All information received by or available to Amity Training and Certification Services staff, sub-contractors or committee members (in whatever format) received in conducting Audit activities, or during other certification activities, or during any dealings with an organization for any other reason shall be regarded as strictly confidential and shall not be divulged to any 3rd party (unless specified in ISO/IEC 17021-1:2015) without the express permission of the organization or individual concerned. The requirement to keep confidential any information will also include any organization that has a legitimate right to audit or evaluate Amity Training and Certification Services.

Where Amity Training and Certification Services is required by law to release confidential information to a third party the client or individual concerned shall, unless regulated by law, be notified in advance of the information provided.

However, where the organization is seen to be operating contrary to legal requirements or has operating practices which pose a danger to staff, customers or the environment Amity Training and Certification Services reserves the right to immediately report any such incident to the relevant authority. Any such reporting will only be undertaken with the permission of top management.

All records, at Amity Training and Certification Services, will be retained in a secure manner, only accessible to authorized staff via either paper records or password controlled electronic records. Sub-contractors will be limited to accessing information produced by them in conducting an Audit. Records will only be made available to organizations who can demonstrate a legitimate (and legal) right to view those records and specifically to Accreditation Bodies.

All staff, Sub Contractors, MDs and Committee Members will be required to agree to Amity Training and Certification Services confidentiality policy and sign a confidentiality agreement. Sub-contractors will also sign an agreement which also contains the responsibility to maintain confidentiality.

Amity Training and Certification Services is the legal entity responsible for certification activities; reference to Amity Training and Certification Services in this Policy and Public Statement refers to these legal entities.

Amity Training and Certification Services its managers, Staff and Subcontractors fully understands the importance of impartiality in undertaking its Certification Activities. Amity Training and Certification Services will therefore ensure that in all its dealings with clients or potential clients all employees or other personnel are and will remain impartial. To ensure that impartiality is both maintained and can be demonstrated the following principals have been established.

• Amity Training and Certification Services Certificates are only issued following a review by an independent authorized and competent member of the management team (who has not been involved in the Audit) to ensure that no interest shall predominate.
• Amity Training and Certification Services does not offer (and has never offered) consultancy or any other form of consultancy to companies or individuals.
• Amity Training and Certification Services does not offer (and has never offered) an internal audit service to its certified clients.
• Amity Training and Certification Services does not own or have any interest (financial or otherwise) in any other company that offers certification or related consultancy services.
• Amity Training and Certification Services does not have (and will not form) any relationships with companies who offer consultancy or other services that can be construed as having an impact on the certification services provided by company any proposed relationship between company and any other company will undergo a risk assessment by the Committee for Impartiality prior to that relationship being formalized. Any current relationships with companies, organizations and individuals will be risk assessed on a regular basis to ensure that the relationship does not impact upon the impartiality of the certification process.
• Individuals employed by or otherwise contracted to Amity Training and Certification Services are required to document and record their current and past relationships with all companies. Any situation past or present which may present a potential conflict of interest is required by Amity Training and Certification Services to be declared. Amity Training and Certification Services will use the information to identify any threats to impartiality and will not use that individual in any capacity unless they can demonstrate that there is no conflict of interest.
• Amity Training and Certification Services will not allocate a member of staff or sub–contractor to an Audit where any past relationship has existed. Exceptionally and at the discretion of the Technical Manager or Directors an individual or sub–contractor may be allocated to an Audit where a past relationship has existed but there has been no relationship for a minimum of 2 years.
• Amity Training and Certification Services does not and will not offer any commission, (‘finders fees’ or other inducements) to any individual or company in respect of referrals of clients unless:
• The terms and conditions of any such referral are clearly established and can be demonstrated and it can also be demonstrated that the fee is for a referral and the fact that a commission has been paid will in no way effect the outcome of an audit.
• A risk assessment (to establish the potential for an unacceptable threat to impartiality) has been carried out on the process through which any such payment is made to an individual or organization (normally a consultant) requesting the commission for referrals.
• All such payments are documented, recorded, and traceable and accompanied by a purchase order and invoice.
• Amity Training and Certification Services does not offer specific training to any company in respect of implementing a particular standard for that company.
• Any training offered by Company is general in nature and available to all companies or individuals who wish to attend.
• Amity Training and Certification Services will ensure that it is not linked or marketed in any way which links it with the activities of a management system consultancy and will take appropriate action should any such link be identified.
• Auditors and others involved in the certification process are not and will not be put under any pressure and will not be influenced in any way to come to a particular conclusion regarding the result of an audit.

