USE OF SEAL - Egbc.ca

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QUALITY MANAGEMENT GUIDELINESUSE OF SEALVERSION 2.0PUBLISHED DECEMBER 4, 2017

VERSION 2.0, DECEMBER 4, 2017 2017 ENGINEERS AND GEOSCIENTISTS BRITISH COLUMBIAALL RIGHTS RESERVED.

TABLE OF CONTENTSABBREVIATIONSiii3.2.19Non-Engineering or Non-GeoscienceDocuments1.0DEFINITIONS12.0PURPOSE AND SCOPE33.0GUIDELINES FOR PRACTICE53.1WHAT IS THE PURPOSE OF A SEAL53.2WHICH DOCUMENTS REQUIRE SEALING63.2.1General63.2.2Internal Documents63.2.3Preliminary Documents63.2.4CADD Drawing Files73.2.5Bound Documents73.2.6Reviewed Documents73.2.7Copies of Originally Sealed Documents83.2.8Shop Drawings83.2.9Standard Drawings83.2.10Emails83.2.11Documents Issued in the Field93.2.12Design-Build Drawings/Documents93.2.13Final Design Drawings103.2.14As-Built or As-Constructed Drawings103.2.15Record Drawings103.2.16Articles and Presentations123.2.17Other Applicable Legislation123.2.18Out-of-Province Engineered andSupplied EquipmentVERSION 2.012133.2.20 Resources for Determining WhichDocuments Should Be Sealed3.3WHO IS PERMITTED TO SEAL A DOCUMENT13133.3.1General133.3.2Limited Licensees133.3.3Who Decides Whether and When aDocument Must Be Sealed?133.3.4Fees Associated with Use of the Seal143.3.5Sealing Documents in Other Jurisdictions143.4SEALING IN PROFESSIONAL CAPACITY ORUNDER DIRECT SUPERVISION143.4.1General143.4.2Single Discipline Documents143.4.3Multiple Discipline Documents153.4.4Revised Documents153.4.5Reissued Documents153.4.6Translated Documents163.5SEALING DOCUMENTS WITH LIMITEDPRIOR INVOLVEMENT3.5.116General16HOW TO SEAL183.6.1General183.6.2Types of Seals and Their Use183.6.3Rubber Seal193.6.4Electronic Seals and Digital Certificates193.6QUALITY MANAGEMENT GUIDELINESUSE OF SEALi

3.6.5Minimum Legal Requirements193.6.6Options for Using Electronic Seals andDigital Certificate Technology3.6.719Best Practices for Use of ElectronicallyApplied Seals203.6.8Non-Ink Signatures213.6.9Unacceptable Seals213.7SUGGESTED METHODS FOR ISSUINGSEALED DOCUMENTS243.7.1General243.7.2Hard Copy Documents243.7.3Electronically Issued Documents254.0REFERENCES AND RELATED DOCUMENTS265.0APPENDIX27LIST OF APPENDICESAPPENDIX A: When to Apply SealsA-1LIST OF TABLESTABLE 1:Where to Apply Professional Seals22LIST OF FIGURESFIGURE 1: Examples of Engineers andGeoscientists BC SealsVERSION 2.023QUALITY MANAGEMENT GUIDELINESUSE OF SEALii

ABBREVIATIONSABBREVIATIONTERMBCBritish ColumbiaCADDComputer-Aided Drafting and DesignEPCEngineering Procurement ConstructionP3Public-Private PartnershipsPDFPortable Document FormatQMQuality ManagementVERSION 2.0QUALITY MANAGEMENT GUIDELINESUSE OF SEALiii

