Please refer to Circular Letter CR/434 for more details.
7 How do we know if the Bureau has received the satellite filing?
You will receive an automatic acknowledgement via email sent to the email address of your TIES accounts when the filing is submitted to BR.
You can also see the acknowledgements on the system.
8 When is the received date, and accepted date? How can we know them?
Administrations get an automatic acknowledgement when a notice was submitted to BR. This acknowledgement includes the date and time of submission.
Administrations get another automatic acknowledgement when the submitted notice was accepted by BR. This acknowledgement includes the date and time when it was accepted by BR.
However, the date of submission and the date of acceptance by BR mentioned in the above automatic notices are definitive. After further checking in details, the BR will assign the official date of receipt of your notice and you will be informed about it through an official correspondence.
9 Do we need to register email address to receive acknowledgement emails?
You do not need to register an email to receive acknowledgement emails.
Any automatic acknowledgement email will be sent to your email address associated with TIES account. This way you will be informed for the next actions on your filing such as submission to BR , acceptance by BR, publishing 'As-received'.
10 How do we know the cost recovery fee for the satellite filing?
By using the BR software SpaceCap, you can have the preliminary information related to the cost recovery fee. After further processing of the notices, the final cost recovery fee will reflect the modifications and provisions made inside when it is published.
11 How do we know whether the satellite filing is receivable?
If the filing is not receivable, or requires further clarification, the Bureau will communicate with the Administration.
12 How do we know when the satellite filing will be published?
When the filing is published for "As-received", submitting Administrations, and the submitting operating agency will get automatic message via the system and emails sent to their TIES accounts.
You can see the As-Received filings on the system, as well as all filings published for "As-received" are listed in the following public website (SNL-C) https://www.itu.int/net4/itu-r/res55asreceived/
13 What is the difference between a filing and a file?
For the purpose of the e-Submission systems, a filing is a package of files that contain the characteristics of a satellite network as defined in Appendix 4, as well as any additional description of that network.
A file may be a mdb file captured with SpaceCap, a mdb file captured with GIMs, or of any other format that supports the mdb file.
14 Why do I need to validate the notice before submitting the filing to the Bureau?
Validation or Cross-validation with GIMS diagram database is necessary in order to check that the notice is complete and correct as required by Radio Regulations and Rules of Procedure.
It should be noted that incomplete notices are not receivable in accordance with Radio Regulations and Rules of Procedure.
To ensure that the validation is executed prior to the submission of the notice and the users are aware of the completeness of the notice. If needed they must correct some issues before submitting the notice.
15 Where can we find background information about satellite filing procedure?
Please visit the BR Space website to get the detail information: https://www.itu.int/ITU-R/go/space/en
16 What do you adopt for security measures?
- All files are scanned for viruses with an up-to-date anti-virus software when they are uploaded or attached to the correspondence.
- Direct access to internal BR databases is blocked by a firewall.
- Security/threat monitoring is on place.
17 Do we need to change the file extension of mdb files from ".mdb" to ".itu" or ".abc" when submitting files on this system?
You do not need to change the file extension anymore. You can upload and submit the files with the extension .mdb.
18 What should I do if I cannot submit filings?
At the beginning of the use of this system and on an exceptional basis, administrations could request the Bureau for assistance by sending an email to email@example.com with the electronic filing and any relevant attachments to upload filings on their behalf, in order not to delay the submission of a filing.Kindly note that such request for assistance should include a description of the difficulty faced by the Administration in the use of the system, so that the Bureau can implement the necessary remedy to solve the encountered difficulty and therefore improve the tool.
19 Can administrations correspond with BR on this system?
You can not correspond with BR on this system. You receive correspondences from BR via telefax.
However, BR can upload the correspondence on the system and send the automatic acknowledgement to inform the administration of the uploaded correspondence. If you wish to respond to the document, you can respond by E-mail and confirmation telefax or thorough
“Others” on “Submissions” window of e-Submission.
20 How should I do if my
submission encountered a validation failure?
You will get the notice of the validation failuare if the validation process hasn't finished appropriately.
Please refer to “DB Structure” button or
message in “Actions” column on the submission page.
If you can find the reason of failure,
please correct files, upload and submit as a new submission.
If you can’t find the reason, please
proceed to next steps.
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User Roles of Intergovernmental Satellite Organizations
1 How to get user rights of Intergovernmental Organization manager and user?
Intergovernmental Satellite Organization need to notify the TIES account for Intergovernmental Satellite Organization Manager of the organization to BR via Fax: +41 22 730 5785 with necessary information (the person's name, title, email address, telephone number and TIES username).
BR will register the account as the Intergovernmental Satellite Organization Manager and inform the organization that the registration is completed through the nominated TIES account.
