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The VCPL Certification Committee is appointed as the decision maker for the certification activities. Decisions on granting or refusing, expanding or reducing the scope of certification, suspending, restoring, withdrawing, or renewing the certification shall be made by the Certification Committee. As a decision maker, the Certification Committee shall also be,

1. Decision-making on the final approval of the lead auditor’s recommendation on the client’s management system.

2. Decision-making on technical amendments to the Certification and certification process as per the standard requirements and as per relevant accreditation procedures.

3. Decision-making on certification status as per the decision given by the appeals and complaints handling committee.

4. Decision-making on contractual arrangements or changes

5. Decision-making on certification, regarding the policy formulation and amendments

6. Delegation of authority to appeals and complaints handling committee on matters of certification

7. To act on the directions of the impartiality committee and to be impartial in taking decisions on certification

8. To periodically identify and verify the skills and competence of personnel involved in certification activities and to advise VCPL management on the need for necessary resources and ensure adequate provisions.

9. Report to the impartiality committee on situations and issues identified as threats to VCPL impartiality.

Vatsin Certification Private Limited retains both responsibility and authority for its decisions relating to certification, including the granting, refusing, maintaining of certification, expanding or reducing the scope of certification, renewing, suspending or restoring following suspension, or withdrawing of certification, as per VCPL Scheme, through Director, and Certificate Committee, this Function is never outsourced.

Issue of Certificates

Upon recommendation by the approver/committee, the VCPL Quality Manager shall verify the client’s details, including the audit scope of supply and prepare the Certificate of management system approval.

The certification approval is made by the Quality Manager of VCPL, such that VCPL is responsible for, and shall retain authority for all the decisions made by it relating to certification, including the granting, refusing, maintaining of certification, expanding or reducing the scope of certification, renewing, suspending or restoring following suspension, or withdrawing of certification.

The effective date of granting/ certification date, expansion or reducing the scope of certification or renewal of existing certificate is after the date of technical review and final decision (decision making date) by the quality manager.

To comply with the legislations of the accreditation body and the local government, the certificate shall be redesigned accordingly. A certificate change plan will be prepared to meet such requirements and the administrative officer will be delegated the responsibility to reissue the certificates as per ongoing

requirements.

Certification Documents

The Certification documentation kit of VCPL delivered to its certifying clients identifies the following:

Client’s organisation name.

• Complete physical address, including complete geographical location of the client organization or the geographical location of the headquarters and any sites within the scope of a multi-site certification.

• Scope of activity with respect to the type of activities, products and services as applicable at

  each site without being misleading or ambiguous.

  IAF Code in case of QMS/EMS/OHSMS certification

  Certifying Standard and other normative document including indication of issue status (e.g.

  revision date / number).

  Surveillance Marks.

  VCPL’s Hologram to ensure authenticity of the certificate issued by VCPL.

  Validity of the certificate.

  Unique Certificate number will be allocated to every certified client comprising of ten digits – VCYY01/02/03XXXX, abbreviation as detailed below

  VC – Vatsin Certification

  YY – Year of Issuance

  01 – QMS, 02 – EMS, 03 – OH&SMS

  XXXX – 4 Digit unique number

  VCPL’s critical office address.

  Accreditation Symbol, as applicable

  Any other information required by the standard and /or normative document used for certification.

  For recertification audits, VCPL keeps the original certification date on the certificate when a certificate lapses for a period if;

  The current certification cycle start and expiry date are clearly indicated.

  The last certification cycle expiry date is indicated along with the date of recertification audit.

  The expiry date or recertification cycle date is indicated along with the date of recertification

  audit.

  The effective date of granting/ certification date, expansion or reducing the scope of certification or renewal of existing certificate is after the date of technical review and final decision (decision making date) by the Quality Manager.

