Certification Decision

1.1 Terms of Reference of Decision Maker

The Quality Manager is appointed as the decision maker for the certification activities. Decision on granting or refusing, expanding or reducing the scope of certification, suspending, or restoring, withdrawing or renewing the certification shall be made by the Quality Manager. As a decision maker, Quality Manager shall also be,
1. Decision making on the final approval of lead auditor’s recommendation on the client’s management system.
2. Decision making on technical amendments to the Certification and certification process as per the standard requirements and as per relevant accreditation procedures.
3. Decision making on certification status as per the decision given by the appeals and complaints handling committee.
4. Decision making on contractual arrangements or changes
5. Decision making on certification, regarding the policy formulation and amendments
6. Delegation of authority to appeals and complaints handling committee on matters of certification
7. To act on the directions of impartiality committee and to be impartial in taking decision on certification
8. To periodically identify and verify the skills and competence of personnel involved in certification activities and to advice CQMI management on the need of necessary resources and to ensure adequate provisions.
9. Report to impartiality committee on situations and issues identified as threat to CQMI impartiality.

1.2 Decision Taking in Relation to the Certification Function

The certification approver/committee, which takes the decision on granting/withdrawing a certificate within CQMI, should incorporate a level of knowledge and experience in all areas, other than audit experience, which is equivalent to that of the lead auditor enabling a decision to be made based on the review of objective evidence in the audit file.

• The Lead Auditor has recommended certification in a report and this has been approved by the reviewer (CQMI Quality Manager);
• There is no outstanding major non-compliance;
• The approver /committee ensures that the coverage of QMS, EMS, OHSMS, FSMS certificates granted to an organisation shall be defined in terms of the activity/activities, location and effective control of the management system.

The approvals pack will contain copies of;

• Application,
• Contract review,
• Document review,
• Auditor appointment,
• Audit report,
• CARs (corrective action requests),

From overseas offices, it will be in an electronic form

1.3 Issue of Certificates
Upon recommendation by the approver/committee, the CQMI Quality Manager shall verify the client’s details, including the audit scope of supply and prepare the Certificate of management system approval. The certification approval is made by the Quality Manager of CQMI, such that CQMI is responsible for, and shall retain authority for all the decisions made by it relating to certification, including the granting, refusing, maintaining of certification, expanding or reducing the scope of certification, renewing, suspending or restoring following suspension, or withdrawing of certification. The effective date of granting/ certification date, expansion or reducing the scope of certification or renewal of existing certificate is after the date of technical review and final decision (decision making date) by the quality manager. To comply with the legislations of the accreditation body and the local government, the certificate shall be redesigned accordingly. A certificate change plan will be prepared to meet such requirements and the administrative officer will be delegated the responsibility to reissue the certificates as per ongoing requirements.

1.4 Maintaining Certification
CQMI maintains certification based on demonstration that the client continues to satisfy the requirements of the management system standard. If CQMI decides to issue a non-accredited certificate (if approved by law) the Quality Manager shall record the issue of a non-accredited certificate in the certificate register, detailing when the certificate was issued, the scope of the certificate and reasons for the issue. Certificates issued for non-accredited audits shall not carry any Accreditation mark. The client shall be told that it is a non-accredited audit and that the certificate will not carry the Accreditation mark. When a client does not want to continue their certification to management system, the validity of the certificate is only until the last full surveillance visit therefore cancellation is from the date of the last surveillance visit.

1.5 Suspension, Withdrawal or Reducing Scope of Certification Approval
Suspension of certification: Suspension of certification may be done in the following cases:
• The certified client’s management system has persistently failed to meet certification requirements, including requirements for the effectiveness of the management system.
• The certified client does not allow surveillance or recertification audit to be conducted at the required frequencies.
• The certified client has voluntarily requested a suspension.
• In case of not applying of new standards that changed due to certification system.
• Violate use of certification mark.
• Violate contract or agreement of certification.
• In case of providing false information or document during audit.
Restoring of Suspension : CQMI shall restore the suspended certification if the issue that has resulted in the suspension has been resolved. Failure to resolve the issues that have resulted in the suspension within six month shall result in withdrawal or reduction of the scope of certification.
Withdrawal/Cancellation: CQMI shall cancel certification, withdraw the certificate and cancel any agreement for the use of CQMI certification mark in the following cases:-
(a) under the relevant provisions of Suspension or suspension is not restored in six months.
(b) at the formal request of a client;
(c) if the certification Criteria are changed and the CQMI cannot ensure conformity with the new requirements;
(d) if the client ceases to operate their certified system;
(e) if the client fails to meet financial obligations to CQMI; or
(f) on any other grounds specifically provided for under the certification criteria or formally agreed between the client and CQMI.
If a certificate is withdrawn, the CQMI Register shall also be amended accordingly and CQMI may also publish notification on that ground including CQMI’s website. A client may appeal to the CQMI against a decision to withdraw certification.
Expanding or Reducing the scope of certification
CQMI shall, in response to an application for expanding the scope of a certification already granted, undertake a review of the application and determine any audit activities necessary to decide whether or not the extension may be granted. This may be conducted in conjunction with a surveillance audit. CQMI reduce the client's scope of certification to exclude the parts not meeting the requirements, when the client has persistently or seriously failed to meet the certification requirements for those parts of the scope of certification. Any such reduction will be in line with the requirements of the standard used for certification. CQMI enforceable arrangements with the certified client concerning conditions of withdrawal ensuring upon notice of withdrawal of certification that the client discontinues its use of all advertising matter that contains any reference to a certified status. Upon request by any party, CQMI will state the status of certification of a client's management system as being suspended, withdrawn or reduced.