Certification Granting/Suspension/Appeal Process

Granting / Refusing

All certification decisions are made by an independent Certification Committee/Approving Authority to ensure impartiality.
Certification is granted only after a successful review of the audit report and confirmation that all audit requirements have been fulfilled.
The decision to grant certification is independent of the audit team that conducted the audit.
Certification is granted when the audit results demonstrate conformity with the applicable management system standard and all required corrective actions have been accepted.
Upon approval, the client will receive the certificate and certification details.
Certification may be refused or delayed if:
– Audit criteria are not met.
– Corrective actions are not submitted within the agreed timeframe.
– Required documentation or evidence is incomplete
For recertification, the certification decision is based on:
– Results of the recertification audit.
– Performance of the management system during the certification cycle.
– Any complaints or feedback received regarding the certified organization

Maintaining

Reliance Certification Pte. Ltd. maintains certification based on a demonstration that the client continues to satisfy the requirements of the management system standard through the surveillance and recertification audit conduction. It may maintain a client’s certification based on a positive conclusion by the audit team leader without further independent review and decision, provided that:

For any major nonconformity or other situation that may lead to suspension or withdrawal of certification, Reliance Certification Pte. Ltd. has a system that requires the audit team leader to report to the Reliance Certification Pte. Ltd. the need to initiate a review by competent personnel, different from those who carried out the audit, to determine whether certification can be maintained.

Competent personnel of Reliance Certification Pte. Ltd. monitor its surveillance activities, including monitoring the reporting by its auditors, to confirm that the certification activity is operating effectively.

Issuing

Each certificate issued includes the following details:
Name and geographical location of the certified organization, including headquarters and relevant sites in case of multi-site certification.
Effective date of certification, including the date of granting, scope expansion, scope reduction, or renewal of certification.
Certification validity period, including the expiry date or recertification due date in line with the certification cycle.
Unique certificate identification number for traceability.
Applicable management system standard or normative document used during the audit, including the relevant version or revision status.
Scope of certification, clearly defining the activities, products, and services covered under certification without ambiguity.
Name, address, and certification mark of the certification body.
Where applicable, accreditation symbols or other marks, ensuring they are used in a non-misleading manner.
Additional information, where required by the applicable management system standard or certification scheme.

Suspending

Certification may be suspended in the following circumstances:
The certified organization’s management system persistently fails to meet the requirements of the applicable standard or shows ineffective implementation.
The organization does not allow surveillance or recertification audits to be conducted within the required timeframes.
The organization voluntarily requests suspension of its certification.
Failure to transition or comply with updated or revised standards within the required transition period.
Improper or misleading use of the certification mark or logo.
Violation of contractual or certification agreement requirements with the certification body.
Submission of false or misleading information or documentation during the certification process.
For organizations certified to Occupational Health & Safety Management Systems, a serious OHS incident or regulatory breach requiring involvement of a competent authority may also lead to suspension.

Status During Suspension:

During the suspension period, the client’s certification status becomes “suspended”, and the organization must not promote or claim certification.

Restoring

RELIANCE CERTIFICATION PTE. LTD. 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 months shall result in withdrawal or reduction of the scope of certification.

Withdrawing

Certification may be withdrawn in the following circumstances:
Failure to resolve issues that resulted in suspension within the specified timeframe (normally up to six months).
The certified organization voluntarily requests withdrawal of certification.
Persistent failure of the management system to maintain conformity with certification requirements
When a major nonconformity or serious issue is identified that may lead to suspension or withdrawal, the matter is reviewed by competent personnel independent of the audit team.
This independent review ensures that the decision regarding certification status is objective and impartial.
Personnel responsible for reviewing and making certification decisions possess appropriate competence, including:

– Understanding of the applicable management system standard.
– Knowledge of certification requirements and audit processes.
– Ability to evaluate audit findings and recommendations from the audit team.

Expanding or Reducing the Scope of Certification;

Extension of Scope:

The certification body evaluates the application and determines the additional audit activities required to verify conformity.
Additional assessments may be conducted during a surveillance audit or through a separate audit, depending on the complexity of the scope extension.
Certification scope is expanded only after successful verification and a certification decision

Reduction of Scope:

The certification body may reduce the scope of certification when certain activities, products, services, or sites do not meet certification requirements.
Scope reduction may occur if the client persistently or seriously fails to comply with requirements related to specific parts of the certified scope.
Any reduction will be consistent with the requirements of the applicable management system standard.

Appeals

Reliance Certification Pte Ltd provides a fair and transparent process for handling appeals related to its certification decisions and activities.

Clients or interested parties may submit an appeal in writing via email to Reliance Certification Pte Ltd.
Upon receipt, the appeal will be registered and acknowledged, and the appellant will be informed about the progress of the appeals-handling process.
The appeal will be reviewed to confirm that it relates to certification activities and that sufficient information has been provided for evaluation.
Reliance Certification Pte Ltd will collect and verify relevant information and evidence necessary to investigate the appeal.
The appeal will be reviewed by an independent person or committee that was not involved in the original audit or certification decision to ensure impartiality and objectivity.
Based on the investigation results, Reliance Certification Pte Ltd will determine the appropriate decision and any necessary corrective actions.
A formal response will be provided to the appellant upon completion of the appeals process, confirming the final decision and closure of the appeal.
The submission, investigation, and resolution of appeals will not result in any discriminatory actions against the appellant.
Records of all appeals, including investigation details, decisions taken, and actions implemented, will be maintained by Reliance Certification Pte Ltd.

Complaints

Reliance Certification Pte Ltd is committed to handling complaints related to its certification activities in a fair, impartial, and timely manner.

Complaints may be submitted to Reliance Certification Pte Ltd either in writing or verbally.
Upon receipt, the complaint will be acknowledged via email and recorded in the Complaints & Appeals Register.
Reliance Certification Pte Ltd will confirm whether the complaint relates to certification activities for which it is responsible and will process it accordingly.
If the complaint relates to a certified client, the complaint may be referred to the client for response, normally within two working days, while considering the effectiveness of the client’s certified management system.
The complaint will be reviewed and investigated by the complaint-handling panel, consisting of the Certification Manager and Director, who will determine appropriate remedial actions and assign responsible personnel.
To ensure impartiality and objectivity, decisions regarding complaints will be made or reviewed and approved by personnel who were not previously involved in the matter.
The submission, investigation, and resolution of complaints will not result in any discriminatory actions against the complainant, and all parties will be treated fairly throughout the process.
All complaint-related information and documentation are treated as confidential and maintained as records.
Reliance Certification Pte Ltd aims to resolve complaints within twelve weeks from the date of receipt, and the complainant will be informed of the progress, outcome, and closure of the complaint.