC, using the appointment decision as a formal document justifying the granting of access to Interact BPR NEA.
2.6. Replacement of SPOCs
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR SPOC for another one.
In such case ECHA shall receive a new appointment according to the same procedure described above. The new appointment shall clearly specify from which date the previous SPOC is being replaced. BPR NEA Administrator must also be notified by receiving the same appointment decision as sent to ECHA.
2.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State wishes to extend the duration of the appointment of the current BPR SPOC and not to change the person who is the BPR SPOC.
In such case the BPR SPOC in question should send to ECHA and BPR NEA Administrator a new and updated decision from his authority, signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision (see Appendix 2), in particular the new ending date of the appointment. It is up to the BPR NEA Administrator to ensure change of ending date in the SPOCs account.
There is no need to send the cover letter from the BPRS member as it is deemed to be still valid.
1. BPR NEA Administrator
1.1. Number of BPR NEA Administrators
Each Member State must nominate two BPR NEA Administrators, with one playing the role of an alternate in case of holidays or other absences.
1.2. Institutional Location
Each Member State has to select the location and institution in which the BPR NEA Administrator and his alternate will be located. The institutional location of the BPR NEA Administrator may be different in each MS and depends on national administrative structures.
The two BPR NEA Administrators can be based in one location and organisation only. This organisation is referred to as the BPR NEA Administrator Institution.
1.3. Role and tasks
The BPR NEA Administrator and his alternate shall manage BPR NEA users on a national level and have the following responsibilities:
User Management and Administrative Tasks
a) granting BRP NEA users access to the Interact BPR NEA application;
b) collecting and keeping up-to-date a list of BPR NEA users, with their contact details and positions that have been granted access as well as documented decisions of relevant national authorities;
c) collecting the declarations from National Enforcement Authorities whose staff has access to Interact BPR NEA, as specified in point 5 of the Security Recommendations;
d) ensuring that BPR NEA users, no longer within the enforcement organisation, are immediately removed from having all access and that user verification is done once a year to identify users that have changed position or left the organisation;
Support related tasks
e) offering support for BPR NEA users of Interact BPR NEA related to user management duties such as unblocking accounts;
Security related tasks:
f) organising security training or preparing security training materials for BPR NEA users to promote security awareness among Interact BPR NEA users1;
g) immediately reporting to ECHA all suspected, attempted or actual security breaches that may have compromised Interact BPR NEA data unless they have already been reported by the respective Enforcement Authority, including:
i) Any serious attempt at illegal or unauthorised entry into a security area
ii) Any loss, theft or compromise of BPR data available through Interact BPR NEA
iii) Any attempt to corrupt an official with a view to gaining access to biocidal data available through Interact BPR NEA or other sensitive material.
1.4. Appointment procedure
The appointment of the BPR NEA Administrator(s) requires that a formal decision on who is to be the BPR NEA Administrator is taken at a national level, in consultation with SON member. The appointment is then made sending three documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed
• The declaration of confidentiality and non-disclosure as described in Appendix 4.
Please refer to Appendices 2-4 for templates for all documents needed in BPR NEA Administrator appointment.
1.4.1. The appointment decision
The appointment of the BPR NEA Administrator(s) must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
1.4.2. Cover letter
Since the role of NEA Administrator requires some IT expertise and will be serving the purposes of the enforcement authorities, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the administrator.
1.4.3. Declaration of Confidentiality and Non-Disclosure
The “Declaration of Confidentiality and Non-Disclosure for BPR NEA Administrators” must be signed by the nominated BPR NEA Administrator and his alternate and sent together with the appointment decision. See Appendix 4.
1.4.4. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx - “User administrator”).
1.5. User Account for BPR NEA Administrator
The User Administrator needs to create an EU-login account, if not already having one. Upon receiving the full appointment documentation, ECHA will add the user administrator to the correct group (or invite him in case that it doesn’t have already an EU Login account) in order for the User Administrator to have the access to the ECHA Accounts Portal, used for the management of Interact BPR NEA users.
For more information about the EU Login they can consult the user guide https://webgate.ec.europa.eu/cas/manuals/EU_Login_Tutorial.pdf
1.6. Replacement
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR NEA Administrator for another one. In such a case, ECHA shall receive a new appointment according to the procedure described above. The new appointment shall clearly specify which administrator(s) is being replaced and from which date.
On the date indicated in the new appointment, ECHA will disable the account of the old BPR NEA Administrator and enable a new account to the new BPR NEA Administrator and send to the new administrator a basic set of instructions related to obtaining access (login etc.) and how to manage accounts.
1.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State does not wish to change the person who is the BPR NEA Administrator but only wishes to extend the duration of appointment of the current administrator.
In such case, the existing BPR NEA Administrator should send to ECHA a new and updated decision from his authority (Appendix 2), signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision, in particular the new ending date of the appointment. Upon receiving the new appointment decision, ECHA will change the ending date of the account of the Administrator.
