Contract Terms for Registration
Contract Terms for Registration
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In today's fiercely competitive and Regulatory
environment it has become imperative for companies over a wide range of
manufacturing and service sectors to provide assurance of their Management
System(s). International Management Systems standards/Specification
stipulate the minimum requirements for a documented management system(s) to
be established and a Certificate of Compliance to these standards has now
become an international / National criteria of assessing a company's
credibility and capability to consistently assure good standards to enhance
the customer satisfaction & achieving continual improvement.
The purpose of this description of the SG
Certifications Management System(s) Certification Scheme is to provide
relevant information regarding SG Certifications services for conducting an
impartial and competent assessment of a company's management system for
issue and maintenance of certification to the applicable
The certification scheme operated by SG
Certifications is a third party system certification scheme with an
objective of giving recognition to companies who have effectively
implemented and operated a verifiable documented system. It covers the
following scope :
- Preliminary meeting to established scope of registration and the
applicable standard for assessment (this might be a Sales visit or tele
- Conduct of independent assessment for certification/ registration
- Issue of certification
- Surveillance visits for verification of conformance of management
systems to certification standard
- Supplementary/ Re-assessments (required where major non conformities
have been identified or major changes in the organization or its system
have been identified/ notified.
Enquiry and Fee offer : Upon receipt of an
enquiry, the SG018.01 Client Application is required to be completed by the
applicant company. Based upon the information provided, a detailed offer is
submitted for client's consideration and acceptance.
Application : Upon confirmation of acceptance of SGC certification
fee offer and the receipt of client's application together with the
application fee, the process of certification commences with scheduling of
audits on mutually agreeable dates.
Progress Review Assessment (Documentation
Preferably an onsite review at the main site (unless otherwise limited by
logistics) of the client's management systems documentation is conducted to
verify that the requirements of the appreciable management standard are
satisfactory. The readiness is also reviewed for the registration Assessment
as to whether in a stipulated time frame whether the assessment may be
conducted. Such readiness includes a brief understanding on Internal Audit &
management Review processes and their status. A report is issued listing any
non-conformity against which corrective actions are required to be taken as
per a corrective action plan to be submitted. The progress implementation of
the quality management system is also assessed to agree on a tentative
schedule for Registration Assessment. Registration Assessment which need
to be confirmed at this stage.
Pre-Assessment (Trial Audit)
Is optional and is conducted as a macro level
verification of the operating of management system to provide assurance of
the compliance with the requirements and to identify any major
non-conformances which are reported for necessary corrective actions being
taken before the full Registration Assessment.
Following the progress review assessment and/ or
pre-assessment, SG Certifications will conduct a full scale Registration
Assessment either at all sites or sampled (as the cases may be) to assess
conformity with the requirements of the applicable standard. This will
include a thorough effectiveness assessment of Internal Audit, Management
review, Corrective Action & Preventive Action Processes. A report
categorizing any non-conformities or weakness in the implementation of the
documented systems is issued.
Corrective Actions And Follow-Up
The company is required to submit a corrective
action plan and where practical objective evidences addressing the
non-conformities within a given time frame. For Minor non-conformities, the
assessment report includes a request for Corrective Action Plan and
objective evidences in order to eliminate the cause of the non-conformities.
Corrective actions against all major non-conformities required to be
verified during a Supplementary Assessment evidence of effective
implementation, prior to confirmation of certification.
Observations are also recorded relating to various elements of the
management system but do nevertheless indicate a problem, which may need
correction. (SG Certifications requires it's applicant organization to make
all necessary arrangements for the conduct of the assessment, including
provision for examining documentation and the access to all areas, records
(including internal audit reports) and personnel for the purposes of
assessment, surveillance, reassessment and resolution of complaints)
Review of Recommendations
Assessors are only recommending authorities. These
recommendations are impartially verified through Review of Assessment Report
Pack & for successful cases of Certification Decision.
An Impartial Competent Certification Reviewer /
Committee independently reviews the recommendations and if found
satisfactory issue Certification Decision to Committee for the Grant of the
Certification/registration shall not be granted until there is sufficient
evidence to demonstrate that in addition the arrangements for management
review and internal audits have been effective and maintained.. The reviewer
make the comments specific about this in check sheet.
Issue of Certificate
Upon completion of the review of all audit
documentation and corrective action plan being accepted, SG Certifications
will issue the Certification to Registration of the company. This will
be subject to the due payments against the invoice(s) issued to the client
are cleared by the client to SG Certifications.
Validitiy And Renewal Of Certificates
Certificates issued by SG Certifications remain
valid for a period of three years from the date of Registration Assessment
subject to satisfactory conformance with the certification standards as
verified during periodic surveillance visits Certificates will be renewed
without a renewal fee unless a re-certification audit is specially warranted
in which case an appropriate fee will be charged.
