Hong Kong Accreditation Service HKAS 009 Notification of Changes Name of organisation: Reg. No.: Authorised representative: (Name) (Signature) Date: Please return this form to HKAS Executive accompanied by the required supporting documents if there are any changes or intended changes in your organisation in the following aspects. Please tick the box(es) below as appropriate and complete the relevant section(s) of this form according to the instructions. HKAS 009 (Sep 2014) (1) Change in ownership or name of the organisation (HKAS 002 Cl. 5.9(a)); (2) Change in organisational structure, key staff or contact details (HKAS 002 Cl. 5.8 and 5.9(b)); (3) Change of approved signatories, operators, inspectors (HKAS 002 Cl. 5.9(c) or reviewers (HOKLAS SC041 Cl. 3.13 or HKCAS SC005 Cl. 3.15) and relevant supplementary criteria); (4) Change in main organisational policies (HKAS 002 Cl. 5.9(d)); (5) Change in registered address or any premises of the organisation where accredited activities are to be carried out (HKAS 002 Cl. 5.9(e)); (6) Change in working procedures and resources including personnel, equipment, facilities, working environment, where significant (HKAS 002 Cl. 5.9(f)); (7) Change in the nature of the work performed by an accredited organisation (HKAS 002 Cl. 5.9(g)); and, (8) Voluntary suspension and/or termination of accredited activities (HKAS 002 Cl. 6.3); and (9) Any other matters that may affect the organisation s capability, or its scope of accreditation or its conformity with the accreditation criteria (HKAS 002 Cl. 5.9(h)). Please study carefully the relevant HKAS documents before completing this form. HONG KONG ACCREDITATION SERVICE 36/F, Immigration Tower, 7 Gloucester Road, Wanchai, Hong Kong. Tel : 2829 4840 Fax : 2824 1302 E-mail : hkas@itc.gov.hk Note: 1. The personal data provided by you will be retained and used by HKAS for accreditation purpose only. The personal data may be disclosed to members of the assessment team. 2. You have the rights to obtain a printed copy of your personal data held by HKAS and request correction of the personal data. Please contact HKAS at the above address for access to and correction of your personal data.
Notification of Changes (Please tick the box or boxes below as appropriate and provide the information / supporting documents as required.) (1) Change in Ownership or Name of Organisation 1.1 Change in name of organisation Please provide the following information with this form. For local or non-hong Kong companies registered with the Registrar of Companies A copy of the certificate of change of name (Cap 32 s22(1a) or Cap 622 s107) for local companies or a fresh certificate containing the new name of the company for an overseas company (Cap 32 s335(3) or Cap 622 s785), both issued by the Registrar of Companies For sole-proprietorship or partnership business, or incorporated companies which use a business name different from its corporate name for the accredited organisation A copy of the business registration certificate amended by the Business Registration Office of Inland Revenue Department For both and, a copy of Certificate of Incorporation 1.2 Change in legal identity (e.g. the business of the organisation has been taken over by another legal entity) If accreditation is to be continued, the following steps should be taken: A fresh application for accreditation from the new legal entity has to be provided to HKAS Executive, together with details of changes made or to be made and a report on how the operation of the organisation will be affected. If the accreditation for the new legal entity is to be granted under the original registration number, a written request from the new legal entity has to be provided to HKAS Executive. The original legal entity is also requested to write a letter to HKAS Executive expressing that it wishes to terminate the accreditation of the organisation and that it has no objection to granting accreditation to the new legal entity using the original registration number. For both and, a copy of Certificate of Incorporation 1.3 Other change in legal, commercial or organisational status (e.g., mergers, company dissolutions, bankruptcies, compulsory or voluntary liquidation or any other matters concerning the Official Receiver) Description and details of the change HKAS 009 (Sep 2014) 2
(2) Change in Organisational Structure, Key Staff or Contact Details 2.1 Change in organisational structure Please provide the following information with this form. A brief description of the changes in organisation structure Original and updated organisation charts and relevant job descriptions For both and, a copy of Certificate of Incorporation 2.2 Change in key staff 1,2 Description of the change Please provide the following information with this form. Updated organisation chart Curriculum vitae of nominated personnel with copies of qualification documents Relevant job descriptions of personnel affected by the change Note 1: Note 2: Key staff may include quality manager, technical manager, authorised representative, laboratory director and consulting pathologist (for medical laboratory), etc. For change of authorized representative, please also complete HOKLAS 011 Form. 2.3 Change in contact details The first page of the scope of accreditation includes contact details for public enquiry. If you wish to change the contact details in the scope, please provide the new information as follows: Name and post title of the enquiry person 3 Telephone Fax E-mail Website Note 3: Please provide the name and post title of the enquiry person in both Chinese and English, if applicable. HKAS 009 (Sep 2014) 3