There is no need to send the cover letter from the BPRS member and the declaration of confidentiality and non-disclosure, as they are deemed to remain valid.
1.8. Roles managed
The BPR NEA Administrators manage users with the following Interact BPR NEA roles:
Table 1. Interact BPR NEA Users managed by NEA Administrator
Interact BPR NEA User role
Estimated number
BPR NEA Inspector
1 to 300 per Member State
BPR NEA Auditor
1 per Member State
BPR MS Focal Point
1-4 per Member State
2. BPR NEA End User Support Single Point of Contact (SPOC)
2.1. Number of SPOCs
There should be only one BPR NEA End-User Support Single Point of Contact (SPOC) per Member State. That person should have the most up to date knowledge on the functionalities of Interact BPR NEA.
2.2. Institutional location
Member States are free to select the institution in which the BPR SPOC is located. Since no special connection to ECHA is needed to provide end-user support, the SPOC does not need to be located in the same institution as the BPR NEA Administrators.
2.3. Role and tasks of the SPOC
The SPOC shall provide content related support to BPR NEA users of Interact BPR NEA on a national level. This shall include:
a) training of national Interact BPR NEA users
b) answering questions from Interact BPR NEA users related to the system’s functionalities and its use
The SPOC shall have the Interact BPR NEA account with an “BPR NEA Inspector" role.
2.4. Appointment
The appointment of the BPR SPOC requires that a formal decision on who is to be the SPOC is taken at a national level, in consultation with the SON member. The appointment is then made sending two documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed.
Please refer to Appendices 2-3 for templates for all documents needed in BPR SPOC appointment.
2.4.1. The appointment decision
When deciding who is to become a BPR SPOC the national authorities should consider that the SPOC should have a good understanding of BPR enforcement and a thorough understanding of Interact BPR NEA functionalities as they are expected to answer questions related to the use of Interact BPR NEA for enforcement purposes. ECHA will provide training on Interact BPR NEA for the SPOCs.
The appointment of the BPR SPOC must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
2.4.2. Cover letter
Since the role of BPR SPOC will serve the BPR NEA users dealing with the biocidal product regulation, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the SPOC.
2.4.3. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form available at https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx .
2.5. Interact BPR NEA accounts for SPOC
ECHA shall create the account for BPR SPOC, using the appointment decision as a formal document justifying the granting of access to Interact BPR NEA.
2.6. Replacement of SPOCs
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR SPOC for another one.
In such case ECHA shall receive a new appointment according to the same procedure described above. The new appointment shall clearly specify from which date the previous SPOC is being replaced. BPR NEA Administrator must also be notified by receiving the same appointment decision as sent to ECHA.
2.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State wishes to extend the duration of the appointment of the current BPR SPOC and not to change the person who is the BPR SPOC.
In such case the BPR SPOC in question should send to ECHA and BPR NEA Administrator a new and updated decision from his authority, signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision (see Appendix 2), in particular the new ending date of the appointment. It is up to the BPR NEA Administrator to ensure change of ending date in the SPOCs account.
There is no need to send the cover letter from the BPRS member as it is deemed to be still valid.
Appendix 2. Template for nominating BPR NEA Administrator and/or BPR end-user support point-of-contact
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact Portal BPR NEA access of [name of country] the [provide name and address of Member State Authority where the BPR NEA Administrator will be based]
nominates the following person as BPR NEA Administrator
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as BPR NEA Administrator alternate
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as NEA BPR end-user support point-of-contact (SPOC) for [name of country]
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
[name of the nominated person’s superior]
[name of Member State Authority where the BPR NEA administrator or BPR end-user support point-of-contact will be based]
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact Portal BPR NEA access of [name of country] the [provide name and address of Member State Authority where the BPR NEA Administrator will be based]
nominates the following person as BPR NEA Administrator
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as BPR NEA Administrator alternate
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as NEA BPR end-user support point-of-contact (SPOC) for [name of country]
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
[name of the nominated person’s superior]
[name of Member State Authority where the BPR NEA administrator or BPR end-user support point-of-contact will be based]
Appendix 3 Template for cover letter from BPRS member
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact BPR NEA by NEAs in [name of country] I hereby forward the decisions of the relevant national authorities nominating the two BPR NEA Administrator (one acting as alternate) and the BPR end-user support point-of-contact.
I confirm that these appointments have been agreed in an applicable procedure on the national level.
[name of BPRS member]
Member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement from
[name of country]
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact BPR NEA by NEAs in [name of country] I hereby forward the decisions of the relevant national authorities nominating the two BPR NEA Administrator (one acting as alternate) and the BPR end-user support point-of-contact.
I confirm that these appointments have been agreed in an applicable procedure on the national level.
[name of BPRS member]
Member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement from
[name of country]
Appendix 4 Declaration of Confidentiality and Non-Disclosure for BPR NEA Administrators
DECLARATION OF CONFIDENTIALITY AND NON-DISCLOSURE
FOR BPR NEA ADMINISTRATORS
I, ………………………………………………………., undertake to exercise the greatest discretion with regard to use of information and user data conveyed through the Interact BPR NEA application as well as with regard to all facts and information coming to my knowledge in the course of or in connection with the performance of my duties relating to this application.