  The use of logo procedure by VCPL defines the use of name, address and certification mark of VCPL and accreditation marks (e.g. accreditation symbol, client’s logo) may be used provided they are not misleading or ambiguous;

  When the certification document is revised by VCPL, VCPL follows the procedure given in the documentation records and media control. This means that in the event of issuing any revised certification documents by VCPL, a means to distinguish the revised documents from any prior obsolete documents issued. Necessary arrangements and care are made to make clear that the documents revised and the prior documents are obsolete and are updated in the obsolete documents list.

  The administrative officer shall make sure that each certification in the certification document kit carries the above-mentioned details before it is being delivered to the respective client.

  The Administration Officer shall update the Client file; Client Certification register and then contact the client about any arrangements for the delivery of the certificate and any presentations required by VCPL. A copy of the Certificate shall be retained in the Client’s file. An electronic image of VCPL mark/symbol shall be forwarded to the client on the issue of the certificate.

  Maintaining Certification

  Maintain certification

  VCPL maintains certification based on demonstration that the client continues to satisfy the requirements of the management system standard.

  If VCPL decides to issue a non-accredited certificate (if approved by law) the VCPL Quality Manager shall record the issue of a non-accredited certificate in the certificate register, detailing when the certificate was issued, the scope of the certificate and reasons for the issue.

  Certificates issued for non-accredited audits shall not carry any Accreditation mark. The client shall be told that it is a non-accredited audit and that the certificate will not carry the Accreditation mark.

  When a client does not want to continue their certification to management system, the validity of the certificate is only until the last full surveillance visit therefore cancellation is from the date of the last surveillance visit.

• Suspension, Withdrawal or Reducing Scope of Certification Approval of Certification, Suspension of certification may be done in the following cases:

  The certified client’s management system has persistently failed to meet certification requirements, including requirements for the effectiveness of the management system.

  The certified client does not allow surveillance or recertification audit to be conducted at the required frequencies.

  The certified client has voluntarily requested a suspension.

  In case of not applying of new standards that changed due to certification system.

  Violate use of certification mark.

  Violate contract or agreement of certification.

  In case of providing false information or document during audit.

  Not Receiving the Payment on time.

  Suspension Time: 30 Days from the due date of Surveillance.

  Suspension Letter will be sent to the client by means of Website Portal or mail {whichever will be feasible}.

  Restoring of Suspension:

  VCPL shall restore the suspended certification if the issue that has resulted in the suspension has been resolved. Failure to resolve the issues that have resulted in the suspension within six months shall result in withdrawal or reduction of the scope of certification.

  WITHDRAWAL/CANCELLATION

  VCPL shall cancel certification, withdraw the certificate and cancel any agreement for the use of VCPL certification mark in the following cases:

  (a) under the relevant provisions of Suspension or suspension is not restored in six months.

  (b) at the formal request of a client;

  (c) if the certification Criteria are changed and the VCPL cannot ensure conformity with the new requirements;

  (d) if the client ceases to operate their certified system;

  (e) if the client fails to meet financial obligations to VCPL; or

  (f) on any other grounds specifically provided for under the certification criteria or formally agreed between the client and VCPL.

  If a certificate is withdrawn, the VCPL Register shall also be amended accordingly and VCPL may also publish notification on that ground including VCPL’s website.

  A client may appeal to the VCPL against a decision to withdraw certification.

  Expanding or Reducing the scope of certification

  VCPL shall, in response to an application for expanding the scope of a 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. This may be conducted in conjunction with a surveillance audit. VCPL reduce the client's scope of certification to exclude the parts not meeting the requirements, when the client has persistently or seriously failed to meet the certification requirements for those parts of the scope of certification. Any such reduction will be in line with the requirements of the standard used for certification. VCPL enforceable arrangements with the certified client concerning conditions of withdrawal ensuring upon notice of withdrawal of certification that the client discontinues its use of all advertising matter that contains any reference to a certified status. Upon request by any party, VCPL will state the status of certification of a client's management system as being suspended, withdrawn or reduced.