VERSION 2.0QUALITY MANAGEMENT GUIDELINESUSE OF SEALiv

1.0 DEFINITIONSThe following definitions are specific to this Quality Management (QM) guideline.TERMDEFINITIONActEngineers and Geoscientists Act [RSBC 1996] Chapter 116.BylawsThe Bylaws of Engineers and Geoscientists BC made under the Act.Digital CertificateLetters, characters, numbers, or other symbols in digital form that anEngineering/Geoscience Professional creates or adopts to represent theelectronic equivalent of his or her handwritten signature. Engineers andGeoscientists BC must authorize and endorse the Digital Certificatetechnology used in conjunction with the electronically applied Seal inorder to provide confirmation with Engineers and Geoscientists BC’s bestpractices regarding security, protection of Document integrity, and proofof authenticity.Direct SupervisionThe Act defines Direct Supervision as the responsibility for the controland conduct of the engineering or geoscience work of a subordinate.Document(s)Includes, but is not limited to, reports, letter reports, certificates, designbriefs, memos, field memos, specifications, drawings, maps, plans, andsome Shop Drawings that provide recommendations, designs, directions,estimates, calculations, opinions, interpretations, or observations thatinvolve technical engineering or geoscience matters in hard copy, email,or digital format.The term “Document” has an extended meaning and includes aphotograph, film, recording of sound, any record of a permanent or semipermanent character, and any information recorded or stored by means ofany device (B.C. Reg. 168/2009).With regard to Sealing, electronic Documents and hard copy Documentsare considered the same.Electronic SealVERSION 2.0A digital version of a Seal that represents a true replica of the inkimpression or embossing of the Seal issued by Engineers andGeoscientists BC, with no material variation in size, format, or wording.QUALITY MANAGEMENT GUIDELINESUSE OF SEAL1

TERMDEFINITIONEngineering/Geoscience Professional(s)Professional engineers, professional geoscientists, and licencees who arelicensed to practice by Engineers and Geoscientists BC.Engineers and Geoscientists BCThe Association of Professional Engineers and Geoscientists of theProvince of British Columbia, also operating as Engineers andGeoscientists BC.Non-Ink SignatureA signature created using a touch screen or electronic pen in a mannerthat requires a unique gesture for each instance.OrganizationAny firm, corporation, partnership, government agency, sole proprietor, orother type of legal entity that employs Engineering/GeoscienceProfessionals and provides products and/or services requiring theapplication of professional engineering and/or professional geoscience.Professional of RecordThe Engineering/Geoscience Professional or licensee with the lowest levelof direct professional responsibility for the engineering or geosciencework and any related engineering or geoscience Documents produced,and whose Seal appears on the Documents. A test of “direct professionalresponsibility” is the ability of that Engineering/Geoscience Professionalto alter or revise the engineering or geoscience content in the masterDocuments.Seal (synonymous with stamp)Noun: The Engineering/Geoscience Professional’s Seal. It is either arubber Seal or Electronic Seal, and is collectively called “Seal” in this QMguideline.Verb: To affix an Engineers and Geoscientists BC professional’s Seal,along with signature and date, to a Document. The handwritten date orthe digitally embedded date associated with the digital signature must bethe date of Sealing and signing; this date may differ from the date on theDocument.Shop DrawingVERSION 2.0Includes, but is not limited to, a pre-existing standard or generic drawing,diagram, illustration, schedule, performance chart, brochure, or otherprinted information that is provided by a contractor to a Professional ofRecord, or is used by a Professional of Record, to illustrate details of aportion of work. Refer to the Engineers and Geoscientists BC ProfessionalPractice Guidelines: Shop Drawings.QUALITY MANAGEMENT GUIDELINESUSE OF SEAL2