In particular, I acknowledge that the European Chemicals Agency is exclusively entitled to create user administrator accounts of the Interact BPR NEA application. In addition, I shall not disclose in any manner my user administrator login or other details needed for logging in these applications as a user administrator to any other person or party.
I acknowledge that I will be as a user administrator entitled to create user accounts of the Interact BPR NEA application for users designated by my Enforcement Authorities in my Member State based on their written decision. In this function, I shall undertake to exercise all discretion and conscience when recording user identities and granting them access to the Interact BPR NEA application. I shall collect and keep up-to-date a list of all persons with their contact details and position that have been granted access as well as documented decisions of enforcement authorities appointing these users.
I shall not disclose to any persons any information acquired as a result of my work as an administrator of Interact BPR NEA unless required for the fulfilment of my duties as BPR NEA Administrator or otherwise stipulated in Community or national law or already publicly available.
I accept that I continue to be bound by the above obligations also after these duties have ceased.
_______________________________, ______/______ 20______
Signature: _________________________________________
Position: _________________________________________
Address: _________________________________________
Tel.: _________________________________________
Fax: _________________________________________
E-mail: _________________________________________
DECLARATION OF CONFIDENTIALITY AND NON-DISCLOSURE
FOR BPR NEA ADMINISTRATORS
I, ………………………………………………………., undertake to exercise the greatest discretion with regard to use of information and user data conveyed through the Interact BPR NEA application as well as with regard to all facts and information coming to my knowledge in the course of or in connection with the performance of my duties relating to this application.
In particular, I acknowledge that the European Chemicals Agency is exclusively entitled to create user administrator accounts of the Interact BPR NEA application. In addition, I shall not disclose in any manner my user administrator login or other details needed for logging in these applications as a user administrator to any other person or party.
I acknowledge that I will be as a user administrator entitled to create user accounts of the Interact BPR NEA application for users designated by my Enforcement Authorities in my Member State based on their written decision. In this function, I shall undertake to exercise all discretion and conscience when recording user identities and granting them access to the Interact BPR NEA application. I shall collect and keep up-to-date a list of all persons with their contact details and position that have been granted access as well as documented decisions of enforcement authorities appointing these users.
I shall not disclose to any persons any information acquired as a result of my work as an administrator of Interact BPR NEA unless required for the fulfilment of my duties as BPR NEA Administrator or otherwise stipulated in Community or national law or already publicly available.
I accept that I continue to be bound by the above obligations also after these duties have ceased.
_______________________________, ______/______ 20______
Signature: _________________________________________
Position: _________________________________________
Address: _________________________________________
Tel.: _________________________________________
Fax: _________________________________________
E-mail: _________________________________________
From: ECHA Forum <[email protected]>
Sent: Tue, 29 Oct 2024 13:20:31 +0000
To: ECHA Forum <[email protected]>
Subject: Interact for BPR enforcement authorities; nomination of the User Administrators and Single Point of Contacts; deadline 18 Nov 2024
Dear BPRS members (in Bcc),
Please find attached a letter signed by Mrs. Sharon McGuinness, the Executive Director of ECHA, related to the nomination of the User Administrators and Single Points of Contact for Interact BPR.
The Members of the Security Officers’ Network (SON, in Bcc) are hereby informed of the start of the process; the SON member/s of the Member State is/are to be consulted in the course of the nomination process as well as informed of the final nominations.
Best regards,
Terhi Nikula
Harmonised Enforcement team
European Chemicals Agency
Telakkakatu 6, P.O. Box 400, FI-00150 Helsinki, Finland
Tel. +358 9 6861 8322
[email protected]
http://echa.europa.eu/
The above represents the opinion of the author and is not an official position of the European Chemicals Agency. This email, including any files attached to it, is intended for the use of the individual to whom it is addressed. If you have received this message in error, please notify the author as soon as possible and delete the message.
iC’ E C I—I A EUROPEAN CHEMICALS AGENCY Helsinki 11. 10. 2O2 5MG/at
Members of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS)
Subject: Appointment of BPR NEA Administrators and End User Single Points of Contact for Interact BPR NEA by 18 November 2024
Dear Colleagues,
To further support National Enforcement Authorities (NEAs) in their work, ECHA plans to grant access to the IT tool Interact Portal for BPR National Enforcement Authorities (Interact BPR NEA).
As the users of the tool will be managed by a single BPR NEA Administrator at national level, I kindly seek your support in appointing:
• two BPR NEA Administrators (one of them acting as back-up) to manage Interact BRP NEA users. The nominees will receive training and supporting guidelines from ECHA.
• a BPR End User Support Single Point of Contact (SPOC) who will also be trained by ECHA. At their end, SPOCs will train Interact BPR NEA end users and handle their questions.
