POLICY

IMPARTIALITY POLICY

1. It is basic that the ideals of autonomous certification are kept up, to enable clients to trust in certification systems as a strategy for 'checking' suppliers.

2. KRSB association and its operation are built up to protect the objectivity and fair-mindedness of its exercises.

3. All auditors must report any potential or genuine beyond reconciliation circumstance when asked to acknowledge a review assignment.

4. The evaluator should report any genuine/potential occasion of fair-mindedness risk to the Certification Director/or office prior enduring the assignment and to broadcast that they have no excitement for the client (e.g., financial specialist, proprietor or advisor, or has not filled in as a master for the client interior the foremost later three a long time).

5. Additionally, on the off chance that the reviewer has an interest (e.g., financial specialist, proprietor or advisor, or has worked as a master for the client interior the foremost later three a long time), at that point the attestation must be reported.

6. KRSB with cooperation of the interested parties (ICB) will distinguish, dissect and record the connections with related interested parties to decide the potential for strife of intrigued, whether they emerge from inside KRSB association or from the exercises of the related ICB.

7. Where clashes are recognized, suitable activity will be taken.

 

APPEAL AND COMPLAINT

COMPLAINT

1. Complaints received verbally and officially from client shall be recorded. A confirmation and progress report shall be made to the client, until final outcome is known. Submission, investigation and decision on complaint shall not result in any discriminatory actions against the complainant. Any complaint made shall be treat as confidential. The details of the complainant shall not be exposed.

2. KRSB shall be responsible for all decisions at all levels of the complaint-handling process. KRSB shall ensure that the persons engaged in the compliant-handling process is different from those who carried out the audits and made the certification decisions.

3. The Complaint shall then be submitted to Certification Director for complete investigation to ensure the validity of complaint. If it is valid, Certification Director shall take appropriate correction immediately and implement corrective / remedial action to prevent from recurrence. This shall be considered as the formal end of the complaint process. If needed to make public this should be discussed with the client.

4. Results of investigation including action taken shall be reported to client and its status updated by Certification Director / Administrator to ensure complainant is well informed on the status of the complaint. Any complaint about a certified client shall be referred by KRSB to the certified client in question at an appropriate time within 30 days.

5. KRSB shall determine, together with the client and the complainant, whether and, if so to what extent, the subject of the complainant and its resolution shall be made public.

 

APPEAL

1. For complaint in the form of disputes which cannot be resolved by both parties especially pertaining to certification decision, client have the right to appeal.

2. The details of the Client’s appeal shall be in writing and forwarded to an Appeals Committee which shall convene and handle the matter in a fair and impartial manner.

3. Exact details of the appeals handling are defined in relevant procedure. Where the appeal involves extremely confidential issues, the appellant is allowed to present his/ her case directly to the Appeals committee.

4. Once the Appeals Committee has made its final decision, client shall be informed of the Findings results and outcome of the appeal and decision is final.

 

RULES OF CERTIFICATION

1. General Conditions:

i. Certification Audit of Client’s management system shall be performed on the basis of the requirements of applicable standards.

ii.
MSPO 2530
The audit program shall include a two-stage initial audit which shall be conducted onsite and only in exceptional cases the stage1 audit shall be carried offsite, surveillance audits in the first, second, third & fourth years, and a recertification audit in the fifth year prior to expiration of certificate.

ISO 45001

The audit program shall include a two-stage initial audit which shall be conducted onsite and only in exceptional cases the stage1 audit shall be carried offsite; surveillance audits in the first and second years, and a recertification audit in the third year prior to expiration of certificate.

iii. Client shall make all necessary arrangements for the conduct of the audits, including provision for examining documentation and access to all processes and areas, records and personnel for the purpose of initial certification, surveillance, recertification and resolution of complaints.

iv. Client shall make provisions, where applicable, to accommodate the presence of observers (e.g., accreditation auditors or trainee auditors).

v. Client shall comply with certification requirements.

vi. Clients shall agree to release audit report information to regulators.

