RWANDA STANDARDS BOARD NATIONAL CERTIFICATION DIVISION MANAGER. IDENTIFICATION No. AUTHOR:

Transcription

1 RWANDA STANDARDS BOARD NATIONAL CERTIFICATION DIVISION TITLE: IDENTIFICATION No. AUTHOR: PROCEDURE ON SUSPENDING, WITHDRAWING AND REDUCING OF SCOPE OF CERTIFICATION QUALITY MANAGEMENT SYSTEM OFFICER AUTHORIZATION: THIS PROCEDURE IS ISSUED UNDER THE AUTHORITY OF: NAME: TITLE/POSITION: Antoinette Mbabazi, Msc. NATIONAL CERTIFICATION DIVISION MANAGER SIGNATURE: ISSUE DATE: DOCUMENT CONTROL: WATER MARKED/STAMPED CONTROLLED NOTE: COPIED DOCUMENT IS NOT CONTROLLED.

2 Page 2 of Record of changes Distribution PURPOSE SCOPE TERMINOLOGY ACRONYMS REFERENCES PRINCIPAL RESPONSIBILITIES Director System Certification Unit The Quality Management System Officer (QMSO) Audit Team Leader CDC PROCEDURE DETAILS Conditions leading to Suspension of Certification Actions taken upon suspension Reduction of scope Decision to reduce the scope Withdrawal of Certification... 6

3 Page 3 of Record of changes Changes made during review of this procedure are maintained in electronic format as track changes. Final document is printed and signed. Only approved document is uploaded on RSB server. 0.2 Distribution The approved document is uploaded on RSB server which can be accessed by NCD Staff online. The documents uploaded on the server and approved original printed copy (Master Copy) maintained by QMSO are the only controlled documents. 1. PURPOSE This procedure describes the NCD process of suspending, withdrawing, reducing the scope of client s. It also specifies the subsequent actions taken for the client organization that persistently fails to meet requirements of a scheme licensed to. 2. SCOPE This procedure covers suspension, withdrawal and reduction of scope and specifies subsequent actions taken. This procedure is applicable to all management system services offered by NCD. 3. TERMINOLOGY 3.1 Suspension: Temporary invalidation of the statement of conformity for all or part of the specified scope of attestation. 3.2 Withdrawal: Revocation or cancellation of the statement of conformity 3.3 Client organization: Entity or defined part of an entity operating a management system 4. ACRONYMS RSB - Rwanda Standards Board NCD - National Certification Division SCU - System Certification Unit 5. REFERENCES The following documents were referenced when developing this procedure:

4 Page 4 of 6 ISO/IEC 17021, Conformity assessment requirements for bodies providing audit and of management systems; ISO/IEC ISO 17065, Conformity assessment requirements for bodies Certifying products, Processes and Services; NCD/MAN/01: Management System Certification Manual. 6. PRINCIPAL RESPONSIBILITIES 6.1 Director System Certification Unit The Director SCU makes a follow up to check whether the client organization meets requirements including requirements for the effectiveness of the management system. Ensures is suspended, withdrawn or scope is reduced in case the client s management system has persistently failed to meet requirements. 6.2 The Quality Management System Officer (QMSO) The QMSO ensures this procedure is maintained, controlled and makes updates to the public in case of a client s management system is suspended, withdrawn or the scope of is reduced. 6.3 Audit Team Leader a) The Audit Team Leader has the responsibility of recommending suspension, reduction of scope as deemed necessary as a result of conducting audit activities. b) Carries out audit(s) to determine whether the issues resulting in suspension are fully addressed by the client organization. 6.4 CDC The CDC has a responsibility to make an effective decision on reducing the scope, suspending or withdrawing. 7. PROCEDURE DETAILS 7.1 Conditions leading to Suspension of Certification Following are the conditions that can lead to suspension: a) During the period of maintaining the NCD carries out surveillance activities; when the client s certified management system persistently or seriously fails to meet requirements, the audit team leader or the person responsible for monitoring surveillance activities recommends suspension of.

5 Page 5 of 6 b) The certified client does not allow surveillance or re- audits to be carried out at the required frequencies. c) The certified client requests a suspension RSB has the right to suspend a certificate for a period not beyond 6 months if the client violates their contractual obligations towards. 7.2 Actions taken upon suspension The client organization is informed in writing the cause of suspension and the possible remedial time The suspended status of the is made publicly available at RSB website and any actions deemed appropriate are taken When under suspension, the certified client s management system is temporarily invalid. The client organization refrains from further use of mark The client has to discontinue the use of all advertising matters and other material that contain any reference to An audit(s) is carried out to determine whether the issues resulting in the suspension are fully addressed by the client organization Failure to resolve the issues that resulted in the suspension in the time determined by NCD, leads to withdrawal or reduction of scope If the required measures have been implemented and demonstrated effectively with in the established time limit, RSB will lift the suspension of the certificate in writing In case the suspension lasts beyond six months, the client organization is served with notice of withdrawal or reduction of scope of. 7.3 Reduction of scope RSB reduces the certified client s scope of to exclude the parts not meeting the requirements of. The certified client may request for reduction of scope due to changes in the organization. 7.4 Decision to reduce the scope The decision to reduce the scope is made following surveillance activities, re or special audit The decision to reduce the scope is communicated in writing.

6 Page 6 of RSB withdraws the documents for the original and issue new documents for the reduced scope. 7.5 Withdrawal of Certification RSB is entitled to terminate or withdraw the after giving written notice of intent in case the client organization: a) Does not conform to the requirements of its when making reference to its status in communication media such as internet, brochures or advertising, or other documents; b) Makes or permit any misleading statement regarding its ; c) Uses or permits the use of a document or any part thereof in a misleading manner; d) Does not amend all advertising matter when the scope of has been reduced; e) Allows reference to its management system to be used in such a way as to imply that RSB certified a product (including service) or processes; f) Implies that the applies to activities that are outside the scope of ; g) Uses its in such a manner that would bring the system into disrepute and loose public trust; h) Certified management system or product process is no longer operational; i) Persistently and seriously violates standard (s) requirements; j) Fails to meet other provisions of the contract or agreement; k) Fails to conform to new mandatory requirements in relation to revision of a standard certified against; l) Suspension period of the has expired; m) Continued use of the certificate for promotion following the suspension of the certificate; n) Terminates the contractual relationship with RSB ; When disputes regarding, suspension, or withdrawal or reduction of scope are not amicably resolved, the issue will be referred to Rwandan competent courts.