I very much appreciate your communication on their nominations no later than 18 November 2024,
My colleagues in the Harmonised Enforcement Team and SON Secretariat and I are looking forward to good and efficient cooperation on this matter.
For any further clarification, please contact us via the contact form available on ECHA website (httrs://comments.echa.eurooa.eu/comments cms/ContactFormAuthorities Nominations.aspx).
Yours sincerely,
Dr Sharon McGuinness Executive Director
P.O. Box 400, FI-00121 Helsinki, Finland Tel. ÷358 9 686180 echa.europa.eu
Background Information- About the tool
Interact Portal for biocides national enforcement authorities (Interact BPR NEA), will allow access to data on biocidal products from files submitted to ECHA. The tool is tailored especially to the needs of inspectors.
1. The member of the BPRS, in consultation with the SON member, liaises with relevant institutions at national level and – using applicable national procedures – secures agreement on which authority1 will host the BPR NEA Administrator(s) and which one will host the BPR SPOC;
2. The authority or authorities selected in point 1, issue a formal decision nominating the two BPR NEA Administrators and/or the SPOC (see template in Appendix 2). The decision appointing the BPR NEA Administrators and the one appointing the BPR SPOC must be signed by their superior in the relevant organisation;
3. The BPRS member ensures that the decision(s) issued in point 2 is coordinated with the member of the SON and prepares a cover letter (see template in Appendix 3) for the decision which should be signed by the BPRS member .
4. Each person who is nominated to the role of BPR NEA Administrator signs the Declaration of Confidentiality and Non-Disclosure (see template in Appendix 4).
5. The BPRS member sends the decision (see point 2), the cover letter (see point 3) and the declarations (see point 4) to ECHA by 18 November 2024. The signed and scanned documents are sent via the contact form available on ECHA website (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx).
The BPR NEA Administrator will manage users from his country using ECHA Accounts Portal.
Encls.
• Appendix 1 Background information for appointment of BPR NEA
Administrators and BPR end-user support point-of-contact
• Appendix 2 Template for nominating BPR NEA Administrator and
end-user support point-of-contact
• Appendix 3 Template for cover letter from BPRS Member
• Appendix 4 Declaration of Confidentiality and Non-Disclosure for BPR
NEA Administrators
Cc:
Members of the Security Officers Network (SON)
Interact Portal for biocides national enforcement authorities (Interact BPR NEA), will allow access to data on biocidal products from files submitted to ECHA. The tool is tailored especially to the needs of inspectors.
1. The member of the BPRS, in consultation with the SON member, liaises with relevant institutions at national level and – using applicable national procedures – secures agreement on which authority1 will host the BPR NEA Administrator(s) and which one will host the BPR SPOC;
2. The authority or authorities selected in point 1, issue a formal decision nominating the two BPR NEA Administrators and/or the SPOC (see template in Appendix 2). The decision appointing the BPR NEA Administrators and the one appointing the BPR SPOC must be signed by their superior in the relevant organisation;
3. The BPRS member ensures that the decision(s) issued in point 2 is coordinated with the member of the SON and prepares a cover letter (see template in Appendix 3) for the decision which should be signed by the BPRS member .
4. Each person who is nominated to the role of BPR NEA Administrator signs the Declaration of Confidentiality and Non-Disclosure (see template in Appendix 4).
5. The BPRS member sends the decision (see point 2), the cover letter (see point 3) and the declarations (see point 4) to ECHA by 18 November 2024. The signed and scanned documents are sent via the contact form available on ECHA website (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx).
The BPR NEA Administrator will manage users from his country using ECHA Accounts Portal.
Encls.
• Appendix 1 Background information for appointment of BPR NEA
Administrators and BPR end-user support point-of-contact
• Appendix 2 Template for nominating BPR NEA Administrator and
end-user support point-of-contact
• Appendix 3 Template for cover letter from BPRS Member
• Appendix 4 Declaration of Confidentiality and Non-Disclosure for BPR
NEA Administrators
Cc:
Members of the Security Officers Network (SON)
Appendix 1 Background information for appointment of BPR NEA Administrator and BPR SPOC
1. BPR NEA Administrator
1.1. Number of BPR NEA Administrators
Each Member State must nominate two BPR NEA Administrators, with one playing the role of an alternate in case of holidays or other absences.
1.2. Institutional Location
Each Member State has to select the location and institution in which the BPR NEA Administrator and his alternate will be located. The institutional location of the BPR NEA Administrator may be different in each MS and depends on national administrative structures.
The two BPR NEA Administrators can be based in one location and organisation only. This organisation is referred to as the BPR NEA Administrator Institution.