Amity Training and Certification Services’ Impartiality Norms:

• No outsourcing of Auditors to Consultancy Organization.
• No Referral Fees to be paid to Consultancy Organization.
• Facts based communication to Clients/ Consultancy Organization.
• Adherence to all Accreditation and other Company Policies.
• Amity Training and Certification Services shall not carry out any other conflicting services other than its core business of Certification.
• Amity Training and Certification Services shall not employ any professional conflicting its ethical policies.
• Amity Training and Certification Services shall not allow any of its Auditors to market the services and conduct the internal audits or other Audits for the same client.
• Amity Training and Certification Services shall not allow any of its Auditors to carry out financial transactions with clients/ consultants.
• Amity Training and Certification Services shall not carry out business with any consultant inducing pressures to compromise impartiality.
• All employees of Company shall disclose any situation impairing the business ethics.
• Amity Training and Certification Services shall not allow any of the Auditors to carry out audits for the client at least for 2 years from the date of relinquishment from their services for the client.
• Amity Training and Certification Services shall not allow any Auditor to compromise on the Audit timing as required as per the accreditation/
• Amity Training and Certification Services norms.
• Amity Training and Certification Services shall not allow any Auditors to conduct the audit for the client for which it has not been approved for.
• Amity Training and Certification Services shall maintain transparency with regard to all information.
• No Auditors shall divulge any confidential information of the client to any third party without written consent from the client and approval by (Manager)
• No Auditors shall carry any client information with them after the usage period. All client information shall be returned after usage.
• Utmost care/ verification to be carried out for granting the right scope of certification.
• Any unethical practice observed should be notified to the management at the earliest.
• Amity Training and Certification Services shall not allow any of its Auditors to accept any gifts from client / consultant.
• Amity Training and Certification Services shall not allow any Auditors to conduct audit for the organization where any of its family members/ close relatives are involved at a decision-making position.
• Disciplinary actions for non–adhering to impartiality policies shall be taken by the Management in consultation with Impartiality Committee.
• To supplement in–house resource Amity Training and Certification Services employs Associate (sub–contract) Auditors and sometimes has working relationships with overseas business managers. At no stage does Amity Training and Certification Services outsource its audits to consultancy organization, outsource its certification decisions, or link its marketing activities with consultancy.
• Amity Training and Certification Services retains full control of all decision-making processes regarding granting, maintaining, renewing, extending, reducing, suspending or withdrawing certification.
• Amity Training and Certification Services recognize that the source of revenue for a certification body is the client paying for certification, and that this is a potential threat to impartiality.
• Therefore Amity Training and Certification Services is a self-financed independent organization, with a number of controls to ensure that impartiality is retained. To obtain and maintain confidence, it is essential that Amity Training and Certification Services certification decisions are based on objective evidence of conformity or nonconformity, and that any decisions made are not influenced by other interests or by other parties. Certification decisions are made and signed for by a competent Scheme Manager who was not responsible for the Audit and was not a member of the Audit team Amity Training and Certification Services recognizes that threats to impartiality include the following.

• Self–interest threats arising from a person or body acting in their own interest.
• Self–review threats arising from a person reviewing the work that they have conducted themselves.
• Familiarity (or trust) threats arising from a person becoming too familiar with or too trusting of another, instead of seeking audit evidence.
• Intimidation threats arising from a person having a perception of being coerced openly or secretively, such as a threat to be replaced or reported to a supervisor.

Quality will pervade Amity Training and Certification Services technical, operational and client service delivery process. Our quality service culture is characterized by client focus and continuous improvement in all we do. The delivery of quality service shall be the focus of everyone at Amity Training and Certification Services as we achieve success in the long term pursuit of quality, our people will strive to:

• Meet client needs and exceed client expectations
• Respond quickly and wisely to rapid changes in the business environment and changing client needs.
• Attract and retain clients by being best-in-class.

