Certification Granting Policy
This policy defines how certification decisions are made, granted, maintained, suspended, or withdrawn, ensuring decisions are evidence-based and independent from commercial influence.
Certification Granting Policy (Policy for Decision, Grant, Maintenance, Suspension, Withdrawal)
Entity: Quality Report Management Consulting Co
1) Purpose: This policy defines the rules and controls used by Quality Report Management Consulting Co to manage certification granting (or conformity/decision issuance within the service scope) in a professional, transparent, and reliable way. Certification decisions must be based only on objective evidence resulting from documented assessments/audits, and must be fully independent from any commercial considerations.
2) Scope: This policy applies to receiving granting requests and defining scope; contract review and planning; performing assessment/audit (Stage 1/Stage 2 or equivalent); independent technical review and granting decision; certificate issuance and the use of marks/logos (if applicable); surveillance, recertification, and scope changes; suspension/withdrawal/cancellation; and handling complaints and appeals related to decisions.
3) Principles governing granting decisions: impartiality and independence (decision-making is separated from sales/marketing), objectivity (verifiable evidence), confidentiality, transparency, equal treatment, and competence through assigning qualified teams.
4) Acceptance conditions: Requests are accepted only after clear scope definition (sites/processes/products/services), core organization data is provided (structure, activities, sites, headcount, critical processes), client agreement to rules (confidentiality, certificate/logo use, surveillance arrangements, fees, complaint handling), and contract review to determine time, resources, and risks.
5) Assessment/audit stages before granting: planning; evidence collection (interviews, document review, observation, sampling records); recording findings (strengths, observations, nonconformities); classifying nonconformities (major/minor); and issuing a formal report to the client.
6) Technical review and granting decision: The auditor/assessor who performed the work does not issue the granting decision. The file is subject to an independent technical review to confirm evidence completeness, methodology integrity, fair conclusions, and acceptable closure of nonconformities. The decision is then taken by an independent decision function within Quality Report.
7) Nonconformity closure prior to granting: The client must submit root cause analysis, implement corrective actions, and provide closure evidence within a defined timeframe. Major issues may require additional verification. Certification is granted only after closure in accordance with the controls.
8) Certificate issuance and content: The certificate includes the legal name, standard/specification, scope and boundaries, covered sites, issue and expiry dates, certificate serial number, and surveillance/renewal terms (if applicable).
9) Surveillance and renewal: A surveillance program (if applicable) is performed to verify ongoing conformity. Frequency is determined based on sector characteristics, risk level, organization size, and previous performance. Renewal is completed before expiry in line with requirements.
10) Scope extension/reduction/change: The client may request scope extension (adding a site/process/service) or reduction. Impact is evaluated and may require additional audit work.
11) Suspension, withdrawal, or cancellation: Certification may be suspended/withdrawn for missed surveillance without justification, major nonconformity or repeated corrective-action failures, misuse of certificate/logo or misleading claims, refusal of access for verification, or material breach of contractual conditions. Process includes formal notice, opportunity to correct, and a documented decision.
12) Use of certificate/mark (if applicable): Certification must not be used to imply product approval if the certificate covers a management system. It must not be altered or used outside the certified scope. Use must stop immediately upon suspension/withdrawal.
13) Appeals and complaints: Quality Report provides an independent mechanism to receive appeals regarding granting decisions and complaints regarding the assessment process. Handling follows the complaints and appeals procedure.
14) Records retention: Quality Report retains granting records, technical reviews, and assessment reports for a period defined by internal procedures and aligned with confidentiality and compliance requirements.