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I am a servicing licensee

The Licensing team is pleased to provide you with an update on topics relevant to your work as a servicing licensee.
We welcome your feedback and urge you to contact us with your ideas or queries. This will help us to prepare future updates.

Contacting us is easy! Simply email us at tmlicensees@measurement.gov.au with your contact details and we will get back to you within two business days.

  

Licence Renewals

If you would like to renew your licence you are required to apply for a licence renewal

 

Latest news: 

Collapsed - Trade measurement legislation

Requirements for servicing licensees

The National Measurement Institute (NMI) and businesses across Australia rely on the capability of servicing licensees to comply with the requirements of the National Measurement Act 1960 to help maintain the metrological infrastructure for trade measurement.

NMI’s approach is therefore to ensure Australia’s servicing licensee workforce is maintained at an appropriate level of competency, that verifications are being performed correctly and that verifiers have access to the necessary procedures, systems and equipment to perform their duties correctly and in accordance with the Act.

Servicing licensee's obligations to their verifiers

Measuring instruments can be verified by a servicing licensee or an employee of a servicing licensee (section 18GH of the National Measurement Act 1960). Such individuals are known as verifiers.

A servicing licensee should:  
  • ensure their contractors hold a servicing licence
  • ensure their verifiers are competent to verify measuring instruments (section 18NH of the National Measurement Act 1960)
  • ensure verifiers hold the relevant statement of attainment for any measuring instrument they verify (regulation 2.43 (9A) of the National Trade Regulations 2009)
  • inform NMI of any change in circumstances with their verifiers (regulation 2.43 (7) of the National Trade Measurement Regulations 2009).

Training and competency of verifiers

NMI has developed a nationally recognised training framework for verifiers aimed at demonstrating competence.

Verifiers are expected to complete the relevant recognition kit(s) to demonstrate they are competent.

NMI is registered by the Australian Skills Quality Authority under the Australian Quality Training Framework so candidates who meet all the requirements of the assessment are awarded a nationally recognised statement of attainment.

Obtaining a Statement of Attainment

Please read more information on how to obtain a statement of attainment.

Inform NMI of changes to the status of verifiers

Servicing licensees must send NMI a completed Form C (XLSX 170KB) Servicing Licence Application – Verifier Registration and Deregistration within 14 days of:

  • an employee (new or current) becoming a verifier
  • a verifier ceasing to be an employee
  • a change in circumstances of the verifier, e.g. loss of competence, change of name or residential address.

Engaging contractors as verifiers

Please email tmlicensees@measurement.gov.au for information about engaging contractors as verifiers.
 

Collapsed - Measuring instruments in use for trade

 

What is the definition of a measuring instrument ‘in use for trade’?

 A measuring instrument used to determine the measurement of an item (e.g. meat) or service (e.g. freight, postage) from which the price of the item is calculated in use for trade. Measuring instruments used to determine the measurement of pre-packed articles are not considered in use for trade, however the NMI recommends these are trade approved and verified.  

When is a measuring instrument ‘not in use for trade’? 

A measuring instrument is ‘not in use for trade’ if it is used:
  • to determine the measurement of pre-packaged articles
  • for quality measurements other than for sugar content in sugar cane or wine grapes, and protein in wheat or barley
  • to measure ingredient(s) of an article (e.g. concrete batching plants; mixing compounds in pharmacies; bread in bakeries)
  • for enforcement activities (e.g. measuring instruments used by Trade Measurement Inspectors, weighbridges for overloading, speed measuring devices, blood alcohol concentration devices)
  • as a dedicated courtesy scale that is provided for customer use at a retail store (e.g. fruit shop, supermarket etc.) as a guide, where the item is then weighed and priced by the trader at the checkout using a verified measuring instrument
  • in hotels to check the measurements of bags and other items, where usage either incurs a set charge or is free
  • by customers at airport terminals to provide guidance on the measurements of bags and other items, where no fee is charged for its use
  • for internal stock and waste control
  • by traders to provide an approximate measurement before the goods are measured on a trade approved and verified instrument.
 

Who is responsible for determining whether the measuring instrument is used for trade?

It is the trader’s responsibility to decide whether the measuring instrument is being used for trade. 