1.3. Role and tasks
The BPR NEA Administrator and his alternate shall manage BPR NEA users on a national level and have the following responsibilities:
User Management and Administrative Tasks
a) granting BRP NEA users access to the Interact BPR NEA application;
b) collecting and keeping up-to-date a list of BPR NEA users, with their contact details and positions that have been granted access as well as documented decisions of relevant national authorities;
c) collecting the declarations from National Enforcement Authorities whose staff has access to Interact BPR NEA, as specified in point 5 of the Security Recommendations;
d) ensuring that BPR NEA users, no longer within the enforcement organisation, are immediately removed from having all access and that user verification is done once a year to identify users that have changed position or left the organisation;
Support related tasks
e) offering support for BPR NEA users of Interact BPR NEA related to user management duties such as unblocking accounts;
Security related tasks:
f) organising security training or preparing security training materials for BPR NEA users to promote security awareness among Interact BPR NEA users1;
g) immediately reporting to ECHA all suspected, attempted or actual security breaches that may have compromised Interact BPR NEA data unless they have already been reported by the respective Enforcement Authority, including:
i) Any serious attempt at illegal or unauthorised entry into a security area
ii) Any loss, theft or compromise of BPR data available through Interact BPR NEA
iii) Any attempt to corrupt an official with a view to gaining access to biocidal data available through Interact BPR NEA or other sensitive material.
1.4. Appointment procedure
The appointment of the BPR NEA Administrator(s) requires that a formal decision on who is to be the BPR NEA Administrator is taken at a national level, in consultation with SON member. The appointment is then made sending three documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed
• The declaration of confidentiality and non-disclosure as described in Appendix 4.
Please refer to Appendices 2-4 for templates for all documents needed in BPR NEA Administrator appointment.
1.4.1. The appointment decision
The appointment of the BPR NEA Administrator(s) must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
1.4.2. Cover letter
Since the role of NEA Administrator requires some IT expertise and will be serving the purposes of the enforcement authorities, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the administrator.
1.4.3. Declaration of Confidentiality and Non-Disclosure
The “Declaration of Confidentiality and Non-Disclosure for BPR NEA Administrators” must be signed by the nominated BPR NEA Administrator and his alternate and sent together with the appointment decision. See Appendix 4.
1.4.4. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx - “User administrator”).
1.5. User Account for BPR NEA Administrator
The User Administrator needs to create an EU-login account, if not already having one. Upon receiving the full appointment documentation, ECHA will add the user administrator to the correct group (or invite him in case that it doesn’t have already an EU Login account) in order for the User Administrator to have the access to the ECHA Accounts Portal, used for the management of Interact BPR NEA users.
For more information about the EU Login they can consult the user guide https://webgate.ec.europa.eu/cas/manuals/EU_Login_Tutorial.pdf
1.6. Replacement
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR NEA Administrator for another one. In such a case, ECHA shall receive a new appointment according to the procedure described above. The new appointment shall clearly specify which administrator(s) is being replaced and from which date.
On the date indicated in the new appointment, ECHA will disable the account of the old BPR NEA Administrator and enable a new account to the new BPR NEA Administrator and send to the new administrator a basic set of instructions related to obtaining access (login etc.) and how to manage accounts.
1.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State does not wish to change the person who is the BPR NEA Administrator but only wishes to extend the duration of appointment of the current administrator.
In such case, the existing BPR NEA Administrator should send to ECHA a new and updated decision from his authority (Appendix 2), signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision, in particular the new ending date of the appointment. Upon receiving the new appointment decision, ECHA will change the ending date of the account of the Administrator.
There is no need to send the cover letter from the BPRS member and the declaration of confidentiality and non-disclosure, as they are deemed to remain valid.
1.8. Roles managed
The BPR NEA Administrators manage users with the following Interact BPR NEA roles:
Table 1. Interact BPR NEA Users managed by NEA Administrator
Interact BPR NEA User role
Estimated number
BPR NEA Inspector
1 to 300 per Member State
BPR NEA Auditor
1 per Member State
BPR MS Focal Point
1-4 per Member State
2. BPR NEA End User Support Single Point of Contact (SPOC)
2.1. Number of SPOCs
There should be only one BPR NEA End-User Support Single Point of Contact (SPOC) per Member State. That person should have the most up to date knowledge on the functionalities of Interact BPR NEA.
2.2. Institutional location
Member States are free to select the institution in which the BPR SPOC is located. Since no special connection to ECHA is needed to provide end-user support, the SPOC does not need to be located in the same institution as the BPR NEA Administrators.
2.3. Role and tasks of the SPOC
The SPOC shall provide content related support to BPR NEA users of Interact BPR NEA on a national level. This shall include:
a) training of national Interact BPR NEA users
b) answering questions from Interact BPR NEA users related to the system’s functionalities and its use
The SPOC shall have the Interact BPR NEA account with an “BPR NEA Inspector" role.
2.4. Appointment
The appointment of the BPR SPOC requires that a formal decision on who is to be the SPOC is taken at a national level, in consultation with the SON member. The appointment is then made sending two documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed.
Please refer to Appendices 2-3 for templates for all documents needed in BPR SPOC appointment.