To ensure continuing success of the quality initiative, our leadership will:

• Maintain an absolute, proactive and long term commitment to client focused, continuous service improvement.
• Understand the concepts, be familiar with the tools and encourage techniques that enable us to fully integrate client focused continuous improvement in everything we do.
• Act as role models for the quality values of Amity Training and Certification Services
• Amity Training and Certification Services has formulated an Impartiality committee for ensuring strict adherence to laid down impartiality norms and for reviewing of the norms on a time-to-time basis.

The Managing Director, Management, Staff and Sub Contractors of Amity Training and Certification Services are fully committed to providing all our clients and potential clients with a service that fully meets their requirements.

The certification process will ensure that all Audits and certification decisions are conducted in accordance with the requirements of the relevant certification schemes. In addition Amity Training and Certification Services is fully committed to ensuring that it fully complies with all accreditation requirements, regulations, relevant standards and all requirements of any regulatory bodies.

Amity Training and Certification Services will ensure that a professional service will be offered to clients through the use of trained, experienced and competent staff.

Amity Training and Certification Services will continually seek to improve the services it offers and will do so through acting upon client’s feedback, regular internal and external audits, reviews of reports, reviews of staff, management review meetings and management meetings.

Any client who feels dissatisfied with any aspect of the service provided by Amity Training and Certification Services is encouraged to put in writing their complaint which will be responded to promptly and thoroughly investigate.

Any client who disagrees with a Certification Decision has the right of appeal which will be put before an independent Appeals Panel.

In conducting certification activities Amity Training and Certification Services fully understands the importance of ensuring that the certification process and all Audits are conducted in an impartial manner and no conflict of interest exists. To this end checks have been introduced throughout the certification process to identify any potential conflicts of interest and an independent Impartiality Committee has been established to oversee the operations of Amity Training and Certification Services and in particular the certification process.

Complaints

The complaint is the formal expression of Dissatisfaction against the services. The complainant can be an individual or an organization

For the purposes of this document Management System Incidents are defined as complaints, suggestions, observations and opportunities for improvement. Management System Incident data is entered into the Corrective Action for proper treatment. This procedure describes the methodology by which Amity Training and Certification Services collects and processes incident reports; and communicates the impact to staff members.

Amity Training and Certification Services recognizes that incidents occur in daily operation that collectively have an impact on the Management System. In order to properly analyze and address system issues a consistent and thorough process for collection of information is vital.

Complaint Procedure:

The incident may be reported by any means – verbal or written. In case of an external source, the incident report may be received by any staff member. The staff member shall fill the Incident report recording all the information and details of the complaint. The filled report shall be submitted to Quality Manager for further action. In case of internal source, the incident report shall be filled by the staff member and submit to Quality Manager.

Quality Manager shall contact (telephone, email, letter) the external source to acknowledge the receipt of information within 5 working days of receipt. He shall understand the issue in details from the source (to avoid any error in writing the report). He may decide to personally meet the initiator, depending on the gravity and seriousness of issue.

All such incidents received by any means or by any one is first of all recorded in the Incident report with the details of:

• Complaint and appeal sr. No.,
• Mode of receipt,
• Received by,
• Name of client / other parties,
• Description of complaint and appeal,
• Reference of services against, which complaint and appeal is raised along with the reference, date and other details.

Client/ other parties’ complaint and appeal incident report are issued to the Quality Manager for analyzing the root cause.

Quality manager validates the complaint after checking necessary back–up records or personal interview of evaluators/ staff members (who were involved in to job).

In case of a complaint/ observation against Amity Training and Certification Services, Quality manager analyses the issue to determine if there is system error or person error. He shall determine the root cause and determine correction, corrective action

The correction is effected immediately to satisfy the complainant. This may include training / counseling the person involved. The CAR/ PAR is discussed with management during next Management Review. Appropriate action is taken based on discussions (change in procedure/ formats, training to all personnel etc). An email is sent out to all staff detailing the issue and remedial action (for information). A copy of the complaint and investigation details is maintained in the respective individual’s personnel file for reference at the performance appraisals.

Quality manager shall communicate with the complainant at the end of the process detailing the findings and to formally close the complaint. A copy of the correspondence is kept in the client file for records and the same is passed to evaluator during next audit. The details of all complaints and action taken (Correction, CAR/ PAR) are discussed in Management Review and IC meeting.

If you are not satisfied with the service provided by Amity, you can directly fill the above form in or email us to Info@amityccs.ae

Appeal Process

Any company or organization who fails to satisfy an evaluation or surveillance may appeal against the decision. Where an appeal is received the following procedure will be followed

The appellant can use any of the modes of communication.