All certified companies will be subjected to a
minimum of two/ one surveillance audits annually with the first surveillance
visit being scheduled on a suitable date, six months or twelve months from
the date of registration assessment respectively for six monthly/ annual
scheme & 6m/ 12m there after and 2 m in advance in case of reassessments
in both the cases. Organisation may choose either scheme at the time of
Contract Review with SG Certifications. In case of delay for more than a
month with out a sound justification will lead to the conduct of a
reassessment limited or full based on circumstances. SG Certifications
reserves this right to conduct such re assessment. In case the due 3 yearly
reassessment is delayed more than a month, SG Certifications reserves a
right to either suspend the registration or conduct a full assessment again.
A review visit may require to be made to the
company's premises in the following circumstances: SG Certifications has
reason to believe that the documented management systems are inadequately
maintained with major deficiencies in operation. Upon intimation by the
certified company, of any significant change in the certified documented
As a result of a complaint, by any party, any adverse publicity or
contravention of the conditions of certification or other information
The review audit visit will be undertaken after due notice has been given
and details agreed between SG Certifications Co. and the certified company.
A separate fee will be chargeable for a Supplementary Assessment.
Maintenance Of Certification / Registration
Certification / Registration remains valid in
Notice of changes by a client
- Maintaining an effective Management System
- All Surveillance / Re assessments getting conducted as per schedule
- All corrective actions getting resolved in case of a major Non
conformity or Complaint in stipulated time frame and to the satisfaction
of the Lead assessor/ Assessor.
- Any major change in the organization/MS is handled satisfactorily and
promptly communicated to SG Certifications
- All the fee payable have been paid to SG Certifications in time.
To ensure that the certified client informs the SG Certifications, without
delay, of matters that may affect the capability of the management system to
continue to fulfill the requirements of the standard used for certification.
These include, changes relating to :
- the legal, commercial, organizational status or ownership,
- organization and management (e.g. key managerial, decision-making or
- contact address and sites,
- scope of operations under the certified management system, and
- major changes to the management system and processes.
Extending, Reducing, Suspending & Withdrawing
The client shall send a written request for
extending or reducing the scope of certificate to S.G.. The client shall
tell S.G. if any change had happen in the client site which affects the
quality management system. The audit shall be planned after reviewing the
request and audit plan shall be sent as per the procedure mentioned and the
sequence will be followed. The audit can be clubbed with the due
Surveillance Audit, depending upon the type of request. The decision of the
technical manager deemed as final.
The Certificate is suspended/ withdrawn either fully or partially based
on the following conditions :
- No/ineffective corrective action in response to the non-conformities
observed during audits.
- Non payment of outstanding dues
- Any major change has taken place in the legal status, ownership, etc.
without information to the Certification Body or the information is not
sufficient to demonstrate that Quality management system will be
- Any willful misuse of the logo of the Certification Body.
- Any wrong declaration in the application form
- Inability or unwillingness to ensure compliance of the organizations,
certified by the Certification body, to the applicable standards.
- Complaints received from the market for unethical business practices.
- The client's certified management system has persistently or
seriously failed to meet certification requirements, including
requirements for the effectiveness of the management system.
- The certified client has voluntarily requested a suspension or
In case of suspension or withdrawn of certificate, the client shall return
the certificate in original and withdraw all stationery with the S.G. logo.
The publicity of the suspension will be done as per SG procedures for any
nonconformity or other situation that may lead to suspension or withdrawal
of certification, the audit team leader has to report to the SGC to initiate
a review by independent competent personnel appointed by tech. manager,
different from those who carried out the audit, to determine whether
certification can be maintained.
During a recertification audit, instances of nonconformity or lack of
evidence of conformity are identified; SGC defines time limits for
correction and corrective actions to be implemented prior to the expiration
Special Audits/ short notice audits
Special audit will be conducted under following conditions :
- Complaint received on the certified client
- Suspended clients
- On special request of the client for scope extension and others.
Reporting shall be done on the same audit report of stage-2.
Special care has to be taken while conducting these audits.
Any certificate issued by SG Certifications may be suspended or withdrawn
(based on severity of breach) in the event of any of following defaults by a
If a surveillance assessment is not arranged within 3 months of the due
date in response to notice issued by SG Certifications Major lack of
effective implementation corrective actions within agreed time limits in
respect of non-conformities identified during Surveillance Assessment.
- Failure to pay appropriate fees.
- Continued misuse of Accreditation mark / logo e.g. misleading
publications, advertisement or contravention of the stipulated
conditions for the use of SG logo.
