SODET Certification Body (SCB)
Public Information
» SCB logo
» SCB Audit Process
» Appeal Handling
» Complaint Handling
» Impartiality Policy
» Terms and Conditions of using SCB logo
» Suspension
» Withdrawal
» Renewal
» Expanding
» Granting
» Maintaining
» Restoring
» Processes for Handling Requests for Information
Certification Decision
SCB ensures that the person making the decisions for granting or refusing certification, expanding or reducing the scope of certification, suspending or restoring certification, withdrawing certification or renewing certification are different from those who carried out the audits. Thus, the audit report with recommendation is by audit team leader, which is reviewed for its correctness and completeness by ISO Coordination and the final authority for the certification decision by Head SCB. Records of audit plan, audit reports, audit reviewing record and signatories to the certification decision will be the evidences to prove the independence of the work done.
SCB Logo and Name of CB
SODET Certification Body (SCB)
Audit Process
Audit Plan
To ensure that the Audit Plan meets the SCB requirements and no point gets missed out, has established to cover the following:
- Audit objectives
- Audit criteria
- Audit scope, including identification of the organizational and functional units or processes to be audited
- Dates and sites where the on-site audit activities will be conducted, including visits to temporary sites and remote auditing activities, where appropriate
- Expected duration of on-site audit activities
- Roles and responsibilities of the audit team members and accompanying persons, such as observers or interpreters.
Initial Certification Audit
The document review will be done offsite at SCB's office. The following prerequisites must be fulfilled before conduct of Stage 1 audit:
- The customer will be made aware of the risk that the audit may be broken off.
- A review of the management documentation must be performed before the Stage 1 audit in order to ensure than any nonconformities that are identified are rectified before the audit.
- The certification body will approve the way of proceeding.
- Finalization of audit scope
- The weaknesses that are identified that could lead to nonconformity in the Stage 2 audit are documented in the report of the Stage 1 audit.
- The Audit Team Leader will decide on the basis of the weaknesses that have been identified whether:
- Stage 2 audit can be performed as planned without limitations,
- Stage 2 audit can be performed as planned following implementation of suitable actions to address the identified weaknesses,
- The effective correction of the identified weaknesses will be verified before the Stage 2 audit (repeat of Stage 1 audit).
- The decision is documented in the report of the Stage 1 audit.
Procedure for Conducting audits
The activities of conducting audits as per the International Standard ISO/IEC 17021-1: 2015. addresses the following aspects:
- General
- Conducting the opening meeting
- Communicating during the audit
- Obtaining and verifying information
- Identifying and recording audit findings
- Preparing audit conclusions
- Conducting the closing meeting
- Preparing Audit report
- Cause analyzing of nonconformities
- Checking the effectiveness of corrections and corrective actions
Procedure-Maintaining Certification
The requirements from the client to maintain their certification by SCB for ensuring addresses the following aspects of conducting an audit:
- General
- Surveillance activities
- Recertification
- Special audits
- Suspending, withdrawing or reducing the scope of certification
Appeal Handling
Appellant means Person who applies to a higher court for a reversal of the decision of a lower court.as per dictionary. Hence, in the case of SCB, an Appeal can be from a client about the certification decision taken and/or categorization of the nonconformities or nonconformities raised. On receipt of an Appeal from a client, the same is recorded in the Appeals Register maintained by SCB(Vide PAH9.7F(1)). Every appeal is allotted a unique number and all records and communication will refer to this unique number to enable tracking even at a later date.
Attachment [Appeals Register]
Complaint Handling
On receipt of a complaint, it gets registered in the Complaint register maintained by SCB(Vide PCH9.8F(1)). Validation of Complaint received: All the details of the complaint are collected to ascertain the whether the complaint is genuine or not. Once it is confirmed that it is a genuine complaint the further steps mentioned in this procedure are adopted. If not, the complaint is considered as closed and a letter with reasons for not being considered as a complaint is communicated to the complainant. Record of such communication is retained. The complaint is checked to find out whether it is pertaining to.
- Certification process adopted by SCB or
- Certified client.
Attachment [Complaint Register]
IMPARTIALITY POLICY
SCB, represented by its team and committee members, are committed to ensure integrity of its systems and operations at all times by acting in an impartial manner and avoiding any conflict of interest that may compromise its ability to make impartial decisions. Thus, SCB ensures:
- To carry out the certification activities in a non-discriminatory manner.
- There are no constraints that might influence decision making
- That it does not engage in any activity which could compromise its impartiality.
- That it does not provide consultancy to certifying agency, nor does it does not promote the services of any specific body.
SODET Certification Body (SCB)
(Management System Certification Division)
TERMS AND CONDITIONS OF USING SCB LOGO
- This document describes the terms and conditions on the use of Certificate and the logo of both SCB and the Accreditation bodies.
