ICRS Management Services Pvt. Ltd.

Introduction

1.1

ICRS operates a Management System Certification scheme under which certifications are granted to clients, namely manufacturers, distributors, importers, assemblers, service organizations whose documented Management System conforms to ISO 9001:2008 on a continuous and consistent basis.

1.2

Service of ICRS under this scheme is available to all types of applicants irrespective of size of client, its affiliation, financial status, geographical location etc. Further the scheme is being administered in a nondiscriminatory manner.

1.3

This scheme is applicable to all organizations regardless of size, type and product/service provided.

1.4

ICRS shall use these rules on certification to those matters specifically related to scope of certification being considered.

1.5

The rules that govern this scheme are given in clause 3 of this certification document.

DEFINITIONS

2.1

Audit – Systematic independent and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which audit criteria is fulfilled.

2.2

Certificate - Document indicating that a client’s management system conforms to management system standard and any supplementary documentation required under the system.

2.3

Client (Organization) – The party that is responsible for the product, process or service and able to ensure that management system is exercised. This definition may apply to manufacturers, distributors, importers, assemblers, service organizations etc. It could be a company, corporation, firm, enterprise or institution, or part or combination thereof, whether incorporated or not, public or private, that has its own functions and administration.

Notes:

For organizations with more than one operating unit, a single operating unit may be defined as an organization.

The Organization is the entity that is responsible for the management system and is able to ensure that the management system is operating effectively.

2.4

Stage 1 Audit - An abridged audit that involves a review of an Organization's operation to determine their initial preparedness for the initial stage 2 audit.

2.5

Short notice audit – Audit of certified clients at short notice to investigate complaints or in response to changes or as follow up on suspension.

2.6

Quality Management System (QMS) – Management System to direct and control an organization with regard to quality.

2.7

Certification Body - Third-party, which assesses and certifies the Management System of an organization with respect to applicable Management System Standards and any supplementary documentation required under the system.

2.8

Certification System – System, having it’s own rules of procedure and management for carrying out the audit leading to the issuance of a certification document and its subsequent maintenance.

2.9

Suspension of Certification - A status of Certification, normally of a temporary nature, issued by ICRS. While Certification is suspended, an organization may not advertise or promote its status as a certified organization.

2.10

Scope of Certification - The activities of the organizations that are included within the management system.

2.11

Technical Experts - Person who provides specific knowledge or expertise to the audit team, but who may not participate as an auditor. Specific knowledge or expertise is that relates to the organization, process or activity or language or culture to be assessed.

2.12

Withdrawal of Certification - Requires return of the Certificate, cessation of use of related accreditation/Certification body marks, logos or symbols in any form, and any reference to certification status.

Requirements

3.1

Initial Audit for Certification

3.1.1

Upon acceptance of the RSA and MA by ICRS and agreement by both parties, [please refer ICRS-01-01 (F)-R00, ICRS-01-06A (F)-R00, ICRS-02-01B (F)-R00 and ICRS-01-02 (F)-R00], ICRS will make the necessary arrangements with the applicant for further action.

3.1.2

ICRS shall perform a review of the client’s documented system for compliance to applicable standards. For document review the following documents are requested from the client.

QMS Certification: Quality Manual and Procedures.

Integrated management system documentation for QMS or EMS is considered if all the elements of each relevant management system standard are addressed.

3.1.3

ICRS will perform audits in two stages at the client premises. Stage 1 on-site audit is for the purpose of determining a preliminary status of the organization’s compliance with relevant standards and readiness for the initial stage 2 audit. Objective of the stage 1 audit are as per clause 5.2.2 of ICRS-QP-02. The observations made during the stage 1 audit shall be resolved before the stage 2 audit in no case it shall not exceed 90 days. When it exceeds 90 days, consideration will be based on the complexity of the issue. Stage 2 on-site audit is to evaluate the implementation including effectiveness of the client’s management system.

3.1.4

ICRS shall nominate a competent audit team to evaluate all information collected from the applicant and to conduct the audit on its behalf. Experts in the areas to be audited may be attached to the team as technical experts/advisers and language translators. Arrangements will be coordinated with the auditee for a mutually acceptable schedule for the audit.