Major changes in the organization leading to the breakdown of relevant
management system as per application standard. Any Proven Conflict of
Interests become known to the Management SG certifications in due course
after the release of Registration in such a way that Impartiality to the
certification recommendation had been compromised and the Registered
organisation declines the SG Certifications request to undergo an additional
All the certificates issued by SG Certifications are the property of SG
Certifications and an organization is liable to return all original and
copied sets to SG Certifications in the event of any of above defaults.
Upon Withdrawal the Client shall discontinue its use of all advertising
matter that contains any reference to a certified status.
Availability of Sg Documents or Information
As a valued customer you have right to following
information about SG Certifications, which may be asked in writing to CMD SG
Certifications with an explanation on objective of the information being
- Information about the authority under which it operates
- A description of the means by which it obtains financial support and
general information on the fees charged to applicants and
- A description of the rights and duties of applicants and
certified/registered organisations, including requirements, restrictions
or limitations on the use of it's logo and on the ways of referring to
the certification/registration granted
Complaints and Appeals
In case of any complaint the organisation
(complainee) need to contact the Technical Manager of SGC.
In case of any appeal the organisation is required to contact the
SG Certifications scheme endeavors to provide a prompt, competent and
impartial service to its clients. In case, an applicant, a certified company
or any other interested party wishes to make a complaint in respect of the
operation of SG Certifications. Certification scheme or appeal against a
decision of the SG Certifications which is considered to be unfair and
prejudicial to the interests of the complaint SG Certifications will
consider the complaint or appeal in accordance.
Access To Records of Complaints To Organisations
SG International Certifications Co. requires each
organisation whose quality management system is certified/registered to make
available, when requested, the record of all complaints and corrective
action taken in accordance with the requirements of the management system
standards or other normative documents. At the end of the proceedings SG
inform Client About the out come in written or through Electronic Media. All
the follow up actions are monitored by the tech. Director of the co.
Use of Logo
A certified company is entitled to use the logo on
its stationery, advertising and publicity brochure etc. for promotional
purposes but not on the actual product. The use of Logo is governed by the
SG Certifications conditions and instructions applicable to the use of
certification marks by certified companies.
All assessments undertaken by SG Certifications are
conducted by International Assessors Registrars Certified / Recognized
Auditors/ Associates with expertise matched with the nature of an applicant
company's activities under assessment. The company is advised in advance of
the composition of the Audit Team and the schedule of audit for
confirmation. The Lead Assessor is responsible for planning the assessment
in accordance with the requirements, assigning auditing functions to his
team members and reporting with authority to take final decisions in respect
of the interpretation of the applicable requirements of the standard as well
as makes recommendation regarding grant of certification based upon a review
of the level of compliance of the systems in operation.
The applicant company is responsible for providing SG Certifications .
Assessors, an access to its relevant facilities and records, appointing a
responsible person to co-ordinate the arrangements for assessment and to
provide all resources required by the audit team for performing their
In case the Applicant Company wish to request for postponement of a
scheduled assessment , then the request must be given to SG Certifications
15 days in advance or else SG Certifications may charge the full assessment
All assessments are conducted in complete
confidentiality of the company's activities SG Certifications office staff
and auditing personnel are bound by a confidentiality agreement to safeguard
the client's classified information. All our staff is bound by a written
confidentiality undertaking. To fulfill Requirements SG Certifications will
be making available the information related to your Registration as Publicly
Accessible or provided upon request.Where the SG is required by law to
release confidential information to a third party, SG will notify the client
in advance of the information provided.
Sg Certifications Registration Ownership
The certificate and the right to use the SG
Certifications registered symbol shall remain the property of SG
Certifications and you agree not to assign, charge, license, transfer or
otherwise deal with it in any way.
SG Certifications and you will be released from the
obligations in this Contract Terms & Scheme for Registration shift if
any event beyond the control of both of us shall make performance of this
Contract Terms & Scheme for Registration impossible.
You are responsible for ensuring that when SG
Certifications visits your sites, SG Certifications has adequate protective
equipment for the safety. Where specialist training is required this is to
be disclosed to SG Certifications from the outset. Please raise these
matters with your SG Certifications in advance of a visit.
Limitation of Liability
SG Certifications liability in respect of any single
event or series of events for breach of SG Certifications obligations in
this Contract Terms & Scheme for Registration shall be strictly limited
to the amounts payable by you to SG Certifications in the 12 months
preceding the date of the event or events. SG Certifications Co. is not
liable for any other liability (including any third party liability) claim
what so ever is claimed by the client to SG Certifications SG Certifications
is not liable for any claims passed by its clients in case their products or
services malfunctions with their own clients or users.
This agreement shall be governed by Indian law and
the parties agree to submit to the non exclusive jurisdiction of the courts
of Delhi in India