After that, registered Intergovernmental Satellite Organization Manager can assign other TIES accounts as Intergovernmental Satellite Organization User.
Intergovernmental Satellite Organization should contact the Bureau if an Intergovernmental Organization Managers account should be removed or changed.
2 Can Operators submit to Intergovernmental Organization?
No, they cannot.
Intergovernmental Satellite Organizations cannot receive notices on the system.
Intergovernmental Satellite Organization Managers and Users can submit notices to an Administration described in Table 2 in Preface.
The Administration record in the mdb file(s) must correspond to this pre-selected choice; otherwise the system will block submission pointing this difference.
3 Who can get user rights of Intergovernmental Organization manager and user?
Only users of Intergovernmental Satellite Organizations listed in TABLE 2 of preface can get user account of Intergovernmental Satellite Organization Manager or User.
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1 How do we upload satellite filings?
At first, satellite filings or Comments need to be created in SpaceCap and/or GIMS software before using this system.
1) Log in and go to "Submissions" tab -> "New".
2) Click on the icon of the provision you want to submit.
3) Click on "Browse…" and select files.
4) Click on "Upload", then click on "Submit for Validation".
Please refer Quick Start Guide or the user manuals in detail.
2 How can I submit filings that do not contain mdb files?
Please submit through "Other non-standard filing" if your submission does not include a mdb file in the SNS format. In this respect, kindly note the requirements for electronic filings specified in Resolution 55 and the Rules of Procedure on receivability.
3 What is the maximum file size?
The maximum file size you can upload is limited to 100 MB for standard submission of each provisions.
If the file size is more than 100 MB, please submit through "Other non-standard filing".
4 How can an Administration use the filing submitted by an operator to submit it to BR?
An Administration accepts the submission from an operator and can submit the filing directly to BR.
If an Administration needs to modify the mdb files submitted by an operator, the files can be downloaded, modified and after that uploaded for submission to BR.
Administration can replace, add or delete files other than mdb ones after receiving the submission from an Operator.
5 How can I submit a modification of a filing?
Please use SpaceCap to capture the information required and making sure that the action code for the notice is set to "M", then upload the resulting mdb file by using the appropriate provision button on the new submissions page.
6 How can I request for a suppression?
You can request for a suppression by sending a fax/letter to BR.
It can also be done by submitting an mdb with a notice code of “ SUP", but please take care that the station name and SNS notice ID of the target to be suppressed is clearly and correctly captured in the mdb file.
7 What to do if the validation ends with some warning messages?
Although you can still proceed with the submission process, nevertheless you should verify the warning messages carefully in order to avoid a non-conforming filing according to the Radio Regulations.
8 How can we delete a filing?
Once the filing is uploaded, you could delete it by using the Delete button at the bottom\right corner of the page. This action is possible before the filing is submitted by operators to the Administration or by Administrations to BR.
After submitting for approval, operators may withdraw the filing if still it was not accepted by the Administration. After the withdrawal, they are able to delete the filing. No deletion by operators is possible once the filing was accepted by Administration.
After submitting to BR, Administrations may withdraw the filing. In this case, a cost recovery fee is applied if the requested withdrawal happens more than 15 days after the submission. If the filing was uploaded by Administrations, after the withdrawal they will have the possibility to delete it.
9 Can we replace a file that has been wrongly uploaded?
You cannot replace mdb files after the filing was submitted for validation. You should delete the entire filing and upload files again if you wish to replace mdb files.
You can replace, add or delete any of the attached files (but not mandatory mdb) before you submit filing to Administration or BR.
10 Can I submit an mdb file which includes multiple notices?
This action is not possible. You can only submit a filing which contain a single notice in the mdb.
Kindly separate the notices into different mdb files using the export feature of SpaceCap.
11 What can I do when the submission of uploaded files is blocked?
Please read the error message(s) shown when your submission is blocked and check that the selected provision and uploaded files are correct.
If you still think that it is the correct type for your submission, you may submit them by selecting "Other non-standard filing" from the Submissions → New page.
If you need a help, you may contact helpdesk (firstname.lastname@example.org).
12 When are my submissions blocked?
Your submissions are blocked when
- No files have been uploaded.
- No mdb file in SNS format has been uploaded.
(Please submit through "Other non-standard filing" if your submission do not include an mdb of SNS format.)
- The uploaded mdb file in the space for SNS file has no SNS format.
- The provision of uploaded files and selected provision are different.
- The provision of uploaded files do not correspond to any of the type of submission.
- The format of uploaded mdb file is unknown.
- SNS file is selected and uploaded in the box of GIMS file.
- More than one notice are included in the uploaded mdb file.