(3) Change of Approved Signatories, Operators, Inspectors or Reviewers 3.1 Nomination of new signatories for approval or extension of existing signatories to new test/ inspection areas 4,5 Name Test/ Inspection Area New/ Extension 3.2 Nomination of new operators/ inspectors/ reviewers for approval or extension of existing operators/ inspectors/ reviewers to new test/ inspection areas/ for review the use of marks 4,5 Name Test/ Inspection Area/ Type of Mark New/ Extension Note 4: Note 5: For details of any specific requirements on approved signatories/ operators/ inspectors in different technical fields and on approved reviewers for use of the ILAC Laboratory Combined MRA Mark/ Combined IAF MLA Mark, please refer to the relevant accreditation criteria or supplementary criteria. Please make sure that the nominated signatories/ operators/ inspectors/ reviewers are qualified and have been authorized by the accredited organisation before submitting the nomination. 3.3 Withdrawal of approved signatories, operators, inspectors or reviewers Name Test/ Inspection Area/ Type of Mark Signatory/ Operator/ Inspector/ Reviewer Reason of Withdrawal 6 Effective Date of Withdrawal Note 6: Possible reasons of withdrawal of existing approved signatories/ operators/ inspectors/ reviewers include resignation, change of assigned duty or absence for an extended period of time due to any reason (e.g. for 3 months or above), etc. HKAS 009 (Sep 2014) 4
Please indicate the impact of approved signatory/ operator/ inspector/ reviewer withdrawal on the operation of the organisation: 3.3.1 We confirm that there will still be adequate signatories/ operators/ inspectors/ reviewers for the conducting the accredited activities in the scope of accreditation. 3.3.2 There will be NO approved signatory/ operator/ inspector for the accredited activities upon the above withdrawal. We confirm that NO HOKLAS/ HKIAS endorsed report/ certificate for the concerned accredited activities will be issued during the affected period. 7 3.3.3 There will be NO approved reviewer for the accredited activities upon the above withdrawal. We confirm that NO HOKLAS/ HKCAS endorsed report/ certificate with ILAC Laboratory Combined MRA Mark/ Combined IAF MLA Mark will be issued during the affected period. Note 7: HKAS Executive may suspend the accreditation of an accredited organisation for an accredited activity if it does not have any approved signatory for such activity and has failed to obtain approval from HKAS Executive for a new signatory within three months from the date when it ceased to have any approved signatory for such activity. 3.4 Please provide the following information, where applicable, with this form. (iv) Updated organisation chart Curriculum vitae of nominated personnel with copies of qualification documents Training and competence assessment records of nominated personnel Assessment of the effects on the operations of the organisation due to withdrawal of existing approved signatories/ operators/ inspectors/ reviewers and the arrangement to deal with such changes (e.g. who will take over the original duties and responsibilities of the approved signatories/ operators/ inspectors?). (4) Change in Main Organisational Policies 8 4.1 Description of the change 4.2 Please provide the following information with this form. Report assessing the impacts of the above change Note 8: Change in main organisational policies may include the policy for provision or receipt of advantages as stipulated in the Prevention of Bribery Ordinance by its staff. HKAS 009 (Sep 2014) 5
(5) Change in Registered Address or Any Premises of the Organisation where Accredited Activities are Carried Out 5.1 Description and details of the change (e.g. laboratory relocation/ renovation/ expansion, etc.) 5.2 Please provide the following information, where applicable, with this form before the start of the change except otherwise specified. Before relocation/ renovation/ expansion: (iv) New address of the organisation Expected relocation/ renovation/ expansion start and end dates Proposed floor plan with the affected areas highlighted Assessment of how the operation will be affected After relocation/ renovation/ expansion: Final floor plan with the affected areas highlighted Report validating that the affected areas are suitable for their intended use(s) (6) Significant Change in Working Procedures and Resources including Personnel, Equipment, Facilities, Working Environment 6.1 Description of the change 6.2 Accredited activities that will be affected by the change 6.3 Accredited activities that will be affected by the change Evaluation report New procedures Updated scope HKAS 009 (Sep 2014) 6
(7) Change in Nature of Work Performed by an Accredited Organisation 9 7.1 Description and details of the change 7.2 Please provide the following information with this form. Report assessing the impacts of the above change Note 9: Change in the nature of the work performed by an accredited organisation may include change of client or inspection body type, etc. (8) Voluntary Suspension and/or Termination of Accredited Activities Please list the accredited activities where termination or suspension is requested with respective effective date. For details of the suspended/terminated tests, please provide an electronic copy of the scope similar in format and with details as in the original scope of accreditation. For test(s) that accreditation is sought, please complete HOKLAS 007 for non-medical testing or HOKLAS 016 for medical testing. Activity S / T Effective Date S = suspension; T = termination (9) Other Changes 10 9.1 Description of the change 9.2 Accredited activities that will be affected by the change HKAS 009 (Sep 2014) 7
9.3 Please provide the following information with this form. Report assessing the impacts of the above change Note 10: Other changes might include changes that may affect the organisation s capability, or its scope of accreditation, or its conformity with the accreditation criteria. HKAS 009 (Sep 2014) 8