2.0 PURPOSE AND SCOPE2.1The Act s. 20(9) states that: after one’s Direct Supervision“A member or licensee receiving a seal orstamp under this section must use it, with Sealing with limited prior involvementsignature and date, to seal or stamp How to Sealestimates, specifications, reports,documents, plans, or things that have2.4Documents that they prepare and deliver inmember or licensee in the member's ortheir professional capacity or that werelicensee's professional capacity, or thatprepared under their Direct Supervision.have been prepared and delivered underConversely, they must only Seal and deliverthe member's or licensee's directDocuments for which they are willing tosupervision.”accept professional responsibility. Failure toEngineering/Geoscience Professionals areSeal a Document that is required to berequired to Seal all Documents that theySealed and that an Engineering/Geoscienceprepare and deliver in their professionalProfessional has prepared and delivered is acapacity or that were prepared under theirbreach of the Act.Direct Supervision. When individualsbecome Engineering/GeoscienceProfessionals, they are issued a Seal byEngineers and Geoscientists BC. Engineersand Geoscientists BC retains ownership ofthe Seal and is the sole authority toestablish rules for its use.2.3The Act requires that Engineering/Geoscience Professionals must Seal allbeen prepared and delivered by the2.2Sealing in one’s professional capacity or2.5These obligations apply to Engineering/Geoscience Professionals working in theirprofessional capacity in all sectors whentheir work applies to or is used in any of thefollowing circumstances: Ongoing engineering and geoscienceworkThis QM guideline is intended to assistEngineering/Geoscience Professionals in the Projects with a defined start and finishappropriate use of their Seal to meet the Products and services requiring therequirements of the Act by addressing theapplication of professional engineeringfollowing:or professional geoscience The purpose of the Seal Which Documents require Sealing Who is permitted to Seal a DocumentVERSION 2.0Engineering or geoscience deliverablessuch as reports, drawings, specifications,or other deliverablesQUALITY MANAGEMENT GUIDELINESUSE OF SEAL3

Implementation or use of engineering Consultingand geoscience work as may be found in Education Government Healthcareengineering or geoscience work High technologyImplementation or construction carried Light and heavy industryout by others Marine engineering and navala manufacturing facility, technologycompany, operations, or utilities work Construction or installation ofarchitectureImplementation or construction beingcarried out by the Engineering/ ManufacturingGeoscience Professional’s Organization’s Natural resources Operations Research and development Utilitiesown forces Engineering or geoscience work carriedout for use internally within theEngineering/Geoscience Professional’sOrganization 2.62.7Engineering or geoscience work carriedstandards for use of the Seal byout for othersEngineering/Geoscience Professionals.These obligations apply to Engineering/Geoscience Professionals employed in theirprofessional capacity in all sectors includingbut not limited to the following: Aerospace ConstructionVERSION 2.0This QM guideline describes the minimumFailure to meet the intent of thisQM guideline may be evidence ofunprofessional conduct and may give rise todisciplinary proceedings by Engineers andGeoscientists BC.QUALITY MANAGEMENT GUIDELINESUSE OF SEAL4

3.0 GUIDELINES FOR PRACTICE3.1 WHAT IS THE PURPOSE OF A SEALGeoscience Professional Seals, signs, and3.1.1the following:The purpose of the proper and appropriateuse of the Seal is to authenticate Documentsthat have been prepared and delivered bydates a Document, he or she is confirming prepared by the Engineering/GeoscienceEngineering/Geoscience Professionals inProfessional in his or her professionaltheir professional capacity or under theircapacity, or under his or her DirectDirect Supervision. The Seal is not a mark ofwarranty. It is not a guarantee of accuracy.Instead, it should be considered a “mark ofSupervision on the fact that the opinions, judgments, or The authenticity of the Documentdesigns in the Sealed Documents were The identity of the Engineering/provided by an Engineering/GeoscienceProfessional who is held to high standards ofknowledge, skill, and ethical conduct.Geoscience Professional The Engineering/GeoscienceProfessional’s designation, and that heThe application of the Engineering/or she is in good standing with EngineersGeoscience Professional’s Seal with theand Geoscientists BC and hassignature and date is the authenticationpractice rightsprocess used to verify that a Document hasnot been modified or tampered with andrepresents the original content for which the The relevant legislation has been met The applicable requirements under theAct and the Bylaws have been met,Engineering/Geoscience Professional, byincluding the quality management bylawSealing, signing, and dating the Document,has accepted professional responsibility.3.1.3He or she is professionally responsibleand accountable for the Documentreliance,” an indication that others can rely3.1.2The engineering or geoscience work wasand the code of ethics He or she is qualified by training orAside from the issue of authentication, theexperience in the engineering orSeal is important because it is a visiblegeoscience discipline(s) related tocommitment to the standards of thethe Documentprofessions, and it signifies to the user ofthe Document that an Engineering/Geoscience Professional has acceptedprofessional responsibility for the content of The intent of the relevant Engineers andGeoscientists BC professional practiceguidelines have been metthe Document. When an Engineering/VERSION 2.0QUALITY MANAGEMENT GUIDELINESUSE OF SEAL5

