PROCEDURE
Suspending, withdrawing or reducing the scope of certification
Certification Body «PROFI SYSTEM»
PROFI SYSTEM may initiate suspension in cases where, for example:
1. The organization have persistently and seriously failed to meet certification requirements, e.g.:
- Failure to respond adequately to identified non-conformance(s)
- Management system does not reflect the current organization and processes, e.g. as a result of changes, acquisitions, diversification etc.
- Major part of the management system not implemented
2 Surveillance audits and recertification audits not allowed to be conducted according to required frequency or as scheduled.
- Not ready for surveillance audit or not response after 30th days of correspondence.
- Not produce asked corrective action.
- Violation of the terms of the signed certification agreement, e.g.:
- Non-payment of fees
- Incorrect use of the certification mark.
- Customer voluntarily requesting temporary suspension.
- Client organization insolvent or closed.
- Big changes in client organization management.
- Evidence received from authorities etc. that could affect the status of certificate, e.g.:
- Evidence of non-compliance to regulatory/statutory requirements relevant for the certified management system
- Evidence of a non-effective managements system in case of serious incidents/accidents.
- Оthеr equivalence reasons.
The management and authorized personnel within the PROFI SYSTEM unit who issued the certificate shall decide on the action to be taken, based on a review and duly considerations of evidences. If suspension is decided, the process below shall be followed.
Suspension of a certificate is normally initiated as the first step, followed by the certificate withdrawal if the issue of concern is not resolved within due time. Dependent on the seriousness of the case, PROFI SYSTEM may decide a direct withdrawal of the certificate. Where failure of the management system is related to a specific part of the organization, specific products etc., PROFI SYSTEM may also consider a reduction in the scope of certification as an alternative to suspension.
The decision to suspend
The decision to suspend a certificate PROFI SYSTEM shall be communicated to the customer by a formal letter. The letter shall include:
- A statement on the decision to suspend the certificate including a proper description of the situation, argumentation and reference to objective evidences.
- The right to respond and appeal to the decision. Normally a 15 working days’ notice for response and appeal are given. An appeal may be lodged as per procedure.
- Start date of the suspension (normally from the receipt of the letter)
- Conditions and due date of required action in order to revoke the suspension, and the consequence if satisfactory actions are not performed.
- The means of follow-up by PROFI SYSTEM to verify that conditions have been met and needed corrective actions have been implemented
- A statement that the certificate is invalid during suspension and that use of all advertising matter containing a reference to Certification are prohibited during time of suspension
- A statement that both the customer and PROFI SYSTEM shall inform all enquirers that the certificate is suspended
The certificate of suspension does not exceed six months.
Follow up
PROFI SYSTEM will verify that conditions are met and requested corrective actions are implemented. Dependent on this verification PROFI SYSTEM will either:
- Declare a positive result, revoke the suspension and declare a valid certificate
- Declare a negative result due to failure to resolve the issues that resulted in suspension.
This situation will normally result in permanent withdrawal of the certificate.
Withdrawal
Withdrawal of the certificate shall be initiated if:
- The customer does not meet the conditions of suspension
- A suspension is not considered to be an adequate action.
The decision to withdraw a certificate shall be formally communicated to the customer including the requirements to:
- Terminate use of the certification mark and any reference to certification
- Return original certificate(s) and copies to PROFI SYSTEM
The customer has a right to appeal.
Maintain or Extend
The certificate of registration shall be valid for three years. During this period, the organization’s management system shall be surveillance audited to verify the organization’s management system continues to meet the requirements of the applicable standard & maintain certification. If client want to expend his scope of certification, he will inform PROFI SYSTEM. If client require special audit for extend his scope, PROFI SYSTEM will conduct audit & if found satisfactory results than extend his scope. Management system standards are subject to periodic revise / changes (approximately every 5-10 years) and amended or additional requirements may emerge. It is PROFI SYSTEM policy to work with clients to ensure compliance with the new and/or amended requirements at the earliest practical have set specific timescales, these dates shall take precedence.
Reduce Scope During the surveillance audit, if PROFI SYSTEM finds that the organization does not meet all the requirements of the current standard, PROFI SYSTEM will reduce the scope. Otherwise client make appeal for reduce his scope