Procedure 9 Suspension, Withdrawal and Scope Reduction

Transcription

1 Procedure 9 Suspension, Withdrawal and Scope

2 Table of Contents 1 Introduction Suspension and Withdrawal Extending or Reducing the Scope of Certification Document Revision History... 4 Proc 9 / Issue 13 Page 1 of 4

3 1 Introduction This document sets out the procedure to be followed in the event that a customer s certificate is suspended, withdrawn, and/or cancelled. IMS is responsible for, and retains authority for, the decisions relating to the certification, including granting, maintaining, renewing, extending, reducing, suspending and withdrawing of certification. 2 Suspension and Withdrawal 2.1 IMS shall take the decision to suspend certification in cases when, for example: The client s certified management system has persistently or seriously failed to meet certification requirements, including requirements for the effectiveness of the management system, The certified client does not allow surveillance or recertification audits to be conducted at the required frequencies, The certified client has voluntarily requested a suspension or withdrawal The certified client has not paid any monies due Misuse of certification marks/logos etc; The customer s circumstances change in such a way as to invalidate the scope of certification; The customer otherwise contravenes the terms and conditions of the certificate. The client has not successfully submitted a Corrective Action Plan and/or objective evidence within three months of the audit taking place. Under suspension the client s management system certification is temporarily invalid. 2.2 In the event that it may be necessary to suspend certification, the case is referred to the General Manager or delegated representative by completing Form 58. The General Manager will consider all available evidence, including audit reports, certification reviews, examples of misuse of marks/logos etc, and prepare a written report on the situation and/or identify the actions within the certification review record. The person reviewing the information shall be competent for the EA code applicable to the scope of certification. 2.3 If the decision has been made to suspend certification, the General Manager or nominated representative shall write to inform the client that the certificate has been suspended, detailing any actions that are to be completed as necessary. 2.4 During suspension, the customer will not make any claims that the system is certified. The IMS logo / certification mark will not be used on any marketing literature of documentation during the period of suspension. The IMS Certificate Log and Validator shall be updated and loaded onto the IMS website for public access and IMS shall take Proc 9 / Issue 13 Page 2 of 4

4 any further measures deemed appropriate. The Asia Pacific Office (SIMS) shall be notified of the change and will be requested to update their website with the certificate status. 2.5 If the client is within the Aerospace Scheme (AS9100, AS9120) the OASIS database shall be accessed and updated with the certification status within 14 days. 2.6 The General Manager or delegated representative will review any information submitted, record the review on Form 58 and inform the customer in writing as to whether or not it has been accepted and if there are any follow-up requirements such as a special visit/audit. 2.7 The suspension status shall not exceed 6 months and the certificate shall be withdrawn after that period. 2.8 In the event that the customer does not complete the activities set out in the letter, the Certificate will be withdrawn. With immediate effect, the customer will be required to return the certificate to IMS International, cease all further use of the IMS logo and certification marks, and will not make any claim to certification of systems, services or products. The withdrawal status of the certification shall be shown on the certificate log and Validator on the website. If the client was under the Aerospace Scheme (AS9100, AS9120) the OASIS database shall be accessed and updated with the certificate status within 14 days. 2.9 IMS will endeavour to obtain all withdrawn certificates and records of attempts made in the client file All records relating to the withdrawal and/or withdrawal of certification will be kept in the customer s file. The General Manager will include a summary of the case in his/her report to the Governing Board. Returned certificates will be marked as returned and kept in the customer s file The Client Certificate Change Register shall be completed during the initiation of Form 58, a sequential number issued and the progress tracked until the client file can be closed off and all necessary actions completed. 3 Extending or Reducing the Scope of Certification 3.1 The scope of certification issued to a Customer may need to be reduced or extended in response to changes to a Customers operations and business. When a client has persistently or seriously failed to meet the certification requirements the parts of the scope affected shall be excluded. Any such reduction shall be in line with the requirements of the standard used for certification. 3.2 Requests for changes to scopes received from Customers shall be reviewed by IMS International and, in the case of an extension to scope; a decision will be taken on Proc 9 / Issue 13 Page 3 of 4

5 whether any additional on-site audit activity is required before a revised certificate is issued. The information and review shall be recorded using the Contract Review Form (Form 2). 3.3 A request to reduce the scope of certification shall be reviewed to ensure that it will not affect the frequency and duration of on-site audits. This information and review shall be recorded using Form The need for change may also be identified during on-site audit activity and this shall be recorded on the Audit Report and any recommendation for change will be subject to confirmation in accordance with Proc Upon successful changes to scopes of certification, the current certificate shall be requested for return by the client, the certificate log shall be updated with the new scope of certification. The Asia Pacific Office (SIMS) shall be notified of the change and will be requested to update their website with the certificate status. 3.5 If the client is within the Aerospace Scheme (AS9100, AS9120) the OASIS database shall be updated with the new scope of certification and certificate. 4 Document Revision History Date Amendment Revision 18 th December Revised the requirements for suspension regarding Aerospace Scheme to update oasis within 14 days. 9 th October 2014 Transferred document onto IMS Standard Template Added requirement to inform SIMS that they are to change the certificate status on their website. 13 Proc 9 / Issue 13 Page 4 of 4