2.4.1. The appointment decision
When deciding who is to become a BPR SPOC the national authorities should consider that the SPOC should have a good understanding of BPR enforcement and a thorough understanding of Interact BPR NEA functionalities as they are expected to answer questions related to the use of Interact BPR NEA for enforcement purposes. ECHA will provide training on Interact BPR NEA for the SPOCs.
The appointment of the BPR SPOC must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
2.4.2. Cover letter
Since the role of BPR SPOC will serve the BPR NEA users dealing with the biocidal product regulation, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the SPOC.
2.4.3. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form available at https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx .
2.5. Interact BPR NEA accounts for SPOC
ECHA shall create the account for BPR SPOC, using the appointment decision as a formal document justifying the granting of access to Interact BPR NEA.
2.6. Replacement of SPOCs
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR SPOC for another one.
In such case ECHA shall receive a new appointment according to the same procedure described above. The new appointment shall clearly specify from which date the previous SPOC is being replaced. BPR NEA Administrator must also be notified by receiving the same appointment decision as sent to ECHA.
2.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State wishes to extend the duration of the appointment of the current BPR SPOC and not to change the person who is the BPR SPOC.
In such case the BPR SPOC in question should send to ECHA and BPR NEA Administrator a new and updated decision from his authority, signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision (see Appendix 2), in particular the new ending date of the appointment. It is up to the BPR NEA Administrator to ensure change of ending date in the SPOCs account.
There is no need to send the cover letter from the BPRS member as it is deemed to be still valid.
1. BPR NEA Administrator
1.1. Number of BPR NEA Administrators
Each Member State must nominate two BPR NEA Administrators, with one playing the role of an alternate in case of holidays or other absences.
1.2. Institutional Location
Each Member State has to select the location and institution in which the BPR NEA Administrator and his alternate will be located. The institutional location of the BPR NEA Administrator may be different in each MS and depends on national administrative structures.
The two BPR NEA Administrators can be based in one location and organisation only. This organisation is referred to as the BPR NEA Administrator Institution.
1.3. Role and tasks
The BPR NEA Administrator and his alternate shall manage BPR NEA users on a national level and have the following responsibilities:
User Management and Administrative Tasks
a) granting BRP NEA users access to the Interact BPR NEA application;
b) collecting and keeping up-to-date a list of BPR NEA users, with their contact details and positions that have been granted access as well as documented decisions of relevant national authorities;
c) collecting the declarations from National Enforcement Authorities whose staff has access to Interact BPR NEA, as specified in point 5 of the Security Recommendations;
d) ensuring that BPR NEA users, no longer within the enforcement organisation, are immediately removed from having all access and that user verification is done once a year to identify users that have changed position or left the organisation;
Support related tasks
e) offering support for BPR NEA users of Interact BPR NEA related to user management duties such as unblocking accounts;
Security related tasks:
f) organising security training or preparing security training materials for BPR NEA users to promote security awareness among Interact BPR NEA users1;
g) immediately reporting to ECHA all suspected, attempted or actual security breaches that may have compromised Interact BPR NEA data unless they have already been reported by the respective Enforcement Authority, including:
i) Any serious attempt at illegal or unauthorised entry into a security area
ii) Any loss, theft or compromise of BPR data available through Interact BPR NEA
iii) Any attempt to corrupt an official with a view to gaining access to biocidal data available through Interact BPR NEA or other sensitive material.
1.4. Appointment procedure
The appointment of the BPR NEA Administrator(s) requires that a formal decision on who is to be the BPR NEA Administrator is taken at a national level, in consultation with SON member. The appointment is then made sending three documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed
• The declaration of confidentiality and non-disclosure as described in Appendix 4.
Please refer to Appendices 2-4 for templates for all documents needed in BPR NEA Administrator appointment.
1.4.1. The appointment decision
The appointment of the BPR NEA Administrator(s) must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
1.4.2. Cover letter
Since the role of NEA Administrator requires some IT expertise and will be serving the purposes of the enforcement authorities, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the administrator.
1.4.3. Declaration of Confidentiality and Non-Disclosure
The “Declaration of Confidentiality and Non-Disclosure for BPR NEA Administrators” must be signed by the nominated BPR NEA Administrator and his alternate and sent together with the appointment decision. See Appendix 4.
1.4.4. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form (https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx - “User administrator”).
1.5. User Account for BPR NEA Administrator
The User Administrator needs to create an EU-login account, if not already having one. Upon receiving the full appointment documentation, ECHA will add the user administrator to the correct group (or invite him in case that it doesn’t have already an EU Login account) in order for the User Administrator to have the access to the ECHA Accounts Portal, used for the management of Interact BPR NEA users.
For more information about the EU Login they can consult the user guide https://webgate.ec.europa.eu/cas/manuals/EU_Login_Tutorial.pdf
1.6. Replacement
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR NEA Administrator for another one. In such a case, ECHA shall receive a new appointment according to the procedure described above. The new appointment shall clearly specify which administrator(s) is being replaced and from which date.