 

2. Terms of Payment:

i. Postponement of confirmed on-site audit dates may result in charges up to 50 percent of scheduled on-site assessment plus all pre-paid expenses.

ii. In the event an account is not paid or otherwise resolved within 30 days after the date of invoice, Thereafter, interest will be become chargeable on the outstanding amount @ 18% per annum. KRSB may at its option:

· Refuse any further consideration of the agreement,

· Not issue a certification document or

· Terminate the agreement with reasons in writing

iii. Fees and expenses incurred by KRSB in connection with collecting past due accounts shall be the responsibility of the Organization.

iv. Certificate of Registration will only be issued upon successful assessment and when the outstanding invoices have been settled

v. Fees for special Surveillance visits, as and when, required to be made to the Organizations premises, will be specifically quoted and charged, separately.

vi. Travel expenses of Assessment staff will be charged at actual from our nearest office.

vii. Boarding and lodging expenses shall be charged at actual where the assessment staff is required to travel overnight.

 

3. Rights and Duties of Client Organization (Pre-Certification)

i. Client Organization shall provide to the KRSB all documents, information and facilities at sites as required, to enable KRSB to provide its services under this Agreement and sites will be audited as per the sample plan prepared by KRSB.

ii. The Organization agrees to comply with relevant provisions of the provision of the standard and certification requirement for which the certificate is applied, with the requirements for certification-granting, maintaining, reducing, extending, suspending, withdrawing certification and recertification If the organization has multiple sites the agreement shall cover all the sites covered by the scope of the certification.

iii. KRSB can select any accredited client for witness audit. The client shall permit for the witness audit and allow the accreditation body assessors to assess the competency of the KRSB auditor. There shall be no additional charges for witness audit and all the expenses shall be borne by KRSB.

iv. Due to any circumstances whatsoever, KRSB can visit the client any time and if this visit is not for the purpose of Surveillance or follow-up audit, then fees shall be charged.

v. When requested, Organization shall make available all documents including complaint and related matters to KRSB.

vi. KRSB shall not be liable for any loss or damage due to any failure or delay in performance of this agreement resulting from any cause beyond our reasonable control, compliance with applicable regulations or directive of national, state or local governments is the responsibility of the client.

vii. Client will agree to ensure that the auditors/ assessors are properly briefed about health, safety and other necessary safety hazards that they may encounter during the audits. Client will be responsible for providing them with the personnel protective / safety equipment during the audits.

viii. For the scopes not available with the KRSB, the validity of certificate is contingent upon the organization agreeing and meeting the requirements specified in Certification Rules as given in our website and this agreement. The conformity with the requirements for certification is the responsibility of the organization. KRSB shall issue a non-accredited certificate. As per the terms mutually agreed a fresh accredited certificate may be issued as and when the activity is accredited by Accreditation Body. In the event the client is issued a non-accredited certificate, KRSB can provide an accredited certificate only after doing a fresh audit as per the terms mutually agreed. In case any change of rules or methodology is advised by the accreditation body, the same shall be applicable for certification body and the client for maintaining the validity of Certificate.

ix. After the signing of agreement, if the applicant wishes to cancel it, the advance or any other charges paid shall not be refundable. Liability of KRSB is limited to a maximum of amount equivalent to the fees paid by the client.

x. The client shall agree allow and give access to Auditors and /or Certification personnel or observer to carry out any auditing activity, Inspection or investigation against any complaint

xi. The Organization hereby warrants the completeness and accuracy of all documents and accuracy of all information supplied to KRSB.

