Certification Audit Process

Applicant submit their request for certification

Upon received the application, we will review and prepare the certification proposal and agreement.

After signing the agreement, we will organize for Stage 1 Audit. Stage 1 audit mainly review on the management system documentation and determine the preparedness and readiness of the organization.

Stage 2 audit is to  evaluate the effective implementation of the management system.  At the end of the audit a report is prepared and presented to the organization. Auditor shall share the findings and make recommendation for certification.

The certification approval will be granted, and certificate will be issued once all finding is being addressed.

Once certificate of approval is issued, which is valid for three years, subject to satisfactory on-going maintenance of your quality management system. Verification is through an audit surveillance programme.

Every 3 years the management system needs to be re-assessed. Following satisfactory re-certification a new certificate will be issued to the organization.

Suspending, Withdrawing or Reducing the Scope of Certification

Certification is suspended for up to six (6) months, should one or more of the following occur:

  • The Client’s certified management system has persistently or seriously failed to meet certification requirements, including requirements pertaining to the effectiveness of the management system across each of the certificated locations and sites;
  • The Certified client does not allow surveillance or recertification audits to be conducted at the required frequencies;
  • The certified Client has voluntarily requested a suspension;
  • When major non-conformities are found during an audit and not resolved within a designated period;
  • When minor non-conformities found during the audit are not closed as agreed;
  • Failure to observe certification rules as agreed;
  • Failure to pay certification or audit fees.

GCA may extend the period of suspension period, but only once, for a maximum of three (3) months, following the decision of the Certification Director.

While under suspension, the Client’s management system certification is temporarily invalid. The suspension status will be removed by GCA upon receipt of a satisfactory evidence from the suspended client stating and demonstrating that the notified issues and/or causes for suspension of their certificates have been addressed.

GCA may conduct an audit on the client, at the client’s expense, to confirm that the client has addressed the concerns leading to suspension. The type, scope and duration of this audit will depend upon the reason for suspension, and the client will be notified in writing prior to the audit in the normal manner. The suspension will be removed once GCA have confirmed that issues of concern have been addressed; this will be communicated to the client in writing.

  • The certificate will be withdrawn in the event of one or more of the following:
    • At the request of the client;
    • Bankruptcy of the client or termination of the activities in the scope of certificate;
    • The incorporated body of the client changes such that it impacts on the management system employed;
    • The client does not accept the suspension conditions;
    • The client does not address the reasons for suspension;
    • The client fails to provide permission for the audit until after the end of the suspension period;
    • The follow up audit identifies that the necessary corrective action has not been taken;
    • Misleading and unfair use of the certificate by the client for products or services not included within the scope of the certificate;
    • The client is not at the certified site address;
    • The client fails to allow or facilitate timely surveillance audits.
  • If the client does not apply for the follow-up audit within six (6) months following the suspension of the certificate, they may be allowed additional time of up to 3 months; else the certificate will be withdrawn. GCA Certification Director will take the decision over extension, or withdrawal.
  • In cases where the certificate is withdrawn, the client will be expected to comply with the requirements in the Certification Agreement to:
    • Stop use of the GCA certificate and logo;
    • Cease trading on the benefits accrued through the scope of certification now withdrawn;
    • Settle any unpaid certification and audit fees.
  • The client will be expected to remove any associated logos from their correspondence and introductory material within one month following the withdrawal of the certificate, otherwise GCA will:
    • Inform the accreditation body and other certification organizations;
    • Publicize that the former client is trading on a certificate illegally, and violating the terms of their agreement with GCA as their Certification Body;
    • Consider taking legal action as appropriate in order to rectify or compensate for any damage, either physically or reputational, caused by the former client’s misuse.
  • GCA will also consider reducing the client’s scope of certification to exclude the parts not meeting the applicable requirements should a client persistently or seriously fail to adhere to the certification requirements for those elements of the scope.
  • Should a client fail to resolve the notified issues that led to the certification suspension within the agreed timeline, GCA will withdraw, or reduce the scope of certification.
  • For IMS, if certification to one or more management system standard(s)/ specification(s) is subject to suspension, reduction or withdrawal the Certification Director shall investigate the impact of this on the certification to other management system standard(s)/ specification(s).

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