On the date indicated in the new appointment, ECHA will disable the account of the old BPR NEA Administrator and enable a new account to the new BPR NEA Administrator and send to the new administrator a basic set of instructions related to obtaining access (login etc.) and how to manage accounts.
1.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State does not wish to change the person who is the BPR NEA Administrator but only wishes to extend the duration of appointment of the current administrator.
In such case, the existing BPR NEA Administrator should send to ECHA a new and updated decision from his authority (Appendix 2), signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision, in particular the new ending date of the appointment. Upon receiving the new appointment decision, ECHA will change the ending date of the account of the Administrator.
There is no need to send the cover letter from the BPRS member and the declaration of confidentiality and non-disclosure, as they are deemed to remain valid.
1.8. Roles managed
The BPR NEA Administrators manage users with the following Interact BPR NEA roles:
Table 1. Interact BPR NEA Users managed by NEA Administrator
Interact BPR NEA User role
Estimated number
BPR NEA Inspector
1 to 300 per Member State
BPR NEA Auditor
1 per Member State
BPR MS Focal Point
1-4 per Member State
2. BPR NEA End User Support Single Point of Contact (SPOC)
2.1. Number of SPOCs
There should be only one BPR NEA End-User Support Single Point of Contact (SPOC) per Member State. That person should have the most up to date knowledge on the functionalities of Interact BPR NEA.
2.2. Institutional location
Member States are free to select the institution in which the BPR SPOC is located. Since no special connection to ECHA is needed to provide end-user support, the SPOC does not need to be located in the same institution as the BPR NEA Administrators.
2.3. Role and tasks of the SPOC
The SPOC shall provide content related support to BPR NEA users of Interact BPR NEA on a national level. This shall include:
a) training of national Interact BPR NEA users
b) answering questions from Interact BPR NEA users related to the system’s functionalities and its use
The SPOC shall have the Interact BPR NEA account with an “BPR NEA Inspector" role.
2.4. Appointment
The appointment of the BPR SPOC requires that a formal decision on who is to be the SPOC is taken at a national level, in consultation with the SON member. The appointment is then made sending two documents to ECHA:
• The actual appointment decision from the appointing institution
• The cover letter signed by the member of the BPRS; the Member of the SON of the MS needs to be informed.
Please refer to Appendices 2-3 for templates for all documents needed in BPR SPOC appointment.
2.4.1. The appointment decision
When deciding who is to become a BPR SPOC the national authorities should consider that the SPOC should have a good understanding of BPR enforcement and a thorough understanding of Interact BPR NEA functionalities as they are expected to answer questions related to the use of Interact BPR NEA for enforcement purposes. ECHA will provide training on Interact BPR NEA for the SPOCs.
The appointment of the BPR SPOC must be signed by their superior in the relevant organisation.
Please refer to Appendix 2, “Template for nominating BPR NEA Administrators and BPR end-user support points-of-contact” which contains a ready template for such appointment decision, with all information needed by ECHA.
2.4.2. Cover letter
Since the role of BPR SPOC will serve the BPR NEA users dealing with the biocidal product regulation, the appointment must be solicited by the national member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement (BPRS), in consultation with the member of the Security Officers Network (SON). This ensures that all relevant stakeholders on the national level are aligned about the appointment of the SPOC.
2.4.3. Sending the documents to ECHA
The duly signed documents are to be scanned and sent via the contact form available at https://comments.echa.europa.eu/comments_cms/ContactFormAuthorities_Nominations.aspx .
2.5. Interact BPR NEA accounts for SPOC
ECHA shall create the account for BPR SPOC, using the appointment decision as a formal document justifying the granting of access to Interact BPR NEA.
2.6. Replacement of SPOCs
Replacement is a process whereby the Member State wishes to change the person who is acting as a BPR SPOC for another one.
In such case ECHA shall receive a new appointment according to the same procedure described above. The new appointment shall clearly specify from which date the previous SPOC is being replaced. BPR NEA Administrator must also be notified by receiving the same appointment decision as sent to ECHA.
2.7. Prolongation of current appointment
Prolongation of the current appointment is a process where the Member State wishes to extend the duration of the appointment of the current BPR SPOC and not to change the person who is the BPR SPOC.
In such case the BPR SPOC in question should send to ECHA and BPR NEA Administrator a new and updated decision from his authority, signed by a relevant superior. The prolongation decision should contain the same information as the appointment decision (see Appendix 2), in particular the new ending date of the appointment. It is up to the BPR NEA Administrator to ensure change of ending date in the SPOCs account.
There is no need to send the cover letter from the BPRS member as it is deemed to be still valid.