3.2 WHICH DOCUMENTS REQUIRESEALING3.2.1.4have taken professional responsibility forand when you took professionalresponsibility for it.3.2.1GENERAL3.2.1.1Documents requiring the Engineering/Geoscience Professional’s Seal are thoseDocuments (in hard copy, email, or digital3.2.2INTERNAL DOCUMENTS3.2.2.1Documents issued informally within anOrganization that are preliminary,format) that were prepared in his or herconceptual, or not intended to be relied onprofessional capacity or under his or herby others do not need to be Sealed.Direct Supervision, involving the deliveryHowever, when Documents are intended toof products or services requiring thebe sent from one department of anapplication of professional engineeringOrganization and issued formally to anotheror professional geoscience.3.2.1.23.2.1.3The Seal is used to authenticate what youdepartment, branch, office, division, or otherThe requirement to Seal applies equally toentity within the same Organization, andelectronic Documents and hard copythose Documents will be used, relied on,Documents.acted upon, or externally issued by the otherEngineering and geoscience Documents areentity, those Documents must be Sealed. Forexample, preliminary Documents issued todelivered in various stages throughout aanother department to determine permittingprojects’ lifecycle. All professionalrequirements would not need to be Sealed.Documents that are prepared, delivered, andHowever, Documents issued to anotherrelied upon must be Sealed with a signaturedepartment that will be used to apply for aand date; this includes those Documentspermit would need to be Sealed, even ifprepared for the various stages of anthose Documents were not ready for orengineering or geoscience project.issued for construction.Below is an example of typical stages inconsulting engineering projects for3.2.3PRELIMINARY DOCUMENTS3.2.3.1Certain Documents are consideredbuildings: Tendering Design Permitting Constructionin their final form (i.e., will not be relied Commissioningupon)preliminary Documents and do not need tobe Sealed. These include the following: Other areas of engineering and geoscienceare too varied to give relevant examples oftypical stages.VERSION 2.0 Documents that are incomplete or are notDocuments that are being issued toindicate general works or degree ofcomplexityQUALITY MANAGEMENT GUIDELINESUSE OF SEAL6