The MD will appoint the members of the appeals committee under the leadership of MD who will hear the appeal and determine the outcome. In case, MD are part of the certification team, MD shall decide the investigating officer for the appeals process. In such a scenario MD shall approach Impartiality Committee and/ or Amity Training and Certification Services team to provide decision on the appeal. The decision on the appeal shall be taken based on the decision by Amity Training and Certification Services committee and the Impartiality committee. Results of the appeal will be reported to the Impartiality Committee.

All appeals shall be received by the Quality Manager and details of appeals shall be recorded in the Appeals Register maintained by the Quality Manager.
Quality Manager shall investigate the appeal made and inform the client about its plan of action for investigation and action there upon.
An investigation report (Incident Report) for each individual appeal shall be maintained by the Quality Manager. In case, any further corrective and preventive action is required post actions identified and taken based on Incident report, Corrective and preventive action procedure.
A copy of the investigation report shall be sent to the client.
In case of any further ambiguity, the same shall be reviewed by the board of directors and appropriate decision arrived at.
In case the issue still remains open; the same shall be intimated to the accreditation board for its valuable comments.
All appeals made are collated and analyzed on a yearly basis.
Necessary corrective and preventive actions shall be taken based on the appeal trend.
Appeal trends and corrective and preventive action taken shall also be reviewed as part of the Management committee meeting and Impartiality committee meeting.
Quality Manager shall ensure that details with respect to the appellant and actions there upon is not shared with the audit team members.
Quality Manager shall ensure that no discriminatory action is taken against the appellant.
The client is made aware of the appeals process and is available to him on request.

Closing Of Complaint and Appeal

Depending on the nature of the incident, the Quality Manager may follow up with requests for corrective and preventive actions. When the investigation of client complaints and appeal determines that remote operation or other external organizations contributed to the complaint and appeal, the Scheme Manager or his delegate contacts these organizations and provides them with all relevant information.

Every client complaint and appeal is recorded. The records are maintained by the Quality Manager. When there are copies of written communication, reports, and other documents related to a complaint and appeal, these records are organized into a file and are identified with the complaint and appeal number and also having records of the corresponding corrective action. The records of investigations that concern service quality or other test characteristics are maintained by Scheme Manager. Based on analysis of Client/ Other Parties complaint and appeal, necessary actions are taken and client is replied for closing the complaint and appeal. Quality Manager identifies need for taking corrective action to prevent such complaint and appeal in future and accordingly concerned person is informed.

All the complaints and appeals received by Organization will be closed within 7 working days after receipt of the complaint and appeal. Quality Manager / Scheme Manager authorized for the closing of complaint and appeal.

Procedure – Granting, Maintaining, Extending Or Reducing Scope, Suspending, Withdrawing Or Refusing Certification

Receipt And Review Of Audit Report

The Lead Auditor is responsible for submission of audit report documents. This contains at least client signed audit report, corrective action plan for non-conformances and assessor notes.
All audit reports (Stage 1, Stage 2, routine surveillances, follow-up, special audit, recertification etc) are reviewed at multiple stages.
The audit reports are reviewed at multiple stages as following
Stage 1 includes administrative review. The submitted set of documents is reviewed for completion (also called administrative review) by Scheme Manager. Audit report review checklist is used to record the review. Scheme Manager issues a deviation note against the team leader if he finds one while administration review. Scheme Manager submits his findings to MD.
Stage 2 includes technical review. The audit report (corrected if possible) along with the audit report review checklist is submitted to the Certification committee member for technical review which includes a review of the information provided by the audit team is sufficient with respect to certification requirements, scope of accreditation, and effectiveness of corrections and corrective actions are effective for all non-conformances raised during the audit. Stage 2 shall be carried out by the auditor qualified for the specific EAC sector, provided he has not participated in the audit and has not declared any conflict w.r.t. the client. The person responsible for technical review is identified during the contract review. It is the responsibility of the auditor to pro-actively declare of any conflict. The technical review may lead to a deviation note, which is issued against the team leader if a deviation is found. All auditors are trained for the review process. In cases where a technical expert is used for the audit, the technical reviewer may discuss with the technical expert on the NC / observations used. The reviewer may also discuss any part of the report with the team leader / specific auditor. The reviewer also identifies if correction to the deviation note issued needs to be completed prior to Stage 3. In case the audit report does not require review by the certification committee chairman, the report is returned to Scheme Manager for Stage 4.
Stage 3 includes decision-making by the certification committee chairman. Any audit report requiring the issue of a certificate (Stage 2 audit, change in scope or address, triennial audit etc) requires review and approval by certification committee chairman. For routine surveillance, the review by certification committee chairman is not required. The technical reviewer shall decide whether the report needs submission to certification committee chairman. Certification committee chairman reviews the findings of Stage 1 and 2 in addition to review of audit report prior to taking the decision. Correspondence related to the client (e.g. Complaints received against the client, changes in scope, media reports etc) are also reviewed during recertification decision. The decision taken is recorded. For stage 1 audit, the stage 2 audit may be planned after technical review, however the certification committee chairman shall review the stage 1 audit report along with stage 2 audit before making his decision. The certification committee may ask for specific inputs from the client or send any auditor to the client to verify any part of the report.
In case the Certification Committee chairman is involved in the audit or is not available or has declared conflict w.r.t. any client, any other director reviews the audit report and takes the decision.
Stage 4 includes further action by Account Executive. Scheme Manager reviews the decision taken by the technical review member and/or certification committee chairman for the following.