Appendix 2. Template for nominating BPR NEA Administrator and/or BPR end-user support point-of-contact
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact Portal BPR NEA access of [name of country] the [provide name and address of Member State Authority where the BPR NEA Administrator will be based]
nominates the following person as BPR NEA Administrator
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as BPR NEA Administrator alternate
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as NEA BPR end-user support point-of-contact (SPOC) for [name of country]
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
[name of the nominated person’s superior]
[name of Member State Authority where the BPR NEA administrator or BPR end-user support point-of-contact will be based]
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact Portal BPR NEA access of [name of country] the [provide name and address of Member State Authority where the BPR NEA Administrator will be based]
nominates the following person as BPR NEA Administrator
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as BPR NEA Administrator alternate
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
nominates the following person as NEA BPR end-user support point-of-contact (SPOC) for [name of country]
• Name and surname of the appointed person: [type here]
• Email: [type here]
• Phone number: [type here]
• Address: [type here]
• Institution name: [type here]
• Description of the Institution’s Responsibility: [type here]
• Starting date of appointment: [type here]
• Ending date of appointment: [type here]
[name of the nominated person’s superior]
[name of Member State Authority where the BPR NEA administrator or BPR end-user support point-of-contact will be based]
Appendix 3 Template for cover letter from BPRS member
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact BPR NEA by NEAs in [name of country] I hereby forward the decisions of the relevant national authorities nominating the two BPR NEA Administrator (one acting as alternate) and the BPR end-user support point-of-contact.
I confirm that these appointments have been agreed in an applicable procedure on the national level.
[name of BPRS member]
Member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement from
[name of country]
[Place], [Date]
European Chemicals Agency
Submissions and Cloud Platforms Unit
Telakkakatu 6
P.O. Box 400
FI-00121 Helsinki
Finland
Subject: Appointment of BPR NEA Administrator and/or BPR end-user support point-of-contact
With reference to Interact BPR NEA by NEAs in [name of country] I hereby forward the decisions of the relevant national authorities nominating the two BPR NEA Administrator (one acting as alternate) and the BPR end-user support point-of-contact.
I confirm that these appointments have been agreed in an applicable procedure on the national level.
[name of BPRS member]
Member of the BPR Subgroup of the Forum for Exchange of Information on Enforcement from
[name of country]
Appendix 4 Declaration of Confidentiality and Non-Disclosure for BPR NEA Administrators
DECLARATION OF CONFIDENTIALITY AND NON-DISCLOSURE
FOR BPR NEA ADMINISTRATORS
I, ………………………………………………………., undertake to exercise the greatest discretion with regard to use of information and user data conveyed through the Interact BPR NEA application as well as with regard to all facts and information coming to my knowledge in the course of or in connection with the performance of my duties relating to this application.
In particular, I acknowledge that the European Chemicals Agency is exclusively entitled to create user administrator accounts of the Interact BPR NEA application. In addition, I shall not disclose in any manner my user administrator login or other details needed for logging in these applications as a user administrator to any other person or party.
I acknowledge that I will be as a user administrator entitled to create user accounts of the Interact BPR NEA application for users designated by my Enforcement Authorities in my Member State based on their written decision. In this function, I shall undertake to exercise all discretion and conscience when recording user identities and granting them access to the Interact BPR NEA application. I shall collect and keep up-to-date a list of all persons with their contact details and position that have been granted access as well as documented decisions of enforcement authorities appointing these users.
I shall not disclose to any persons any information acquired as a result of my work as an administrator of Interact BPR NEA unless required for the fulfilment of my duties as BPR NEA Administrator or otherwise stipulated in Community or national law or already publicly available.
I accept that I continue to be bound by the above obligations also after these duties have ceased.
_______________________________, ______/______ 20______
Signature: _________________________________________
Position: _________________________________________
Address: _________________________________________
Tel.: _________________________________________
Fax: _________________________________________
E-mail: _________________________________________
DECLARATION OF CONFIDENTIALITY AND NON-DISCLOSURE
FOR BPR NEA ADMINISTRATORS
I, ………………………………………………………., undertake to exercise the greatest discretion with regard to use of information and user data conveyed through the Interact BPR NEA application as well as with regard to all facts and information coming to my knowledge in the course of or in connection with the performance of my duties relating to this application.
In particular, I acknowledge that the European Chemicals Agency is exclusively entitled to create user administrator accounts of the Interact BPR NEA application. In addition, I shall not disclose in any manner my user administrator login or other details needed for logging in these applications as a user administrator to any other person or party.
I acknowledge that I will be as a user administrator entitled to create user accounts of the Interact BPR NEA application for users designated by my Enforcement Authorities in my Member State based on their written decision. In this function, I shall undertake to exercise all discretion and conscience when recording user identities and granting them access to the Interact BPR NEA application. I shall collect and keep up-to-date a list of all persons with their contact details and position that have been granted access as well as documented decisions of enforcement authorities appointing these users.
I shall not disclose to any persons any information acquired as a result of my work as an administrator of Interact BPR NEA unless required for the fulfilment of my duties as BPR NEA Administrator or otherwise stipulated in Community or national law or already publicly available.
I accept that I continue to be bound by the above obligations also after these duties have ceased.
_______________________________, ______/______ 20______
Signature: _________________________________________
Position: _________________________________________
Address: _________________________________________
Tel.: _________________________________________
Fax: _________________________________________
E-mail: _________________________________________
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