SOPs for Suspension & Withdrawal etc

SOPs FOR SUSPENSION OR TERMINATION OF CERTIFICATE

 

  1. Purpose

The procedure established for suspension, withdrawal or reduction of the scope of halal certification in case when the client’s certified management system has persistently or seriously failed to meet Halal certification requirements.

  1. Scope  

This procedure applies to the Halal CB (Private) Limited issued certificates/certified clients. In particular, this procedure applies to halal management systems certificates and is intended for all employees who are involved in the suspension, withdrawal and reduction of scope of a certificate where a certified client is failed to abide by the rules for certification and relevant Halal standard requirements.

  1. Terms & Definitions
  • Suspension: Temporary hold of the certification services.
  • Withdrawal: Permanent retraction of the certification services and terminate contract.
  • Reduction of Scope: Decrease scope of certification.
  • Re-audit: Compliance assessment /audit after suspension or withdrawal.

 

  1. Policy (Conditions for Suspension / Withdrawal /Scope Reduction of Certification)         

Accreditation Manager (AM) is responsible for suspension, withdrawal or reduction of the scope of halal certification.  Halal CB shall suspend/withdraw /scope reduces of certification in following cases:

  • Major nonconformity is raised during a special surveillance, which indicates that insufficient action was taken by the client to solve raised nonconformities.
  • Shariah offences are involving Shariah laws such as using Haram material, mixing/storage of Halal and Haram material together after receiving certificate from Halal CB.
  • Technical and/or operational offences such as relocation of premises /factory, change of management, name of company and other changes as mentioned in certification proposal and without informing Halal CB.
  • The client’s certified management system has persistently or seriously failed to meet halal certification requirements, including requirements for the effectiveness of the management system.
  • The certified client does not allow surveillance or recertification audits to be conducted at the required frequencies.
  • If the organization fails to comply with the financial requirements of the agreement of certification.
  • Misuse of the certification/accreditation mark & violation of certification regulations.
  • The organization fails to conform with the agreed Halal standard consistently.
  • Non-compliance to the terms and conditions specified in agreement. Improper use of Halal CB and/ or accreditation body certification mark was discovered and has not been resolved effectively by the client after notification by Halal CB.
  • Insolvency of the certificate holder or non-payment of liabilities.
  • The certified client has voluntarily requested a suspension.
  • Failure to resolve the issues that have resulted in the suspension in a time established by the Halal certification body shall result in withdrawal or reduction of the scope of certificate.
  • The Halal CB shall reduce the client’s scope of certification to exclude the parts not meeting the requirements.
  • Upon request by any party, the Halal certification body shall correctly state the status of certification of a client’s management system as being suspended, withdrawn or recertification.
  • Any other reason that certification authority realizes the call for suspension, scope reduction or withdrawal of certification.

 

  1. Suspension Procedure

The Halal CB shall suspend certified client in of the following;

  • 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 does not allow surveillance or recertification audits to be conducted at the required frequencies.
  • The certified client has voluntarily requested a suspension.
  • If the certified client has breached the certification proposal and contract: HCB/03/61.
  • The decision on suspension of certificate shall be made by the Accreditation Manager (AM) in consultation with Islamic Affairs Expert and final approval from the CEO and the client is notified about the suspension along with objective evidence / reasons.
  • The period of suspension will be monitored by the Accreditation Manager.
  • Actions taken during the period of suspension (records of telephone calls, meetings etc.) shall be recorded on the form to provide a record of activity.
  • During the period of suspension, the client shall not promote or advertise its certification registration because of its temporary invalidity.
  • Failure to correct the issues that led to suspension of certification within six months, shall result in the decision to withdraw or reduce the scope of certification.
  • The status of clients is developed and communicated to IT department to make it publicly accessible on Halal CB portal on regular basis, further IT department will take action as per procedure and authority.

 

  1. Suspension Lifting   
  • If the suspension period shall not exceed six months then another special audit (short notice audit) shall be arranged to review the situation.
  • If the Client’s Management System is incompliance with requirements at this Special audit (short notice audit), suspension may be lifted by the Accreditation Manager and the routine surveillance plan re-instated.
  • If the client is taking action to clear the nonconformities, but has not completed the effective implementation, Lead Auditor may recommend an extension on the initial suspension period.
  • If, in the opinion of the Lead Auditor conducting the special audit (short notice audit), the client has been unwilling or unable to clear the nonconformity, withdrawal of the certificate shall be recommended to the Accreditation Manager.
  • Re-audit/ special audit (short notice audit) report is reviewed by the CEO and if CEO is part of audit team then Accreditation Manager will verify the decision.
  • Lifting of a suspension is a decision process, therefore all information to support the lifting of a suspension shall be given to the Accreditation Manager for approval.

 

  1. Reduction of Scope/Withdrawal Procedure
  • Halal CB has some contractual arrangements which ensures that the client organization, upon suspension or withdrawal of its certification, discontinues its use of all advertising matter that contains a reference to certification; amends all advertising matter when the scope of certification has been reduced; does not imply that the certification applies to activities that are outside the scope of certification.
  • Failure to resolve the issues that have resulted in the suspension in a time established by Halal CB results in withdrawal or reduction of the scope of certification.
  • Halal CB will reduce the client’s scope of certification to exclude the parts not meeting the requirements, when the client has persistently or seriously failed to meet the certification requirements for those parts of the scope of certification. Any such reduction is in line with the requirements of the standard used for certification.
  • The decision on reduction of scope/withdrawal of certificate shall be made by the Accreditation Manager in consultation with Islamic Affairs Expert and final approval from the CEO and the client is notified about the reduction of scope/withdrawal along with objective evidence / reasons.
  • Upon request by any party, Halal CB correctly states the status of certification of a client’s management system as being suspended, withdrawn or reduced.
  • The status of clients is developed and communicated to IT department on regular basis further IT department will take action as per procedure and authority.
  1. Responsibilities
  • CEO is the final authority to take any decision regarding suspension, withdrawal, or reducing the scope of certification, if he is part of audit team then Accreditation Manager is responsible.
  • The certification decision committee gives only its suggestions to Halal CB, to make the suspension, withdrawal or reduction decision.
  • Accreditation Manager is responsible for sending warning, suspension and withdrawal letters and notifying the client.
  • Accreditation Manager (AM) is responsible to manage all related activities and documentation.
  • Accreditation Manager has the responsibility of taking decision about suspension, withdrawal and reduction the scope of certification and making other relevant arrangements.
  1. Reaudit
  • During reaudit more than 3 months, all elements of the entire management system will be audited.
  • If a successful re-audit does not occur, the certification will be withdrawn.
  • Once a certificate has been withdrawn, it shall only be regained through a Stage-1 & 2 audit after new application & service contract.