MANAGEMENT SYSTEM CERTIFICATION CONDITIONS & USE OF THE CERTIFICATION MARK

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1 MANAGEMENT SYSTEM CERTIFICATION CONDITIONS & USE OF THE CERTIFICATION MARK Vehicle Certification Agency 1, The Eastgate Centre Eastgate Road Bristol BS5 6XX Telephone: website: VCA/MSC/PUB 005 Page 1 of 12 Issue 27

2 CERTIFICATION CONDITIONS & USE OF THE CERTIFICATION MARK Following certification and acceptance of particular terms and certification conditions, outlined in this publication, a client will be authorised to use the Certification Mark belonging to VCA and the Accreditation / Inspection Mark issued to VCA by UKAS (as licensed by the BIS). (Other Marks are licensed by IEMA, EMAS and IATF). The authorisation will be for a period of 3 years for Management Systems Certification and 1 year for Inspections, subsequent periods of use are under satisfactory completion of recertification or re inspection. CERTIFICATION CONDITIONS Continuing to maintain a management system which complies with the standard, including any specific rules published for standard schemes; Being subject to surveillance / inspection visits with access to areas, documents and personnel as well, as timely corrective action and verification of all non-conformances reported; Maintaining a record of complaints and the remedial action taken in relation to products or services within the scope of the certification; Notification to VCA of intended significant changes to the organisation or it s system, which may affect the certification and, for environment, certain significant breaches of regulatory conditions; Payment of fees relating to certification / inspection, surveillance and verification visits; That VCA retain the ownership of the certification and the marks and the certificates issued; Compliance with the conditions and of use of the marks laid down in this publication; Only claim certification with respect to activities covered in the scope of certification and not use the certificate or reports or make any statement that brings VCA into disrepute or will be misleading with regard to the scope of certification; That the Certification Mark and Accreditation Mark cease to be used when notified of withdrawal, cancellation or not renewed. Customers are notified that VCA certification no longer applies and the certificates are returned to VCA. The authorisation to use the Marks shall only remain valid so long as the conditions of certification are complied with. VCA/MSC/PUB 005 Page 2 of 12 Issue 27

3 THE VCA MARK The VCA Mark below in conjunction with the wording Registered Firm indicates that you hold VCA certification and have continues VCA Quality, Environmental or Occupational Health and Safety Audits or Acorn Inspections. The Certification Mark is dependant on the standard achieved. Example of the VCA Mark is shown below. Example of VCA Logo The VCA logo has specific colours that must be used. The proportion and the arrangement of the elements must not change. VCA does allow the use of single colour marks but only with prior agreement (all black or all blue for example). The VCA logo contains two colours which can be found in any Pantone book. When going to print they must match these in order to represent our logo in the correct way. They are as follows: Spot Colours Process Colours RGB Blue Pantone 2746 Green Pantone 368 Dark Blue 100C 92M 0Y 10K Green 57C 0M 100Y 0K Dark Blue R16 G13 B17 Green R110 G187 B31 Size Restrictions: When using Vector images there is no size restriction upon how large the logo can be made, however the raster based images (tif, jpg or eps) can only be enlarged to the extent that the image does not distort or lose quality. When the VCA logo is reduced in size there shall be no infill within the logo. Unacceptable Use: The logo must not be reproduced in any other colour or tint than those detailed here without prior agreement The logo must not be cropped, trimmed or bled off the page The logo must not be distorted or altered (for example stretched or compressed horizontally or vertically) The logo typeface must not be changed in any way (but the logo may be used without the Vehicle Certification Agency text below) VCA/MSC/PUB 005 Page 3 of 12 Issue 27

