Appeal and complaint

Procedure for Suspension & Withdrawal
MISUSE OF CERTIFICATION

A client awarded a Certificate shall not to display or otherwise use the certificate and certification mark-logo as soon as practicable after certification is suspended, cancelled or withdrawn.

 

SUSPENSION OF CERTIFICATION

Certification may be suspended for a period at the Quantum Certification’s discretion, for example:

  • if surveillance audit/ follow up audit plans if applicable have not been complied with as per certification continuation requirements
  • if improper use of the certification, certification documentation, or certification mark-logo is not remedied to the Quantum Certification’s certification condition.
  • if the certified client has made a change to the Management System that is not accepted by the Quantum Certification against the existing certification conditions and contract.
  • if payment of invoiced fees is not made in time as per contract condition Prior to issuing a notice of suspension of certification Quantum Certification will:

 

Advise the client of any perceived grounds for suspension,

  • to state when the relevant facts are to be presented to the Head of certification and invite comment (with in specified time ) from the client on the perceived grounds for suspension or any mitigating circumstances.
  • to Present all relevant information to support mitigating cause of suspension to the Head of certification and

 

Communicate to the Client the decision of Head of certification.

As a general condition, when a client is suspended, the client shall:

  • not actively promote their certification for the period of the suspension.
  • not use Quantum Certification mark-logo for the period of the suspension.
  • maintain day to day activity as per its procedures
  • cooperate fully with the Quantum Certification to enable the suspension to be lifted.

 

Suspension shall be confirmed by Quantum Certification in a letter to the client and will indicate the conditions under which the suspension will be removed .
The Head of certification may publish notification of the suspension.
At completion of the specified period, the Head of certification may

  • remove the suspension against accepting satisfactory compliance and notify the client accordingly; or
  • cancel the certification and withdraw the certificate if the conditions are not fulfilled.

 

CORRECTIVE ACTION

The Client is responsible for taking prompt and adequate action to correct any contravention of the certification Criteria, and for formally notifying Quantum Certification of the corrective action proposed or taken.
WITHDRAWAL/CANCELLATION
Quantum Certification shall cancel certification, withdraw the certificate and cancel any
agreement for the use of Quantum Certification certification mark in the following cases:

  • under the relevant provisions of Suspension
  • at the formal request of a client.
  • if the certification Criteria are changed and the Quantum Certification cannot ensure conformity with the new requirements.
  • if the client ceases to operate their certified system.
  • if the client fails to meet financial obligations to Quantum Certification; or
  • on any other grounds specifically provided for under the certification criteria or formally agreed between the client and Quantum Certification.

 

If a certificate is withdrawn, the Quantum Certification Register shall also be amended accordingly and Quantum Certification may also publish notification on that groundincluding MSCERT’s website.
A client may appeal to the Quantum Certification against a decision to withdraw certification.

 

CHANGES TO THE CERTIFICATION SYSTEM RULES
In the event of changes being required to the certification Criteria, Quantum Certification shall:

  • afford opportunity for client affected by a proposed change to submit comments on the proposed change(s).
  • specify an effective date for the change(s); the effective date shall allow sufficient time for clients to amend and implement changes to their Management System.
  • formally notify all clients of the new requirements of the effective date of the change and the action required of the clients concerned; and
  • verify that the changes have been effectively implemented. Failure to take the required action by the effective date may lead to suspension under or withdrawal/cancellation.


Reducing scope
Scope of the certification will be reduced to exclude the part scope in the event of not meeting the requirements. The auditor concerned should report to Quantum Certification after a thorough assessment. Based on the report submitted, Quantum Certification shall take decision to reduce the scope and accordingly re-issue the certificate.


Extending scope
Upon client’s request for extending scope Quantum Certification has to ensure the availability of scope and competence level and advise for Audit considering the Auditor time. The Audit time may be extended after seeing the actual process of the extended part of scope. The certificate will be re-issued incorporating the new scope. This type of scope extension may be clubbed with surveillance audit or it can be carried out separately through Special Audit .
Upon request by any client, MSCERT correctly update and state the status of certification of a client's management system as being suspended, withdrawn , reduced or extended .