1. Preparing the certificate as per the process detailed below.
2. Updating the client databasew.r.t. changes in client details, NC’s issued in the audit, planning for next audit etc.
3. Filing the report in the client file along with all relevant papers like audit notes, corrective actions submitted by client etc. Auditor performance evaluation sheets etc are filed in respective files.
4. Verify compliance to all Amity Training and Certification Services quality and certification requirements.

Certificate Preparation and Issue

This involves the preparation and review of the certificate, certificate signature by the MD and updating the registrar of firms. In the absence of an MD, the certification manager can sign the certificate.
Certificates are issued to clients following initial audit, extension to accredited scope, triennial audit, upgrade on surveillance or change in company details (name, address etc).
The certificates will be numbered sequentially starting with SD followed by the Amity Training and Certification Services client code of Amity Training and Certification Services.

Amity Training and Certification Services prepares the certificate:

• No certificate will be issued unless Amity Training and Certification Services has evidence that all non-conforming notices raised have been closed out.
• Select the appropriate blank certificate(s) based on the standard as indicated on the audit report. Be sure to check for any changes indicated on Comment Sheets attached to the audit report.
• Determine the certificate number for ACCREDITATION BODY accredited certificates by reviewing the Register of Approved Firms.
• Set the issue date to be the date of approval by the certification committee chairman indicated on the Audit report review checklist. Set the expiration date to be three years later.
• The expiry date may vary from above for transfer cases, where the expiry date shall be the same as an earlier certificate. Also refer to any specific instructions given by the Scheme Manager w.r.t. expiry dates e.g. during transition to revised standard, the expiry of old standard may be pre-decided by the accreditation board.
• The initial registration date shall be the issue date for the first3-year cycle. In the triennial case, the initial registration date shall be the issue date of first certificate issued. The certificate number shall continue to be the same. The scope shall be the same as in earlier certificate.
• In case the client goes for second cycle but not as triennial (i.e. a gap between expiry of first cycle and second initial date), the certificate shall be considered as fresh and initial registration date shall be the same as issue date. The earlier certificate shall not be considered. A new certificate number shall be awarded.
• On each certificate to be issued, fill in the client organization’s name, base office, address, standard (including issue year of standard), and scope, based on the information on the audit report. Be sure to check for any changes indicated on the Comment Sheets included in the audit report.
• Have the Scheme Manager review the certificate for any errors. Submit the corrected and final certificate to MD for his signature.
• Multiple sites each operating a common system with the same scope of certification shall have all the addresses on the same certificate. The client may request for individual certificates. In such cases, each site is issued with its own certificate with the same certificate number and a suffix is added. The certificate number shall be I/001A, I/001B etc.
• In cases of a group of companies, the locations may have different scopes of certification or trading names, each is issued with respective names, addresses, and scope. The certificate shall have the same certificate number with a suffix (as explained above).
• Clients may have an integrated system where certificates for multiple standards are issued. In such cases, the ACCREDITATION BODY accredited certificate is issued as above. The rest of the certificates shall be issued by Amity Training and Certification Services using its own format and process. Necessary comments shall be added to the client file and client database for future reference/ use.
• In the event of issuing any revised certification documents, then the original certificate number will have a suffix of revision number. #######, for first revision. The expiry date of the certificate does not change and continues the same as the original. Issue date shall be the date of C.C. Chairman Approval. The initial Registration date shall be the same as the original.
• The client database is amended as per the database management process. The completed certificate with the audit report is reviewed by Scheme Manager for correctness and completeness of the certificate.
• The certificate with all attachments like logo rules, cover letter,etc is submitted to MD for his signature. MD has no authority to reject/ deny the issue of the certificate. He may return the certificate to the Chairman of the Certification Committee clearly stating the reason for holding the issue. The Chairman of the Certification Committee shall review the reason and investigate on the same. However, if the Chairman has satisfied himself and re-sends the certificate to MD for approval, MD shall sign the certificate. A computer-generated signature may also be used. The above process can be carried out by the Scheme Manager in the absence of the MD.