4 THE REGISTERED FIRM MARK The VCA Registered Firm Mark may be used in advertising, literature, on vehicles or on flags. The Certification Mark may be uniformly enlarged or reduced so long as the text is legible. The Certification Mark shall be reproduced either in VCA's corporate colours, or in single colour, which may be black, dark blue or gold or, in the case of pre-printed letterhead paper, the predominant colour of the letterhead. The Certification Mark may only be reproduced in other colours with the prior written consent of VCA. ISO 9001:2008 OHSAS 18001:2007 ISO 14001:2004 BS 8555:2003 ISO/TS 16949:2009 The last line of the mark (under registered firm) will be the standard as given on the certificate. VCA/MSC/PUB 005 Page 4 of 12 Issue 27

5 USE OF THE UKAS ACCREDITATION OR INSPECTION MARK UKAS, the UK accreditation body, authorises use of the Accreditation or Inspection Mark under a Memorandum of Understanding with the Department for Business Innovation and Skills (BIS) and certain conditions must be met by all UKAS accredited organisations. The UKAS Accreditation Marks (together with the rules of application) are shown below. Note: There are only two Marks, one for Management Systems and one for inspection. The Accreditation or Inspection Mark shall be reproduced in a single colour which should be the predominant ink of the document, or; for pre printed letterhead, the predominant colour of the letterhead. The Accreditation or Inspection Mark may be reproduced in other colours only with the prior written consent of VCA. Example of Accreditation Mark for MANAGEMENT SYSTEMS CERTIFICATION Example of Inspection Mark for ACORN PHASED ENVIRONMENTAL INSPECTION SCHEME Note that the number 028 is the Certification Bodies certification number for Accreditation and the number 424 is the Certification Bodies certification number for Inspection, issued by UKAS to VCA and should not be substituted with the certification number of the client s VCA certificate. USE OF THE IATF RECOGNITION MARK The IATF Mark is not permitted to be used by customers; however it is issued to VCA as Recognition that VCA can issue ISO TS certificates to customers. Example of IATF Recognition Mark for ISO/TS QUALITY MANAGEMENT (Note: this must not to be used by customers) VCA/MSC/PUB 005 Page 5 of 12 Issue 27

6 USE OF THE ACCREDITATION OR INSPECTION COMBINED MARKS VCA certificate holders may use the Accreditation or Inspection mark, but only in conjunction with the VCA Mark, with the two marks combined and enclosed in a box as shown below. The combined marks may be displayed on stationery but only if the logo or title of the accredited organisation is also shown, with the combined mark having no more prominence than the logo or title and not printed more than once for each applicable accreditation (i.e. only one quality and one environment combined mark). When used, the Accreditation or Inspection Mark shall be displayed - on unfolded A4 stationery - in a size no greater than 30mm high but may be proportionally increased on larger unfolded stationery and will normally have a minimum height of 20mm. In exceptional circumstances such as space or cost they may be further reduced. Enlargement or reduction of the combined marks shall retain the same proportions as a single entity. Reproduction of the marks must, in the opinion of VCA & UKAS, remain legible with no in filling. The combined marks may be used in advertising and publicity material but this shall not include notices, labels, documents or written announcements affixed to or otherwise appearing on goods or products nor the buildings, vehicles, flags or promotional products of the party concerned (or such other items, goods or products as the BIS may from time to time determine). This restriction shall also apply to primary (e.g. blister packs) packaging. Marks may be displayed on internal walls and doors, and on exhibition stands. Under no circumstances shall the Accreditation Mark be used on calibration certificates or test reports. Accreditation marks shall not be used in such a way as to suggest that the Secretary of State or UKAS has certified, or approved any product or service or imply that UKAS or VCA accepts responsibility for activities carried out under the scope of accredited certification, or in any other misleading manner. Examples of the Combined Management Systems Certification Mark ISO 9001:2008 ISO 14001:2004 OHSAS 18001:2007 (The last line of the mark under registered firm will be the standard as given on the certificate issued). VCA/MSC/PUB 005 Page 6 of 12 Issue 27

