Certification Policies & Procedures
Transparent governance and operational protocols ensuring impartiality, competence, and trust in all Quality Sistema certification activities.
1. Certification Process
Quality Sistema Certifications & Inspections Pvt. Ltd. (SISTEMA CERTS) adheres to internationally accepted auditing and certification procedures. These protocols apply to all conformity assessment activities for standards including ISO 9001, ISO 14001, ISO 45001, and ISO 22000.
1.1 Application & Contracting
The certification journey begins with a comprehensive review of the client organization. We collect detailed information via our Certification Application Form to ensure we have the competence and resources to perform the audit. Required information includes:
- Scope of Certification: Clearly defined activities and boundaries.
- Organizational Details: Number of sites, employee count, and shift timings.
- Processes & Resources: Key operational processes and equipment used.
- Legal Obligations: Compliance with applicable statutory and regulatory requirements.
- Outsourced Processes: Identification of any processes affecting conformity that are outsourced.
- Consultancy: Disclosure of any management system consultancy received to ensure impartiality.
1.2 Surveillance Process
Surveillance audits are conducted to verify the continued conformity of the certified management system. These are on-site audits planned to ensure the certification remains valid between recertification cycles.
- Frequency: Surveillance audits are conducted at least once per calendar year.
- Objectives: To verify maintenance of the management system, effectiveness of corrective actions, and operational control.
- Planning: The audit plan reflects previous results and complexity of the organization.
- Non-Conformities: Any non-conformities identified must be addressed with effective corrective actions within stipulated timelines to maintain certification.
2. Re-Certification Process
Re-certification audits are conducted every three years to confirm the continued conformity and effectiveness of the management system as a whole. This assessment considers the performance of the management system over the period of certification.
Assessment Scope
- Review of previous surveillance audit reports.
- Effectiveness of the management system in achieving objectives.
- Performance improvement and legal compliance.
Timing & Continuity
- The audit is planned before the expiry of the current certificate.
- Successful completion results in the issuance of a new certificate valid for three years.
- Failure to complete re-certification before expiry may lead to a lapse in certification.
3. Suspension & Cancellation Policy
SISTEMA CERTS may suspend certification in cases where the client's management system has persistently or seriously failed to meet certification requirements.
Conditions for Suspension
- Client does not allow surveillance or recertification audits to be conducted at the required frequencies.
- Client voluntarily requests a suspension.
- Major non-conformities are not closed within required timeframes.
- Inappropriate use of the certification mark or logo.
Impact of Suspension
During suspension, the management system certification is temporarily invalid. The client must refrain from promoting its certification and discontinue use of all advertising matter that contains a reference to a certified status.
Withdrawal: Failure to resolve the issues that resulted in suspension within the established time limits (maximum 6 months) will result in withdrawal or reduction of the scope of certification.
4. Complaints & Appeals Handling
We are committed to processing complaints and appeals in a constructive, impartial, and timely manner. All submissions are treated confidentially and do not result in any discriminatory actions against the appellant or complainant.
4.1 Complaint Process
Submission: Written complaints can be submitted via email or our website by clients or third parties.
Validation: We confirm whether the complaint relates to our certification activities.
Investigation: An independent team investigates the issue, ensuring no conflict of interest.
Resolution: Appropriate corrective actions are taken, and the complainant is notified of the outcome.
4.2 Appeal Process
Appeals against certification decisions must be made in writing within 30 days of the decision.
- Review: The Managing Director or Impartiality Committee reviews the appeal.
- independence: Personnel involved in the original decision are excluded from the appeal process.
- Decision: A final decision is made and communicated to the appellant.
- The decision of the review body is final and binding.