Documents that are marked and issued as Embed the CADD file(s) in a portablebeing “for discussion,” for “informationdocument format (PDF) file and Sealonly,” or for collaboration purposesthe PDF file using an Electronic Sealand digital certification technology thatThe intent that these Documents aremeets the Engineers and Geoscientistspreliminary must be clear to those who areBC best practices for digital certificationreceiving them. For example, Documentsof electronically applied Seals (refer toissued for “information only” to bidders toSection 3.6.7 Best Practices for Use ofallow them to provide budget prices to aElectronically Applied Seals).consultant do not require Sealing. However, Documents issued to bidders who will relySeal a hard-copy version of the drawingson the adequacy of those Documents toand provide the hard copy together withprovide fixed prices must be Sealed.a set of editable CADD files that are notSealed.A work-in-progress, non-finalized Document, or draft Document should be clearly markedprovide the Sealed set together with awith a notation that confirms that the statusset of editable CADD files that are notof the Document such as “Preliminary,”Sealed.“Draft,” “For Review Only,” “For DiscussionOnly,” “Not For Construction,” or “Not forImplementation.”3.2.4CADD DRAWING FILES3.2.4.1Clients, such as municipal governments,Scan a Sealed set of drawings and3.2.5BOUND DOCUMENTS3.2.5.1Drawings, maps, or plans bound into anotherDocument, such as those listed in Section3.2.5.2 below, do not require Sealing,provided the Document into which they aremay request computer-aided drafting andbound is Sealed.design (CADD) drawing files in an editableformat, such as DWG, for ongoing3.2.5.2Bound Documents may include booklets,maintenance of their facilities orreports, assessments, investigations, andinfrastructure, and to publish online for useevaluations. However, drawing sets are notby others. Drawings in this file format canconsidered bound Documents and eachbe altered by the client.drawing in a drawing set must be Sealed.An Engineering/Geoscience Professionalhas a number of options for Sealing andauthenticating their original work to3.2.6REVIEWED DOCUMENTS3.2.6.1Reviewers of engineering or geosciencedistinguish it from future changes to theDocuments where the Document wasdrawings made by the client. Theprepared by an Engineering/GeoscienceEngineering/Geoscience ProfessionalProfessional should not Seal the Document.may use the following methods:The Document should only be Sealed by theProfessional of Record. If the reviewer isVERSION 2.0QUALITY MANAGEMENT GUIDELINESUSE OF SEAL7

directly supervising the preparation of theDocument by a non-Engineering/GeoscienceProfessional, the reviewer should Seal3.2.9STANDARD DRAWINGS3.2.9.1An Engineering/Geoscience Professionalmay be asked to prepare a design drawingthe Document.3.2.7that is intended to be used in more than asingle instance. The decision to authenticateCOPIES OF ORIGINALLY SEALEDDOCUMENTSsuch a standard/generic drawing can only bemade by the Engineering/Geoscience3.2.7.1Users of a Document that was signed,Professional who prepared the drawing. If itSealed, dated, and previously delivered byis not possible to sufficiently limit or specifythe Engineering/Geoscience Professionalthe conditions under which the drawing canmay request copies of the original Documentbe used, the drawing should be leftin hard copy or electronic format. Where aunauthenticated.copy of an authenticated Document willsuffice, the copy does not need to have an3.2.9.2who subsequently uses an unauthenticatedoriginal Seal applied.3.2.7.2An Engineering/Geoscience Professionalstandard drawing is responsible forA hard copy Document to which thedetermining that the drawing is suitable forEngineering/Geoscience Professional hasthe current purpose and for itsaffixed his or her Seal with signature andauthentication.date may be scanned and eering/Geoscience Professionals are3.2.10.1During work on a project, it is common tocautioned against issuing copies ofDocuments after they have been Sealed,signed, and dated, whether in hard copy,as an electronic PDF file, or in a faxtransmission, unless there are propercontrols in place to prevent their Sealsfrom being re-used by others.exchange a large number of emails. Ifemails contain engineering and/orgeoscience opinions or decisions that willbe relied on by others, then this informationmust be captured in a Sealed Documentwithin a reasonable timeframe. For example,the emailed information could be capturedin the next issuance of a Sealed drawing, in3.2.8SHOP DRAWINGS3.2.8.1Refer to the Engineers and Geoscientists BCis Sealed.Professional Practice Guidelines: ShopAlternatively, if an Electronic Seal is used inDrawings (Engineers and Geoscientists BCcombination with the Digital Certificate, an2015) to determine which types of ShopElectronic Seal and Digital Certificate can beDrawings should be Seal

EngGeoBC Practice Guidelines 8-1/2” x 11” c of d PROOFREAD CLIENT PUB NOTES DDB CANADA 1600–777 HORNBY STREET, VANCOUVER, BC, CANADA V6Z 2T3 T 604 687 7911 F 604 640 4344 . 3.2.12 Design-Build Drawings/Documents 9 3.2.13 Final Design Drawings 10 . 3.6.3 Rubber Seal 19 3.6.4 Electronic Seals and Digital Certificates 19. QUALITY .

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