7 USE OF THE IEMA ACORN SCHEME PHASE MARKS 1-5 The IEMA have developed a series of Acorn logos for organisations to use in communicating their Acorn achievements. Example of IEMA Acorn Scheme Phase Marks 1-5 Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Examples of the Combined Inspection Scheme Mark BS 8555:2003 BS 8555:2003 Phase 1 BS 8555:2003 Phase 2 BS 8555:2003 Phase 3 BS 8555:2003 Phase 4 BS 8555:2003 Phase 5 (The last line of the mark under registered firm will be the standard and stars the phase as given on the certificate issued). VCA/MSC/PUB 005 Page 7 of 12 Issue 27

8 IEMA ACORN SCHEME MARKS GUIDANCE The IEMA Acorn Scheme offers UKAS accredited recognition for organisations evaluating and improving their environmental performance through the phased implementation of an EMS in accordance with BS8555. It gives companies a badge of credibility for their environmental achievements and is strongly supported by Government and the environmental regulators. This guidance sets out how Acorn registered organisations may use the Acorn logo to market, promote and demonstrate their environmental achievements and the environmental characteristics of their products. The IEMA Acorn Scheme provides organisations that have been inspected against the BS8555 phased achievement criteria with the opportunity to use the Acorn logo to communicate their environmental credentials. Organisations are encouraged to demonstrate their environmental performance improvements to the public, their clients and customers by employing the use of the logo. The Acorn logo is a trade mark of the Institute of Environmental Management & Assessment (IEMA). It is the purpose of the Acorn logo to indicate to the public and other stakeholders: The establishment & implementation of an environmental management system (EMS) using the phased approach criteria of the British standard BS The periodic, systematic & objective evaluation of performance against the stage profiles of BS Active status on the IEMA Acorn Register. In particular, the logo indicates that the organisation provides periodic environmental performance evaluation which has been validated by an external UKAS accredited Acorn Inspection Body. Within this context the Acorn logo has a threefold function: To demonstrate that an organisation is pro-active in their approach to the management of their environmental impacts and are committed to improving their environmental performance. To indicate the reliability and credibility of information provided by an organisation with regard to its environmental performance. To raise awareness about the scheme to the public, among interested parties and among organisations willing to improve their environmental performance. Thus it is the intention of the IEMA to add value to the Acorn Scheme by creating new and credible options for Acorn registered organisations to demonstrate their environmental performance and commitment to environmental protection by communicating with interested parties through a wide range of different means, as proposed in this guidance document. Where an organisation wishes to demonstrate their achievement of a particular phase level, the appropriate star logo must be used corresponding with the phase level the organisation has been inspected to. For example, an organisation which has been inspected to Phase one of Acorn will only be permitted to use the phase one one star logo to promote their achievements. VCA/MSC/PUB 005 Page 8 of 12 Issue 27

9 Where selected information is generated and used bearing the Acorn logo the information is required to be: Accurate and non deceptive. Substantiated and verifiable. Relevant and used in an appropriate context or setting. Representative of the overall environmental performance of the organisation. Unlikely to result in misinterpretation. Significant in relation to the overall environmental impact. The IEMA recognises several options for the use of the Acorn logo: On information validated by an Acorn inspection body. On registered organisations letterheads. On information advertising an organisations participation in the scheme. On, or in, adverts for products, activities & services. In all of these cases there has to be a clear link to the registered organisation s name. Users of the logo (Acorn registered organisations) should bear in mind that there should be no misunderstanding by the public when using the logo. For example no organisation shall use the logo in any way to confuse or mislead the public in stating that it has just done something similar to the Acorn scheme or in its own way according to the scheme. Acorn logo guidance on the use of selected information: The use of the Acorn logo in connection with selected information has to meet the requirements highlighted below. There is a variety of possible medium formats in which the logo can be utilized such as: Information brochures, Datasheets, Handouts, Adverts in Newspapers, Environnemental chapters in non-environnent-related publications, TV advertisement and Websites The appropriate use of the logo does not depend on the technical means by which information is presented. The general requirement to be met by any use of the logo in these cases is: Make the information to which the logo refers visible. If the content of an organisation s publication is covered by the EMS and has been verified by an Acorn inspection body, the logo may be used in anyway considered appropriate (e.g. graphic backdrop to the text, on the front cover etc). VCA/MSC/PUB 005 Page 9 of 12 Issue 27