 

4. Post Certification Terms & Conditions:

i. Certificates: Certificates of conformity issued by KRSB shall be the property of KRSB and that these shall be returned to KRSB if and when the certificate is withdrawn.

ii. Use of Logos and Marks: Right to use Logo is granted and the use of the logo is subject to restrictions.

iii. Logo/Marks shall not be used during the period of suspension / withdrawal of certificate and shall be discontinue from all its advertisement material that’s contains a reference to certification.

iv. Certified organization shall not apply marks to laboratory test, calibration or inspection reports, such reports are deemed to be products in this context. Mark shall not be used on a product or product packaging seen by the consumer or in any other way that may be interpreted as denoting product conformity

v. Use of KRSB and accreditation logo on any test report or certificate is not allowed stating/indicating that the tests are approved.

vi. Not to use logo of KRSB or Accreditation Body in such manner as to bring KRSB or to Accreditation Body into disrepute and not to make any misleading or unauthorized statement or incorrect references (such as claiming certification of locations/ activities/ sites not covered in the scope) with respect to their certification.

vii. Certified organization shall not to use certification/ accreditation logos to indicate that the product or service is certified by KRSB.

viii. Certified organization shall not use or permit the use of a certification document or any part thereof in a misleading manner

ix. The Client Organization shall ensure compliance to these requirements while making reference to its registration or use of certification logo/ mark in communication media such as Documents, brochures or advertising. The customer shall follow the logo rules which be supplied along with the certificate, if issued.

x. Voluntary withdrawal: Client may request for suspension / withdrawal of certificate on temporary basis if they feel that their existing system does not comply / conform to the requirements of the standard.

xi. Suspension and withdrawal and Restoration: KRSB will impose the suspension based on the conditions defined and which are publicly available on the website. KRSB will Suspend and / or Withdraw the certificate if the client fails to meet the requirements of the Standard or Criteria, fees and / or expenses incurred by KRSB are not paid / cleared and also in the opinion of the auditor that the terms of business of KRSB you are complying with, is not established. The reasons which caused suspension shall be complied within 30 days. In case the client organization has not complied with then, suspended certificate will be withdrawn. Under the withdrawal of certification the organization shall return the original certification and other related documents. Upon suspension and withdrawal of certification, the Organization shall discontinue its use of all advertising matter that contains reference to certification as directed by KRSB. The Client organization can restore the certification with 6 months of the suspension after complying all the condition by which the certificate was suspended.

xii. The client shall agree to inform KRSB any changes with respect to Management System, Organizational change including Legal, Commercial, Organisational status, ownership, Changes in personnel like managerial, decision making and Technical staff, change of location or address or site, changes in the certified scope and any major changes in management system and processes including additional or deletion of processes / activities, fatal incidents, serious injuries, occupational disease or legal action by a regulatory authority and KRSB will take the appropriate action. Any such issues related OHS finding by any third party shall be brought into notice of KRSB during Surveillance or Re-Certification Audit.

xiii. Certification is granted and maintained based on the limited sampling audit and KRSB shall not be responsible for the client's failure to maintain the implemented documented system.

xiv. Complaints and appeals: Client Organisation has the right to complain against assessment / findings on decisions taken by KRSB auditor / independent auditor. The complaint shall be in writing and an independent investigation shall be carried out KRSB and the findings of the complaint will be intimated to client organisation. Client organization have the right to appeal against any decision taken. Any complaints received from third party will be forwarded to you regarding and the decision shall be disclosed to third party. The actions taken by you on these complaints shall be notified and communicated to KRSB.

xv. The client Organization hereby warrants and covenants with KRSB that it will, at all times, during the subsistence of the Agreement comply with all KRSB requirements necessary for the issuance of the Certificate of Registration including (but without prejudice to the generality thereof) all statutes, rules, regulations issued by any statutory or other competent authority, all recommendations, codes and similar matters issued by any authority, pursuant to which in compliance of which or for the purpose of which the Certificate of Registration is issued or such other reasonable requirements of KRSB as are Necessary to enable the Certificate of Registration to be issued and maintained in force in conformity with KRSB's Accredited Quality System Certification Scheme Regulations.

xvi. The client organization shall ensure that the information provided to KRSB by the organization, relevant to its management system is kept updated and it shall promptly notify KRSB of any intended change in its Management system which would significantly affect the effective implementation of its management system. Changes such as contact address and sites, legal status, scope of Certification, organizational structural changes need to be communicated to the KRSB

xvii. Client Organization shall not use or present the use of certification document in a misleading manner or make such statements.