- The document is forwarded to the client as part of the Contract on Certification.
- The highlights of the points with respect to use of Logo and the certificate is as given below.
- The use of Logo is optional. The logo should be used in the following representational form. The accreditation body logo alone should never be used
- The logos for both will be as shown below. In the case of ISO 14001 certification project, the standard will be referred to as ISO 14001 and in case of ISO 9001 certification project, the standard will be referred to as ISO 9001.
- SCB Logo should be the same as provided by SCB and NOT in any other colour or any other background, other than the specification provided by SCB. The size of logo can be changed provided it ensures all features of the mark clearly distinguishable and proportionate as provided by SCB.
- The permission to use the Accredited certificate and the logo is limited to the businesses / sites which are listed in the scope of application of the Certificate. Reference to the Certificate is not permitted for businesses / sites which are not listed.
- The logo may only be used by the Client and only in immediate connection with the organization name or the corporate logo. It may not be placed on a product or service result (including Inspection /test / calibration reports) and must not be used to imply product / service certification
- The Client is responsible to ensure that the Certificate is used in the market in such manner that statements are made only about the Client's organization / operations corresponding to the actual scope of certification. The Client ensures not to give rise to any impression in the market that the certification was an inspection by authorities, (which is not)
- The logos shall not be used on the packaging of the product, labels and publicity materials that in any way suggest that the certification body or the accreditation body have certified or approved any product, process or service of the certified body or in any other misleading manner. The logos shall also not be used on any Inspection / test reports, calibration reports or any laboratory test reports.
- The accreditation body logo (NABCB) shall not be used on visiting cards
- The Client is obligated to ensure his image in advertisement and by other means makes clear that it is a matter of voluntary certification of the Client's organization, which was carried out based on an agreement ruled by civil law.
- The Certification Body gives the Client the Not transferable and Not exclusive right to make use of the logos in accordance with the aforementioned stipulations.
- Client's right to use the Certificate and the logo terminates with immediate effect, if:
- The Client fails to advise the Certification Body without any delay of changes or anticipated changes in conditions within the organization which are significant to the certification,
- The certificate or the logo is used in any way contrary to the agreement
- The results of the surveillance audits do not justify maintaining the validity of the certificate and the logo,
- The Client fails to advise the Certification Body without any delay of changes or anticipated changes in conditions within the organization which are significant to the certification,
- The results of the surveillance audits do not justify maintaining the validity of the certificate and the logo,
- Fees are not paid within the time limit fixed by the Certification Body,
- Withdrawal of certificate, during suspension period of certificate, transfer of certificate or change of CB, timely scheduled surveillance audits not conducted.
- The certification or the maintenance of the certificate is prohibited by legal ordinances or by order of court,
- The logo is used in any way contrary to the general conditions.
- References: Accreditation body procedures on Logo usage (BCB 202).
Processes for Handling Requests for Information
A request for access to data by the interested party must be submitted in writing. In general, verbal requests for information relating to an individual are not Requests for Data Access by the valid data subject. In the event that a formal request for access to data by the interested party to access personal data is made verbally to a member of the staff of SCB, it is necessary to request further information from the Data Protection Officer and / or the person in charge of Area Administration, Budget and Contracts, which will examine and approve all requests for access to data.
A Data Access Request by the Data Subject may be made by one of the following methods: email, fax, mail, company website or any other method. Requests sent online must be treated like any other request for access to personal data at the time of receipt, although SCB does not provide personal information through social media channels.
Suspension
The Certification Committee may decide to suspend a certificate and/or license in the following situations:
- Critical and/or major non-conformities leading to the conclusion that the certified company or product does not operate in compliance with certification scheme including those non-conformities identified during the surveillance activity.
- Non-compliance with the certification requirements and the certificate holder has not submitted suitable information to maintain it.
- In case an existing certificate holder makes claim regarding a scope of certification which is not covered by SCB.
- Receipt of complaint regarding the certified product which is not in compliance with certification requirements.
- Certified Product(s) recalled by the regulatory authority.
- Insolvency of the certificate holder or non-payment of certification fees.
- Voluntary request by the client for a suspension.
- The certificate holder uses the certification in such a manner as to bring SCB into disrepute and makes any statement regarding the certification which SCB considers misleading or unauthorized.
- Misuse of logo i.e. placement of logo on products not covered under certification, improper size/colour/design of the logo.
- Any misrepresentation or fabricated documents produced during the application process and identified upon certification.
- If a certified product causes an accident and the client doesn't notify SCB of such accidents within 48 hours upon receipt of information
WITHDRAWAL
A certificate and or license may be withdrawn by the SCB Certification Committee in the following situations:
- During suspension, where urgent action needs to be taken and no corrective actions are considered possible.