The signed certificate is sent to the client at his address or any other address he has specifically requested. The certificate shall not be issued to any other person without a written approval from the client. The certificate docket shall contain at least the following:

• Cover letter from Amity Training and Certification Services.
• Certificate.
• Rules accompanying the logo.
• CD containing soft copy of the logos.
• Customer survey form.
• A copy of the certificate together with all other documents supporting the approval shall be placed in the client’s file or scanned in and stored on the doc server.

Change In Certificate

The client may request for change in certificate. This may be due to –

• Change in ownership.
• Change in name of the company.
• Change in location
• Increase or decrease in scope (products, services offered etc.)
• Increase or decrease in locations (opening / closing of site etc.)

Client may request for change in certificate or reduction/expansion in scope to Scheme Manager Scheme Manager shall review the request and decide for a special audit if the next audit is not due in the near future or if the next audit cannot be proposed. Scheme Manager also determines if the changed scope is within accreditation scope of Amity Training and Certification Services.

In case of a change in name of the company or location without any change in management, the client shall submit togovernment approval for the change. Where the management has changed, the details of the required approval shall be submitted along with the request.

The duration of the special visit shall be decided by Scheme Manager and communicated to the client. The lead auditor submits a descriptive report detailing the changes, justification for reduction/ expansion of scope, and review of the impact of change in the scope (use of logos etc). Where expansion of scope is requested, the compliance to QMS for the respective activities and impact on other processes is verified. In case the special visit is carried out as a part of routine surveillance, the descriptive report is added to the surveillance report.

The report is reviewed as detailed in above. A new certificate is issued with the same expiry date on successful completion of the above process. Scheme Manager reviews the contract to determine change in contract w.r.t. duration for further visits etc.

Suspension And Withdrawal Or Cancellation Of Certificates

• This instruction covers suspension procedures through withdrawal or cancellation of the certification certificate and revision of the register of approved firms.
• Grounds for action are brought to the attention of the Scheme Manager, who reviews the information and decides whether to proceed. Either way, he / she issues a letter to the client via registered mail / courier advising them of the details of the grounds for action and the decision on whether to proceed.
• If the Scheme Manager decides to proceed, the client must reply to Amity Training and Certification Services within fourteen days of receipt of letter.
• If the Scheme Manager determines that the action or position contained in the client reply is satisfactory, he issues a letter stating this, and mails it to the client via registered mail.
• If actions are required, due dates must be set, and the Scheme Manager must review the actions at those times to ensure that they are effectively completed in order to prevent suspension or cancellation.
• If the client does not reply in fourteen days, if the reply is not satisfactory, or if the actions required are not effectively completed in the allowed time, the Scheme Manager determines whether to suspend or cancel certification.
• If the decision is made to cancel certification, the MD is responsible for suspending the client or canceling the client from the Register of Approved Firms, advising the client by registered mail/ courier, and publicizing the cancellation, if necessary. MD cannot over-rule the decision made by Committee.