- Administration or Operator submits the notice of another Administration's network.
- The name and orbital position of satellite network are different between uploaded SNS and GIMS files.
- One or more tables in the SNS mdb file is missing.
- Action code in SNS file does not comply with any action.
- The structure of uploaded file does not meet with v7 or v8. (if the structure of your submission is v7, you are asked to convert it to v8 before submitting.)
If errors occur when you submit for validation, check the error message. For further details, please refer to this FAQ and user manuals. If you need help, you may contact helpdesk (email@example.com).
13 What can I submit under the "Other non-standard filing"?
You can submit the notices which are not applicable for any of provided provisions on the new submission page. For example, a notice of Resolution 40, notices without mdb files should be submitted thorough "Other non-standard filing".
You can also submit the files which you think are correct but somehow blocked by the system.
You can also use this button to submit files of size larger than 100 MB (e.g. XML file for EIRP/PFD masks required for EPFD examinations).
14 The status of the filings I submitted is "Filing under further checking by BR". What is this status?
This status means that the system cannot proceed your submission because of irregular or unknown errors and BR is reviewing the reasons why the system stopped processing.
After BR has reviewed the submitted files, the Administration will get the acknowledgment from the system or BR.
15 Why don't I see any button to submit for approval or submit to the BR?
You may have just submitted your filing for validation, and the validation is still in progress. Kindly wait for the end of validation and check the validation report for warnings by clicking on Download in the line showing the validation report.
16 What is the purpose of the "Communications" button?
Clicking on this button will display a list of all official correspondence between the BR and the notifying administrations concerning the submission of this filing. The correspondence is not visible to other administrations.
17 What is the meaning of the button "DB Structure"?
Clicking on this button will display the validation results of the mdb file against the SNS database format as defined in Chapter 3.1 of the Preface.
18 Can I select all necessary attachment files at once?
Yes, you can. After selecting mdb files you may select all other files at once by using the '+' button. Click on it and select multiple files via the displayed File Upload window. All selected files will be listed afterward on the page.
19 Can I upload all selected files at once?
After selecting the files for notice, use "Upload All" button to upload at once. The system will block your access to the screen until the upload of all files is finished.
20 Can I obtain information from the system that the withdrawal will cost Cost Recovery or not?
Yes, at the first glance the system will check for the 15 days after the submission and will display the button as 'Withdraw' if no Cost Recovery will apply or 'Withdraw with fee' if there will be Cost Recovery.
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How to submit notices of specific provisions
1 How do we submit API for a cubesat?
API for cubesat is in general an API not subject to coordination. Please use SpaceCap to capture the required information and upload the resulting mdb by selecting the "API" button on the new submissions page.
2 How do we submit coordination request for an Earth station?
Only coordination requests for specific earth stations under No.9.7A should be submitted to the BR. For such notices, please use SpaceCap to capture the information required for coordination for a specific Earth Station under No. 9.7A and upload the resulting mdb by using the "CR/C" button on the new submissions page.
Kindly note that coordination for Earth stations under No.9.17 should not be submitted to the BR using this system.
3 How do we submit a notification request for an Earth station?
Please use SpaceCap to capture the information required for an Earth Station notification (under No.11.2), and upload the resulting mdb using the "Notification Earth Station" button on the new submissions page.
4 How do we submit notification for a Radio Astronomy station?
Please use SpaceCap to capture the information required for a Radio Astronomy station, then upload the resulting mdb file using the "Notification RA Stations" button on the new submissions page.
5 Why is the online submission of SpaceCom Comments disabled for Operators?
Operators cannot submit SpaceCom Comments files online on this system. Operators have to submit SpaceCom Comments files to Administrations via emails.
After receiving SpaceCom Comments files from Operators, Administrations have to combine them and create SNS file, then submit SpaceCom Comments files online to BR via this system.
Submissions from Operators to Administrations will be available in the future releases.
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Automatic Acknowledgement emails
1 When do users receive automatic acknowledgement emails?
Users receive acknowledgement e-mails when:
- A new submission for approval was sent to an Administration or to BR (both: a confirmation e-mail and a notification e-mail are sent in this case);
- Submission has been accepted (by Administration or BR);
- Submission was withdrawn (without or with cost recovery fee);
- Submission was rejected;
- Submission was published 'As-received' by the Bureau.
2 Who receive automatic acknowledgement emails?
All users in the submitting operator and receiving administration, or in the submitting administration receive automatic acknowledgement emails sent by the system.
They also receive acknowledgements on the system.
The emails correspond to the action taken by different parties during the approval, acceptance and publishing "As-received" processes. Please refer to the details provided below.