xviii. Client Organization shall amend all advertising matter when the sector and scope of certification has been reduced

xix. Client Organization shall not allow reference to its management system certification to be used in such a way, as to imply that KRSB has certified a product or services or process

xx. Client Organization shall not imply that the certification applies to activities that are outside the sector and scope of certification.

xxi. Client Organization shall not use its certification in such a manner that would bring the certification body and/for certification system into disrepute or loose public trust.

xxii. Certified Client Organisation informs to KRSB without delay, of matters that may affect the capability of the management system to continue to fulfil the requirements of the standard used for certification. These include, for example, changes relating to the legal, commercial, organizational status or ownership, organization and management (e.g. key managerial, decision-making or technical staff), contact address and sites, scope of operations under the certified management system, and major changes to the management system and processes. KRSB shall review the changes and may conduct the audit to verify the changes.

xxiii. Certified organization shall Allow the Accreditation Board Assessors with or without KRSB Audit Team to verify the relevant documents and records maintained for particular Management System Certification, the information about the audit will be provided well in advance.

xxiv. KRSB may at any time, refuse to issue a certificate or suspend or cancel such certificate in circumstances where, in KRSB’s opinion, compliance with the specified standard/ specification (including not meeting the regulatory requirements) is not maintained on continuous basis or conditions of this contract are not met. In case of cancellation, the customer’s name shall be removed from the register of certified companies and such information may be available to public.

xxv. The Client organization shall declare in advance that any of its employee does not have any conflict of Interest with the KRSB.

 

5. Short Notice Audit

i. KRSB conduct audits of certified clients at short notice or unannounced audit to investigate complaints after ensuring that it belongs to

ii. KRSB, or in response to changes (Legal status, Organisation and management, address and sites, scope, major changes to management system and processes, fatal accidents or a legal action by any regulatory authority) OR as follow up on suspended clients

iii. In either of such cases KRSB will describe and make known in advance to the certified clients on the following aspects:

· Certification process as described in the website

· normative requirements of certification

· information about the applicable fees

· Any changes in the accreditation rules affecting their certification

· Any change in the standards

· to make all necessary arrangements as per the requirements of KRSB certification procedure

· Accommodate Observers as needed by KRSB

· Identifying and recording nonconformities and the need for corrective action by organizations on a timely basis for such

· items as incorrect references to the certification or misleading use of certification information.
KRSB appeals and complaints procedure

iv. The client Company can’t refuse or reject or make any objection for the Auditor or the Audit Team in case of short notice Audit. This the client responsibility to accept and facilitate Accreditation Body like from which seeking accreditation for its Management System without any or with limited time notice.

 

6. Liability:

i. Except, in the case of deliberate neglect on the part of KRSB, its employees, servants or agents, KRSB shall not be liable for any loss or damage sustained by any person due to any act of omission or error whatsoever or howsoever caused during the performance of its assessment, certification or other services.

ii. In the case of neglect, as aforesaid, the limit of any loss, damage or otherwise KRSB liability will be limited to an amount not exceeding the maximum fee (if any) charged by KRSB for the particular service in respect of which the neglect arose. While the restrictions on liability herein contained are considered by the parties to be reasonable in all the circumstances, if such restrictions taken together or any one of them shall be judged to be unlawful or unenforceable then the said restriction shall apply with such words deleted or amended or added.

iii. The provision of this clause shall not apply to any death or personal injury but the Organization shall maintain at all time adequate insurance sufficient to cover all liability that may arise as a result of any matter arising.

 

7. Force Majeure:

KRSB shall not be liable in any respect, should it be prevented from discharging such obligations as a result of any matter beyond its control which could not be reasonably foreseen.

 

8. Disputes:

In case of any dispute arising between the parties then it shall be settled by appointment of the sole

arbitrator as The Malaysian Arbitration Act. Aggrieved party can challenge the award of arbitrator with 30 days of the award but the Jurisdiction area shall be Malaysia and the case can be filed in the competent court of Malaysia only.