The following reasons are considered grounds for suspension or cancellation:

• Major non-conformance(s) or effective corrective action not implemented within a specified time period.
• Improper use of the certificate, symbol or logo not remedied to the satisfaction of Amity Training and Certification Services
• Client ceases to supply product or service of the certified quality system for an extended period of time.
• Client’s certified management system has persistently fails to meet any of the requirements for certification including requirements for the effectiveness of the management system.
• Client fails to meet financial obligations to Amity Training and Certification Services
• Client makes a formal request to withdraw certification.
• Infringement by the client of any contractual conditions between the client and Amity Training and Certification Services.
• Client is unable or unwilling to ensure conformance to revisions of standards.
• Existence of a serious complaint, or a large number of second- or third-party complaints, which indicate that the quality management system is not being maintained.
• Client does not allow routine surveillance to be conducted at the required frequency.
• The suspension or cancellation can be initiated if the client does not allow the routine surveillance to be conducted at the required frequency. The routine surveillance is carried out not more than 12 months from the last audit. In case the audit is not done within 12 months (13 months in case of yearly surveillance), the certificate is suspended, and a letter is sent to the client requesting him to agree for the audit. In case of a delay up to 3 months (15 months from the last audit), the audit time shall be extended by 50% of the routine surveillance time (at least 1 day). Successful completion of the audit within 15 months shall not impact the certification.
• In case the audit is not done within 15 months, the certificate is cancelled, and the client shall be considered as a fresh case for certification.
• The above are for special conditions like strike, natural calamities, business operations (case to case basis) etc.

CONDITIONS FOR SUSPENSION OR CANCELLATION OF CLIENT CERTIFICATION

Subject to actions by the client, the following steps will be taken leading to possible suspension or cancellation of the client’s certification:

• Unless a reply is received to the letter accompanying notification within 14 days, certification will be suspended, and a notification of suspension may be published at the discretion of Amity Training and Certification Services.
• The client’s response to the accompanying letter will be reviewed and the proceedings may be put on hold while clarification is sought.
• Where mutually agreed-upon corrective action is to be implemented, a time period for implementation will be specified and a review of the corrective action undertaken at the appointed time. This may be the subject of a special surveillance visit or of review of submitted objective evidence, at the discretion of Amity Training and Certification Services Should the corrective action not be considered adequate or not be completed by the appointed time, certification will be automatically suspended.
• In the case of serious circumstances, Amity Training and Certification Services may invoke suspension during the period pending the implementation of corrective action.
• Where suspension has been invoked, unless otherwise specified, the client must advise Amity Training and Certification Services every 14 days of the current situation of corrective action. Failure to meet this requirement will result in cancellation of the client’s certification.
• Where suspension has been invoked due to failure to conduct surveillance audit, the client shall give justification for failure and offer suitable date. An additional day shall be added to routine surveillance days. The date shall not be later than 15 months from last audit. Failure to offer for audit within 15 months shall result in cancellation of certification.
• When corrective action to resolve the problem(s) taken by the client has been verified, certification will be resumed. The period of certification will not be revised to cover the period of suspension.
• Cancellation of certification will be invoked where, following suspension of certification, the client fails to respond to Amity Training and Certification Services communications within the 14-day grace period or fails to implement corrective action within the appointed time period.
• In extreme circumstances Amity Training and Certification Services may invoke the cancellation of certification with immediate effect without recourse to initial certification suspension.
• Cancellation of certification will require the client to assume the status of non-approval and return all certification documentation to Amity Training and Certification Services
• Use of certification documents, symbols, or logos by the client following certification cancellation may result in legal action being taken against the client.
• Re-approval after certification cancellation will be on the same basis, and follow the same process, as that of initial application for a new client. This will require a full assessment, with optional document review at the discretion of Amity Training and Certification Services.
• The de-certification will be published as a separate list and will be available at the Amity Training and Certification Services office and made available upon request.
• The client has the right to appeal any decisions of Amity Training and Certification Services and a copy of the appeals procedures will be made available upon request.
• Scheme Manager shall remove the companies where the certificate has been cancelled. During suspension, suspension remark shall be placed in the registered of approved firms.
• The client files for all cancelled cases shall be archived for a period of 3 months and then destroyed.

Reduction In Scope of Certificates Issued:

Amity Training and Certification Services shall wherever applicable reduce the scope of certification if during the time of routine surveillance audits/ Re approval or Renewal audits, it finds that the certified client has continually / seriously failed to meet the certification requirements for those parts of the scope of certification. The reduction in scope will be approved by the Scheme Manager.