 

Collapsed - National Instrument Test Procedures

Servicing licensees and their verifiers are required to follow national instrument test procedures (NITPs) when performing verifications. The NITPs require verifiers to use equipment with current Regulation 13 certificates. Licensees must ensure verifiers have access to and use equipment with Regulation 13 certificates.

Collapsed - Quality Management Systems

The National Measurement Act 1960), Regulation 2.43(22) of the National Trade Measurement Regulations 2009 requires a servicing licensee to maintain a quality management system (QMS) in an approved form.

Why do I need a Quality Management System?

A quality management system (QMS) helps licensees to ensure verifiers working for a licensee have the necessary guidance on how to satisfy legislative requirements when verifying measuring instruments.
For example, the QMS will explain the appropriate processes, procedures, equipment and competency documentation that is needed to properly verify measuring instruments.

What documents do I need for a Trade Measurement Quality Management System (QMS)?

To assist licensees in the development and maintenance of a suitably documented QMS, NMI has produced two sample documents that can be used as the main body of a QMS:
These two documents require only a small amount of review and customisation for your business practices.

When will my QMS be audited?

Servicing licensees whose licences are due to expire will be asked to supply their current QMS documents, along with their application when they renew their licence. The documents will be reviewed by staff in the licensing team. An on-site audit may also be undertaken prior to the renewal of a servicing licence or the issue of a new servicing licence.

Change of partnership

Section 18NJ of the National Measurement Act 1960 provides for applications to be made to amend a servicing licence to reflect a change in partnership.  To apply for an amendment a change of partnership form can be submitted.  A $125 fee applies to applications to amend business partnership details.

Collapsed - Forms 6 and 6A

NMI has developed an automated system to process Form 6 notifications of verification.
For this system to run smoothly verification forms must be filled out correctly or they are automatically rejected by the system.

Tips

  • do not use the space bar to move across the cells. Only use the tab key
  • complete details must be included for each cell. “As above” should not be used when the same address is needed. Enter the full address again.
  • always send test reports and verification forms in the same email (and send test reports need to accompanied with a Form 6)
  • only provide the licensee and verification mark when filling out the Form 6 - the year and the month only need to be added at the end of the verification mark
  • never change the format as this causes problems forms are submitted into our database. The cells in the form should not be merged and cells, rows or columns should not be added or deleted or cells renamed
  • only enter one NMI number for each cell
  • make sure you use the number 0 (zero) and not the letter ‘O’ for the verifier number.
For further information on marking an instrument see our section on Sealing and Verification below.

Collapsed - Sealing and Verification

Legislative requirements

  • The National Measurement Act 1960 requires measuring instruments to be marked with a verification mark when verified. 
  • The specific information required in a verification mark is set out in Regulation 2.28 of the National Trade Measurement Regulations 2009. A verifier must include in the verification mark the servicing licensee mark, the verifier code and the date code, using the method set out in Directive 12/06. 
  • A label used to apply the verification mark must also include this information in the correct format.

General principles for placement of verification marks and labels

Depending on the measuring instrument being verified, the verification mark can be made on the surface of the instrument, on a label which is affixed to the instrument, or a stamp plug.

The general principles are that verification marks should be placed in a location that: 

  • is easily accessible for the servicing licensee or an NMI inspector
  • is in a position members of the public or staff are least likely to cause damage
  • will ensure any label or verification mark stays affixed, clean and legible.

Where a label is used, the verifier is responsible for ensuring the surface has been sufficiently cleaned and is suitable for a label to be permanently affixed. The verifier should also remind the trader that labels need to stay permanently affixed and legible or the verification will be void and the instrument can no longer be used for trade.

If an inspector cannot find a verification mark, the owner may be advised that the instrument can no longer be used for trade.

Where practicable, verifiers are encouraged to place verification marks and labels in locations where they can be seen by consumers, provided the placement complies with the above general principles. Sometimes complying with the placement requirements and the need to make the mark or label visible to consumers will not be possible. For example, verification marks and labels are required to be affixed inside fuel dispensers and will therefore not be visible to consumers.

Verification marks must be permanent

Verification marks must be permanent, including verification marks made on labels. Pens and permanent markers can wear off, making the instrument no longer verified.