3.1.5

The auditee shall be informed of the names of the members of the audit team (and technical experts, if applicable) to carry out the audit, with sufficient notice to appeal in writing against the appointment of any particular auditors or experts. ICRS may use empanelled auditors.

3.1.6

The audit team shall audit the management system of the auditee covered by the defined scope of certification against all applicable certification requirements and in accordance with relevant system and provide a formal written report of its findings as to the auditee’s conformity with all of the certification requirements. The audit team shall also verify the effectiveness of internal quality audit and management review and also the stage of implementation of decision(s) taken at management review. The auditee is invited to comment on the report and to inform the specific actions taken, or planned to be taken within a defined time, to rectify any nonconformity with the certification requirements identified during the audit. ICRS shall inform the auditee of the need for full or partial follow up audit or documentary evidence. All identified nonconformances shall be closed prior to certification.

3.1.7

Sufficient data on an auditee’s compliance with relevant standard(s), gathered during the certification review and surveillances, is relevant and necessary to determine whether the auditee’s system conforms to the standard(s). In the event that certain specific data or other information related to compliance are not made available to ICRS for review because of an assertion of legal privilege or their proprietary nature, certification shall not be granted, or shall not continue. ICRS shall obtain demonstration by objective evidence that the full system requirements relating to compliance, covering the applicable section of the standard, have been effectively implemented by sufficiently documented and verifiable means that includes documented procedure for evaluating compliance, objective evidence of it’s implementation, review by management and identified corrective and preventive actions.

3.2

Certification

3.2.1

The decision whether or not to certify an auditee’s management system shall be taken by ICRS on the basis of the information gathered as part of the certification activities. Those who make the certification decision shall not have participated in the audit. The auditee shall be notified of the certification decision in writing.

3.2.2

ICRS shall provide to each of its clients whose management system has been certified, a certificate [form ICRS-03-01(F)-R00] signed by an authority who has been assigned such responsibility. Certificate is valid for three years from the date of issuance. Upon receipt of the certificate by the client, the organization is authorized to use the ICRS’s and the accreditation body’s marks, logos, and symbols, in accordance with procedure for use of certification / Accreditation Body’s Marks, Logo and Symbols, (ICRS-QP-14).

ICRS shall process any application for amendment/extension to the scope of a certification that has already been granted according to procedure (ICRS-QP-03).

3.2.3

The amount and manner of payment shall be informed to prospective applicant through Registration Service Agreement [ICRS-01-06A (F)-R00). The certification shall be processed according to “Master Agreement for certification services”.

3.2.4

Any outstanding fees associated with the certification activity must be paid in full prior to certificate issuance.

3.3

Maintaining of Certification

3.3.1

ICRS shall maintain regular surveillance of the client’s management system. Surveillance of a client’s management system shall be performed at least once per year and shall ensure that over a period of three years the entire management system is audited against every applicable element of the relevant standard. The date of the first surveillance audit following

initial certification shall not be more than 12 months from the last day of the stage 2 audit. A re-certification of compliance to requirements is required to continue for additional three-year period.

3.3.2

Surveillance and/or audit frequencies will be modified as necessary if a certified client makes major modification to its management system or other changes, which could affect the basis for Certification. The client shall notify ICRS in writing of these modifications/changes (i.e., change of ownership, changes in key personnel or equipment, plant relocation, modification/elimination of procedures/processes, modification to scope etc) for evaluation. Or if analysis of a complaint or any other information indicates that the certified client no longer complies with the requirements of ICRS. Surveillance and re-certification procedures shall be consistent with those concerning initial certification of the client’s management system

3.3.3

ICRS will conduct short notice audit to investigate complaints.

3.3.4

Renewal of Certification will be based on the fresh contract.