10 The validated information has to be clearly defined from the rest of the text if it is: Presented in connection with non validated data or, A section within another publication source The information should be distinguished by a frame or different layout using different colours, size, typeface etc. The logo placement should be placed to provide clear attribution to the validated information. Example Acorn logo on the head of a compilation of relevant and validated performance information for business stakeholders Acorn logo on the cover of organisations annual environmental report (parts of the company not Acorn registered) Status Allowed Not allowed Acorn logo guidance on the use of advertising organisational participation The use of the logo is intended to inform the public and stakeholders that an organisation is Acorn registered. It is therefore required that the logo is exclusively attributed to the registered organisation. It is important that registered organisations and companies working on their behalf (e.g. Communication/Advertising providers) avoid confusion and do not create the impression that non-acorn registered organisations have fulfilled the requirements of the specified Acorn phase. Example Acorn logo on the cover of an information brochure that does not contain environmental information (Organisation completely registered) Status Allowed Acorn logo in a newspaper as underlying graphic in a joint advertisement of two companies announcing their environmental co-operation along the supply chain (One company is Acorn registered, the other is not) Not allowed since it creates the impression both companies are registered under the Acorn Scheme VCA/MSC/PUB 005 Page 10 of 12 Issue 27

11 USE OF THE EMAS MARK The EMAS logo may be used only by registered organisations and only as long as their registration is valid. In case an organisation chooses not to include all its sites in the corporate registration, it shall ensure that in its communications with the public and in its use of the EMAS logo it is clear which sites are covered by the registration. The EMAS logo shall not be used: (a) on products or their packaging; or (b) in conjunction with comparative claims concerning other activities and services or in a way that may create confusion with environmental product labels. Any environmental information published by a registered organisation may bear the EMAS logo provided such information makes reference to the organisation s latest environmental statement or updated environmental statement from which it was drawn and it has been validated by an environmental verifier as being: (a) accurate; (b) substantiated and verifiable; (c) relevant and used in an appropriate context or setting; (d) representative of the overall environmental performance of the organisation; (e) unlikely to result in misinterpretation; and (f) significant in relation to the overall environmental impact. The logo shall always bear the registration number of the organisation. The EMAS logo shall only be used in accordance with the wording: Verified environmental management, as below. Other languages may be used, only with VCA written consent. The logo shall be used in either: three colours (Pantone No 355 Green; Pantone No 109 Yellow; Pantone No 286 Blue), black, white, or, a grey scale. Example of EMAS Mark VCA/MSC/PUB 005 Page 11 of 12 Issue 27

12 ELECTRONIC AVAILABILITY OF MARKS Marks can be made available electronically in relation to certificates issued by VCA. Please or if you require a copy. MONITORING THE USE OF THE MARKS The use of the Marks and the certification will be verified for compliance during Management Systems Certification surveillance assessments / inspections. If cases of misuse or abuse come to the attention of VCA, during an audit or inspection a non-conformance will be issued Some common examples of Misuse: - VCA expired certificates on display. Incorrect standard in use on Mark. Inappropriate Mark colour or size. False claims on websites or in multi-media advertising. Should the conditions of certification (including misuse of the Marks) continually be abused, then VCA reserves the right to withdraw certification. VCA s Business Development Team together with Central Quality has an active monitoring campaign of advertisements and websites to ensure compliance with these requirements. If cases of misuse or abuse come to the attention of VCA, the client will be notified immediately with a clear description of the situation and the expected corrective action (complete with timescales). FURTHER GUIDANCE The following website can be accessed to gain further detailed guidance: VCA UKAS BIS https://www.gov.uk/innovation-standardisation--4 IATF IEMA EMAS VCA/MSC/PUB 005 Page 12 of 12 Issue 27

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