Certification Activity

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CERTIFICATE PREPARATION AND ISSUANCE

Certificates will be issued to the clients following initial audit, surveillance audits, extension to accredited scope and recertification audit.

Official will prepare, and the Certification Manager will review the certificate. The certificate then shall be signed by the Managing Director and updating the registrar of firms.

No certificate will be issued unless Qualitas de Certificate has evidence that all non-conforming notices raised have been closed out.

The signed certificate will be issued to the client.

CHANGE IN CERTIFICATE

The client may request for change in certificate. This may be due to:

  • Change in ownership
  • Change in name of the company
  • Change in location
  • Increase or decrease in scope (products, services offered etc.)
  • Increase or decrease in locations (opening / closing of site etc.)

SUSPENSION AND WITHDRAWAL OR CANCELLATION OF CERTIFICATES

The instruction for suspension procedures through withdrawal or cancellation of the certification certificate and revision of the Client List are as follows:

  • Certification Manager will issue a letter to the client via email advising them of the details of the grounds for action and the decision on whether to proceed.
  • The client must reply to QUALITAS DE CERTIFICATION within fourteen days of receipt of letter.
  • If the Certification Manager determines that the action or position contained in the client reply is satisfactory, he issues an email stating this, and sends it to the client.
  • If actions are required, due dates will be set, and Certification Manager will review the actions at those times to ensure that they are effectively completed in order to prevent suspension or cancellation.
  • If the client does not reply in fourteen days, if the reply is not satisfactory, or if the actions required are not effectively completed in the allowed time, the Certification Manager determines whether to suspend or cancel certification.
  • If the decision is made to cancel certification, the Managing Director is responsible for suspending the client or canceling the client from Client List, advising the client by email, and publicizing the cancellation, if necessary.
  • Managing Director cannot over-rule the decision made by Chair of Impartiality Committee.

The following reasons are considered grounds for suspension or cancellation:

  • Major non-conformance(s) or effective corrective action not implemented within a specified time period.
  • Improper use of the certificate, symbol or logo not remedied to the satisfaction of QUALITAS DE CERTIFICATE
  • Client ceases to supply product or service of the certified quality system for an extended period of time.
  • Client’s certified management system has persistently failed to meet any of the requirements for certification including requirements for the effectiveness of the management system.
  • Client fails to meet financial obligations to QUALITAS DE CERTIFICATE
  • Client makes a formal request to withdraw certification.
  • Infringement by the client of any contractual conditions between the client and QUALITAS DE CERTIFICATE
  • Client is unable or unwilling to ensure conformance to revisions of standards.
  • Existence of a serious complaint, or a large number of second- or third-party complaints, which indicate that the quality management system is not being maintained.
  • Client does not allow routine surveillance to be conducted at the required frequency

The suspension or cancellation can be initiated if the client does not allow the routine surveillance to be conducted at the required frequency. The routine surveillance is carried out not more than 12 months from the last audit.

In case the audit is not done within 12 months (13 months in case of yearly surveillance), the certificate is suspended, and a letter is sent to the client requesting him to agree for the audit.

In case of a delay up to 3 months (15 months from the last audit), the audit time will be extended by 50% of the routine surveillance time (at least 1 day). Successful completion of the audit within 15 months shall not impact the certification.

In case the audit is not done within 15 months, the certificate is cancelled, and the client shall be considered as a fresh case for certification (i.e. Initial Certification). The above is for special conditions like strike, natural calamities, business operations (case to case basis) etc.

CONDITIONS FOR SUSPENSION OF CLIENT CERTIFICATION

Subject to actions by the client, the following steps will be taken leading to possible suspension of the client's certification:

  • Unless a reply is received to the letter accompanying notification within 14 days, certification will be suspended, and a notification of suspension may be published at the discretion of QUALITAS DE CERTIFICATE
  • The client's response to the accompanying letter will be reviewed and the proceedings may be put on hold while clarification is sought.
  • Where mutually agreed-upon corrective action is to be implemented, a time period for implementation will be specified and a review of the corrective action undertaken at the appointed time.
  • In the case of serious circumstances, QUALITAS DE CERTIFICATE may invoke suspension during the period pending the implementation of corrective action.
  • Where suspension has been invoked, unless otherwise specified, the client must advise QUALITAS DE CERTIFICATE every 14 days of the current situation of corrective action. Failure to meet this requirement will result in cancellation of the client's certification.
  • Where suspension has been invoked due to failure to conduct surveillance audit, the client shall give justification for failure and offer suitable date. An additional day shall be added to routine surveillance days. The date shall not be later than 15 months from last audit. Failure to offer for audit within 15 months shall result in cancellation of certification.
  • When corrective action to resolve the problem(s) taken by the client has been verified, certification will be resumed. The period of certification will not be revised to cover the period of suspension.

CONDICONDITIONS FOR CANCELLATION OF CLIENT CERTIFICATION

Subject to actions by the client, the following steps will be taken leading to possible cancellation of the client's certification:

  • Cancellation of certification will be invoked where, following suspension of certification, the client fails to respond to QUALITAS DE CERTIFICATE communications within the 14-day grace period or fails to implement corrective action within the appointed time period.
  • In extreme circumstances QUALITAS DE CERTIFICATE may invoke the cancellation of certification with immediate effect without recourse to initial certification suspension.
  • Cancellation of certification will require the client to assume the status of non-approval and return all certification documentation to QUALITAS DE CERTIFICATE
  • Use of certification documents, symbols, or logos by the client following certification cancellation may result in legal action being taken against the client.
  • Re-approval after certification cancellation will be on the same basis, and follow the same process, as that of initial application for a new client. This will require a full assessment, with optional document review at the discretion of QUALITAS DE CERTIFICATE
  • The de-certification will be published on the client list and marked as “de-certified” under status.
  • The client has the right to appeal any decisions of QUALITAS DE CERTIFICATE and a copy of the appeals procedures will be made available upon request.
  • Certification Manager shall remove the companies where the certificate has been cancelled. During suspension, suspension remark shall be placed in the Client List.
  • The client files for all cancelled cases shall be archived for a period of 3 months and then destroyed.

REDUCTION IN SCOPE OF CERTIFICATES ISSUED

QUALITAS DE CERTIFICATION shall wherever applicable reduce the scope of certification if during the time of routine surveillance audits/Re-approval or Renewal audits it finds that the certified client has continually/seriously failed to meet the certification requirements for those parts of the scope of certification. The reduction in scope will be approved by the Certification Manager.