Granting Certification

Granting, Suspending & Withdrawing Process

Annex 1: Granting, Suspending & Withdrawing Process:

1.1 Title:

Standard operating procedure for granting, suspending & withdrawing process.

1.2 Purpose:

This process explains the process of granting, refusing, maintain, reducing, renewing, suspending and withdrawing of certifications.

1.3 Scope:

This procedure is applicable to all types of certification activities carried down by RICGISO.

1.4 Responsibilities:

Quality Assurance Analyst Committee- QAAC (CEO, Operation Head & Certification Manager)

1.5 Policy and Methods:

The organization shall fulfilled and apply all the policy and procedure of certification and meets applicable standard and shall be committed to follow the policy and procedure during issuance the certification for the standardization, During the ongoing surveillance report the decision take by the Quality Assurance Analyst Committee – QAAC on maintaining certification, expanding, reducing scope of certification, renewing and suspension and withdrawing.

1.5.1. Grant of Certification: The acquiescence to the certification requirements has been reported review and confirm by the QAAC for awarding certification as per the certification procedure.

1.5.2. Withdrawal of Certification: The certified client do not fulfilled the requirement of the management system standard and failed to implement and meet the requirements include effectiveness and corrective action in the given specific time by the QAAC may withdraw the certification.

1.5.3. Maintain of Certification: Maintaining the certification for the clients who continuously to fulfill the requirements of the management system based the documentary evidence and reports of the audit team.

1.5.4. Suspension of Certification: The certified organization temporary suspension due to the non-fulfilled the requirement of the management system.

1.5.5. Reducing the scope of certification: The client does not have the capacity of the scope of certification according to the management system.

1.5.6. Refusal of Certification: The QAAC refuse due to the client capacity and capabilities which do not much the RICGISO procedures or due to the scope under the specific accreditation the client certification get refused by the QAAC, The reason of the refusal will be filed to archive.

1.6. Grant of Certification:

The QAAC receives the reports and evidence based on the audit team report that the client fulfills all the requirement of management system as per the requirement of the scope of certification.

The certification documents will be recorded both hard and soft documents into the Archive and Website.

1.6.1. The Internal Audit team and QAAC management review cycle has been completed.

1.6.2. The client did implement the effective management implementation of all corrective action that fulfilled the requirement.

1.6.3. The customer has documented management systems that fulfill all the requirement of applicable standard or other normative documents.

1.6.4. There are no adverse reports, complaints and information with the QAAC about the applicant regarding the quality and effectiveness of implementation of system as per the RICGISO certification criteria.

1.7. Withdrawal of Certification:

1.7.1. The certified organizations management system has persistently or seriously failed to meet certification requirements, including requirements for the effectiveness of the management system.

1.7.2. The suspension has been made more than two times to the clients.

1.7.3. The certified organization is no longer identified because of it is disconnection, change of place or discontinuous communication.

1.7.4. The certified organization has been failed and delay from three to six months of surveillance and other reasons.

1.7.5. After receipt of RICGISO request to return the certificates and client didn’t return it is certificate to the RICGISO with the period of one month.

1.8. Withdrawal Certification Methods:

The RICGISO has been setup the notification system plan which is through email by submitting the certificate termination letter and calling for the confirmation of the notification, RICGISO keep the list of the certified clients through updating online and system record, The termination of withdrawal of certification means that the certification is no longer valid, the client may re-apply to RICGISO for Initial certification when all the reasons of the withdrawal has been removed and communicated to the RICGISO, It will be treat as new client.

1.9. Maintain of Certification:

Maintain of Certification for certified organization is to maintain the certification standard management system during subsequent surveillance that fulfilled effectiveness of quality management and scope of certification, the certification maintain is provided.

1.91. The certified organization maintains and implements the quality management system and do not have any adverse reports, information and complaints with the RICGISO about the applicant effective quality management system and implementation of the certification system.

1.9.2. The certified organization continuously meets the criteria of certification and scope and effective implementation of the quality management system.

1.9.3. The Quality Assurance Analyst Committee (QAAC) monitors through the auditors and audit team reports and confirms that the applicant actively operating.

1.10. Suspension of Certification:

The certified organization scope is suspended or withdrawal as below:

1.10. Suspension of Certification:

Suspension of the Certification is when the scope of certification suspended or withdrawn provided as below:

1.10.1. The certified organization does not accept the surveillance or recertification audits to be conducted at the time of certification recommended for procedure and implementation by the (QAAC).