3 When do users of Operators and Intergovernmental Satellite Organizations receive acknowledgement messages?
Operators and Intergovernmental Satellite Organizations (IGSO) get an acknowledgement message when:
- Submitted to Administration for approval.
- Administration rejected the submission.
- Administration accepted the submission.
- Administration submitted the notice created by Operator or IGSO to BR.
- BR accepted the notice created by Operator or IGSO.
- BR published the notice created by Operator or IGSO 'As-received'.
- BR rejected the notice created by Operator or IGSO.
4 When does Administration acknowledgement messages?
Administrations get an acknowledgement message when:
- Received new submissions from Operator or Intergovernmental Satellite Organization (IGSO) users.
- Administration reject submission from Operator or IGSO.
- Submit a notice to BR
- BR accepted the submission.
- Administration withdraw the submission (without or with fees)
- BR rejected the submission.
- BR published the submission as 'As-received'.
- BR uploaded the correspondence sent to the administration on the system.
5 Can I see the automatic acknowledgements in the system?
Yes, you can.
All acknowledgements are registered under "Acknowledgements" tab of each notice.
6 Are there differences between automatic acknowledgements and the notices displayed into the list of popups?
The popup balloon notices the completion of validation, in addition to the notices of automatic acknowledgements.
In general, users are noticed by popped up small balloon containing a number of notices.
Users can open the list of popup notices to see the recently registered events, and can go to appropriate submission page by clicking on 1 of notices in the list.
If you wish to delete all alerts at once, or you wish to delete any of them, click on the "x" button or "Clear all".
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Event History Page for Each Notice
1 Are the events of submission process registered in the system?
Yes, all important events are registered on the system, can be tracked thorough "History" tab on each submission page.
2 Which events are registered into the list?
The list of registered events shown in "History" tab on the each submission page is as follows:
- Submitted for validation.
- Completion of validation.
- Added file (filename) by Operator, Administration and BR
- Removed file (filename) by Operator, Administration and BR
- Deleted by Operator, Administration and BR.
- Submitted for approval to Administration.
- Withdrawn by Operator
- Rejected by Administration
- Accepted by Administration
- Submitted to BR.
- Withdrawn by Administration.
- Accepted by BR.
- Rejected by BR.
- Published 'As-Received'.
- Unpublished 'As-received'
3 Can user names in the Events tab be seen by other users using the system?
The User names of Operator users can be seen by users in the same Operator and the Administration.
The User names of Administration users can be seen by only users in the same Administration.
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1 How to see the validation results?
You can view the validation results by clicking on "Download" in the line showing the validation report, when you are in the "Details" view of a filing.
2 What validation software is used to produce the validation results?
The latest version of SpaceVal is used to produce the validation results.
3 What to do when the validation results contain some fatal errors?
You need to correct all the fatal errors by either removing the relevant frequency band or correcting the errors that have been identified. Fatal errors may affect your notice as not receivable and warnings may result unfavorable findings.
- Please check all detailed errors by downloading the validation report.
- Then, if you wish to modify the uploaded mdb files for the notice: (1) click on "Cancel" on the popup of Validation message, (2) delete the submission by clicking on "Delete" button on the detailed submission page and (3) upload new notice files having no fatal errors. Please run (Cross) Validation again and check the new validation report for fatal errors/warnings.
- If you wish to continue the submission process with the same uploaded notice files,
- Please input additional explanatory information about the fatal errors in the text box in the popup message of Validation message before you click on "Submit to BR" (or Submit to Administration) button. The message you input will be converted to a text file and attached to this submission.
- If you wish to submit additional attachment files other than mdb files corresponding to the fatal errors, you click on "Cancel" on the popup of Validation message, and click on "+" button (Add additional documents) and upload files on the detailed submission page.
4 Why are there warnings that some frequency bands are subject to Appendices 30/30A/30B plans, and what should I do?
When you intend to submit a non-plan filing (API, coordination, notifications), make sure that the filing does not including the frequency bands covered by Appendices 30/30A/30B of Radio Regulations.
In some cases, you may need to reduce the frequency bands or to modify the center of frequencies to avoid overlapping with plan bands. Also check the direction and the class of service of these frequency bands to make sure you have captured them correctly.
You should also verify if, based on your specific service areas, you apply provisions of Appendices 30/30A/30B of the Radio Regulations.
If your intention is to submit under the provisions of Appendices 30/30A/30B plan, please use the appropriate format in SpaceCap.
5 Is the Cross Validation done on this system?
Cross Validation is done when SNS and GIMS files are uploaded. Simple Validation is done when only SNS file is uploaded.
The header in the downloaded validation report of cross validation is "Cross-Validation result". The header in the downloaded validation report of simple validation is "Validation result".
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