State or territory marks are not verification marks

The marks previously used in the states and territories are not verification marks under the National Measurement Act 1960. These marks have been phased out and the new licensee mark and verifier identification must be used at all times. The marking of an instrument with a mark that is not a verification mark under the Act but is likely to give the impression that it is a verification mark is an offence with significant penalties. 

Use of stamp plugs with insufficient space for a verification mark

Licensee who have a concern with using stamped plugs where there is insufficient space for a full nine character mark can email the Trade Measurement Licensing team for more assistance tmlicensees@measurement.gov.au.

Sealing measuring instruments

Sealing is only needed if required in the certificate of approval for the measuring instrument. All seals must be tamper evident.

Some examples of physical seals include lead plug, sealing wire with crimp seal (lead or plastic) and adhesive label or foil. An example of an electronic seal is an access counter.

Verifiers who seal a measuring instrument should only put their servicing licensee mark (three upper-case letters) on the seal.

Some measuring instruments have multiple sealing points. If a verifier breaks one of the seals only to make a repair then only that point needs to be resealed and marked with the servicing licensee mark.

NMI-supplied verification labels cannot be used as seals should not give the impression of being a verification mark. 

Collapsed - Format of verification marks

Measuring instruments that are verified are required to be marked with a verification mark. A verification mark consists of nine alphanumeric characters made up of three components in the following sequence:
  • a servicing licensee mark – three upper-case letters which identify the servicing licensee
  • an authorised verifier code – a four digit number derived from the last four digits of the verifier’s registration number, e.g. the code for VR-00234 is 0234
  • a month and year code in the form given below – an upper-case letter to identify the month and a single digit to represent the year the measuring instrument was verified.

 

 Table 1:  Month codes

​Month Code​
​January ​A
​February ​B
​March ​C
​April ​D
​May ​E
​June ​F
​July ​G
​August ​H
​September ​I
​October ​J
​November ​K
​December ​L

 

Table 2:  Year codes

​Year ​Code
​2016 ​6
​2017 ​7
​2018 ​8
​2019 ​9
 

In the example ABC0234K6

                 
·         ABC is the servicing licensee’s mark
 
·         0234 are the last four digits of the verifier’s registration number (VR-00234)
 
·         K6 is the date of verification (November 2016).
 
For further queries please contact the Licensing team at tmlicensees@measurement.gov.au or call 1300 686 664 (press Option 2).

Collapsed - Re-verification as a result of adjustment or repair

Non-compliance issues that are not considered to affect the metrological performance of measuring instruments and re-verification will not be required. After repair the instrument can be used for trade.
Non-compliance issues that are considered to affect the metrological performance of measuring instruments so re-verification will be required. The previous verification mark must be removed or obliterated and after adjustment or repair the instrument must be re-verified.
Please refer to the list of issues with do and do not affect the performance of instruments for:
 

Collapsed - Replacing missing or damaged measurement instrument data plates

Occasionally data plates on measuring instruments can dislodge, or markings such as the NMI pattern approval number can become illegible. Without these descriptive markings, the instrument will not comply with the Certificate of Approval.

The submitter of the instrument for pattern approval is responsible for making sure all instruments under the relevant approval are correctly marked.  Only persons authorised by the submitter can mark an instrument with the relevant pattern approval number.   

A verifier cannot verify an instrument that is not correctly marked. 

A missing or damaged data plate can be replaced or repaired by a verifier, provided the information on the replaced or repaired data plate aligns with the information on the data plate at the time of initial verification. 

In cases where the pattern approval number is not apparent on the damaged data plate, a verifier can reinstate the correct markings on the instrument provided the instrument is an approved type, has previously been marked with the mandatory markings and complies with the appropriate Certificate of Approval. 

In some cases the instrument serial number may not be known.  When this happens the verifier should mark the instrument with a new serial number using the format: Verifier number/date/unique number for that day (e.g. 0001/27-06-14/01). 

Collapsed - Updating records

All information held by NMI about your licence should be kept up to date. Please let us know immediately if there are any changes to the following:
  • name or address of business
  • directors or principals of your business
  • verifiers.
Please contact the Trade Measurement licensing team on tmlicensees@measurement.gov.au if you would like to update your records.