- Where surveillance or reassessment shows non-conformities of a serious nature as assessed by the Certification Committee.
- When there is evidence of massive and systematic falsification of documents on site.
- After a suspension, when the client/certificate holder is unable to fulfil the requirements of the certification procedure.
- Non-compliance with the requirements of the Certification procedure and the holder is not able to provide suitable information to maintain it.
- If the certified company no longer exists due to any reason.
- May be withdrawn if the holder no longer wishes to retain the certification.
- Use of logo on non-certified products and factories.
- In the event of suspension of certification, if the certified client doesn't refrain from further promotion of the certification. A certificate that has been withdrawn cannot be restored. A new certification application shall be submitted, and all steps of certification procedure will apply.
RENEWAL
The certification shall be renewed at the expiry of 3 years validity period. However the renewal process and the renewal of certification decision shall be taken on or before the certificate expiration date. In order to achieve the same the certification body shall send the Renewal notice to the certified units at least four months prior to expiry of certificate validity period.
The certified organization shall apply for renewal in the prescribed format along with fee, if any prescribed by the CB at least 3 months before expiry of the certification.
The onsite surveillance audit conducted towards the end of third year and before the expiration of the certificate shall be considered as the recertification audit (refer clause 2.3). The objectives of this audit will be a combination of stage 2 and surveillance audits, unless there has been any changes in product and process Certification Process, which would then also require assessment of the organization's revised processes, controls and systems.
The certification body shall review the performance of the certified unit who has sought renewal of the Certificate, with respect to compliance to certification criteria during the entire certification cycle, prior to a decision on the renewal of the certificate. The review shall essentially be based on the following:
- Surveillance and recertification audit reports for the audits carried out during the certification cycle. The NCs raised and the satisfactory resolution of the issues raised and their effectiveness.
- Any suspension of certificate during the previous validity period;
- Corrective actions taken
- Complaints if any received,
- Adverse information from stakeholders and regulators, if any.
The review shall be conducted by competent person (s) designated for the job
The decision for renewal of certificate shall be taken by the competent personnel authorised for the same, based on the satisfactory performance of the certified organization.
The certification body shall not renew certification with conditions for compliance to be verified subsequently. There shall be no conditional renewal of certification.
When performance of the certified unit is not satisfactory, the certification body shall withhold the renewal of the certificate clearly stating the reasons and give time for effecting corrective actions. The verification and decision on renewal should be taken within 3 months of the certification expiry date.
The corrective actions shall be verified generally on site unless the Certification Body can verify the same off site prior to considering for renewal of certificate. The justification for offsite review shall be recorded.
In case the agency does not complete satisfactorily actions within three months, the certificate shall stand expired from the date of expiry of previous validity.
When a certificate is not renewed, it shall expire at the end of validity period.
EXPANDING
- The certified client communicates their intention of adding one or more sites that will perform activities within the scope of certification.
- The certified customer communicates their intention of removing processes and/or activities and/or products described in the scope of certification.
- The certified customer communicates their intention of adding processes and/or activities and/or products described in the scope of certification.
The Client will send the request for additional requirement and expansion. The Technical reviewer will evaluate the request and determine the necessary action after the request is approved.
GRANTING
The process for granting certification is as following:
- Documentation review
- Initial visit
- Certification audit The Lead Auditor will verify that you have properly addressed the non-conformities. Based on a positive outcome, he/she will recommend certification. The certification decision is taken after an independent internal review. Following a positive decision will receive the certification shortly thereafter.
MAINTAINING
At SCB, the client's certification is maintained based on demonstration that the client continues to satisfy the requirements of the management system standard. The audit report evidencing the findings by the audit team is documented and provided to client as per PCO9.4F(4) in the case of Stage 2, Surveillance audit and Recertification Audit.
SCB maintains its client's certification based on a positive conclusion by the audit team leader without further independent review and decision, provided that:
- for any major nonconformity or other situation that may lead to suspension or withdrawal of certification, the certification body has a system that requires the audit team leader to report to the certification body the need to initiate a review by competent personnel as established through the procedure CCP7.1.2, different from those who carried out the audit, to determine whether certification can be maintained
- ISO Coordinator being the competent person in the certification body monitors its surveillance activities, including monitoring the reporting by its auditors, to confirm that the certification activity is operating effectively.
RESTORING
Once the customer completes the actions required to remove the suspension from the certification, the Client will request the removal of suspension.
The request submitted to an approved Technical Reviewer. The Client will submit evidence of completion of the actions, (e.g. Audit Report with the recommendation of the Lead Auditor, evidence of closure if Nonconformities, confirmation of payment of invoices, etc.).
Upon decision of the Technical Reviewer of removal of suspension, SCB will send a letter communicating the decision to the client with the copy to the concerned Client.
The status of the certificate in all databases shall be updated accordingly.