1.10.2. The certified organization does not have resources to meet the requirement of the scope of certification or standard.

1.10.3. The (QAAC) received serious complaints from interested parties and social conflicts referring the certified organization.

1.10.4. The certified organization does not take any action against the changes of certification system and requirement has been not taken by certified organization during the specified period.

1.10.5. The certified organization ineffective the effectiveness and implementation in response to the non-conformities observed during surveillance or recertification.

1.10.6. The certified organization misuses the logo of RICGISO and the Accreditation Board.

1.10.7. The certified organization does not correct the misused certification mark within one month.

1.10.8. The certified organization applied the certification to activities beyond scope of certification.

1.10.9. The information and materials provided by the client during assessment are misleading.

1.10.10. The certified organization does not follow the regulation and comply with the agreement and contract concluded by RICGISO.

1.10.11. The certified organization does not comply with the obligations and other condition notified by the audit team to the (QAAC).

1.10.12. The certified organization does not allow surveillance or recertification audits to be conducted at the required frequencies.

1.10.13. The certified organization voluntarily has requested for suspension of the certification.

1.11. Suspension Methods:

The Quality Assurance Analyst Committee (QAAC) of RICGISO writing a suspension of certification letter identifying the reason through postal email or courier extending an opportunity to correct the reason for suspension within 15 days, if the certified organization does not take any action the certificate will be cancelled the cancellation letter will be sent to the certified organization with the time frame of six months for surveillance and other reasons or as deemed necessary by the (QAAC).

The Quality Assurance Analyst Committee (QAAC) determine that the actions taken by the certified organization are not satisfactory, the certification will remain suspend. Failure to resolve the issue within the established by Quality Assurance Analyst Committee shall result in the withdrawal or reduction of the scope of certification.

The suspension period will be not more than six months. However, the Quality Assurance Analyst Committee (QAAC) can decide to extend and justified the duration and will be recorded in the archive file.

The Audit team will report the Certification Manager about the suspension in accordance with the Quality Assurance Analyst Committee (QAAC).

1.12. Reduction in Scope of Certification:

RICGISO update the information on website and as well as keeping the data in the system, The QAAC updates the information and revises list of certified organization, The QAAC inform the certified organization in writing of reduction of the scope of certification through reduction of scope of certification, The certified organization required to amend all advertising matter when the scope is reduced.

1.13. Expanding of Certification:

RICGISO shall, in response to an application for expanding the scope of certification already granted, undertake a review of the application and determine any audit activities necessary to decide whether or not the extension may be granted, any such reduction shall be in line with requirements of the standard used for certification.

1.14. Changes and Modification to Certification:

The RICGISO inform the certified organization that the changes occurred in the management system, The Certification Manager provide the Application Form to the certified organization to resubmit the application form, After reviewing the application by the Quality Assurance Analyst Committee (QAAC) the Certification Manager determines the necessary action in accordance with modification.

1.14.1. Issuance of Changed Certification:

When the changes has been made by the Quality Assurance Analyst Committee (QAAC) and the (QAAC) shall retrieve the previous certificate and shall issue a new certificate, The list of certified organization is revised accordingly, The (QAAC) will report the changes to the accreditation body, If required.

1.14.2. Assessment for Modification:

If applicable, Certification Manager will perform the assessment for modification in the accordance with the certification system procedure.

1.14.3. Modification of the Certification Requirement:

If the certification requirements are changed, it will be proceed with specific period as below

1. 1. RICGISO will inform the certified organization about the changed requirements in details and one month of transitional period will be observed.

1. 1. The certified organization will submit documented implementation plan of changed requirements or it is results in details.

1. 1. Quality Assurance Committee Analyst (QAAC) will verify the certified organization implementation and compliance of changed system based on certification requirement changed within 12 months.

The Quality Assurance Analyst Committee (QAAC) Director/CEO will decide for the extension of assessment scope, QAAC will fulfilled the requirements for extension and apply to applicable accreditation body.

1.15. Appeals:

Any decision or action taken regarding this documents may be appealed in accordance with procedure- Scope of Procedure for Handling Appeals and Complaints.

1.16. Record in Digital Code Archive:

1. 1. Application Form

1. 1. List of Certified Clients

1. 1. Suspension Letter

1. 1. Termination Letter

1. 1. Continuation Letter