3.4

Suspension and Withdrawal of Certification

3.4.1

All suspensions will be decided by the ICRS certification decision making group (Ref Sec 5.5.2 of ICRS-QP-03). Notification to the client shall be in writing including the conditions necessary under which the suspension will be removed. Examples that may prompt suspension are:

Non-Payment in accordance with the requirements of the agreement;
Significant areas of non-conformance with applicable Management Standards;
Ineffective or delayed correction of observed non-conformities;
Ineffective completion and implementation of program revisions required to meet

revised Management Standards;

Misuse of the Accreditation Body marks, logos and symbols.
Certified client has voluntarily requested for suspension.
In the event of certified organization is not able to consent ICRS to conduct

surveillance audit before and after three months of its due date.

3.4.2

On fulfillment of the indicated conditions and confirmation by the client, such changes shall be reviewed by CDMG for removal of suspension. Client shall be informed of the decision.

3.4.3

The certification can be kept in suspended condition for only 6 months. Certification shall be withdrawn or scope shall be reduced in case the client fails to resolve the issues resulted the suspension.

3.4.4

ICRS shall withdraw Certification under the following conditions.

Under the relevant provisions of Clause 3.4.1;
At the request of the Organization;
If the Management System Rules are changed and the Organization either will not or cannot ensure conformance to the new requirements within the agreed time frames;
If the Organization fails to meet financial obligations as agreed with ICRS;
Closure of a company or facility;
Noncompliance or failure to execute ICRS contractual requirements;
Falsification of any nature;
Other conditions deemed appropriate or formally agreed between ICRS and the organization.

3.4.5

Certifications placed in suspension shall require an on-site audit of corrective action prior to reinstatement at the discretion of ICRS. Certifications that are withdrawn will require the certificate to be returned to ICRS and a full recertification performed of the entire management system prior to reinstatement.

3.5

Changes in the Certification requirements, Revision to management system standards

3.5.1

In the event of changes to the management system Certification criteria or revisions to applicable international standards ICRS will provide notification to the client specifying an effective date for the proposed change. The effective date shall be as provided by accreditation bodies, relevant international bodies, or the Certification body. ICRS will specify a plan and schedule for monitoring the client’s actions to achieve conformity to the revised criteria. Where permitted, the effective date will be mutually agreed between ICRS and the client to allow sufficient time for implementation and/or as decided by the competent authority.

3.5.2

Within three months after receipt of the notification of change(s), the client shall inform ICRS whether it accepts the change(s). If the client informs ICRS that it accepts the change(s), and if the outcome of a supplementary audit is favorable, the change(s) will be considered part of this agreement from the effective date of the change. If the client does not

accept the change(s) or fails to respond, or the outcome of any future audit is unfavorable this agreement will terminate no later than effective date of the change and the conditions of Clause 3.4.1 shall come into force.

3.6

Complaints / Appeals

3.6.1

An Organization who is aggrieved in any way as a result of this agreement or by other actions of ICRS as they relate to the Certification process may file a written complaint. This must be received by ICRS within 30 days of occurrence. If the complaint is not satisfactorily resolved, the Organization may appeal the decision to ICRS, within 30 days of the original disposition. If the Organization is still not satisfied, the dispute may be referred to courts located at Delhi / New Delhi. All parties to the dispute must agree to abide by the decision of the court (ICRS-QP-06).

Auditee’s/Clients Responsibilities

Organizations are required to fulfill the following additional responsibilities:

Always comply with the relevant provisions of the certification process and procedures;
Make the necessary arrangements for the conduct of the audit, including provision for examining documentation and the access to all areas, records (including internal audit reports) and personnel for the purposes of audit, surveillance, recertification and resolution of complaints;
Only claim that it is certified with respect to those activities for which it has been granted Certification;
Does not use its certification in such a manner as to bring ICRS into disrepute, and does not make any statement regarding its certification which ICRS may consider misleading or unauthorized;
Upon suspension or withdrawal of its certification discontinue the use of all advertising that contains any reference thereto and returns any certificate documents as required by ICRS;
Use its certification only to indicate the quality system is in conformity with specified standards or other normative documents, and does not use its certification to imply that a product or service is approved by ICRS;
Ensure that no certification document, mark or report, or any part thereof, is used in a misleading manner;

Complies with the requirements of ICRS in making reference to its certification in communication media such as documents, brochures or advertising.
Do not use symbols or logos on products, packages or boxes.