Suspension

Suspension

Under suspension, the client’s management system certification becomes temporarily invalid. TNV may suspend certification in cases such as:

• The certified management system has persistently and seriously failed to meet certification requirements. This includes failure to respond adequately to identified non-conformities, a management system that does not reflect the current organization and processes, or a major part of the management system not being implemented.
• Surveillance or recertification audits are not conducted at the required frequency or as scheduled, including no response to TNV’s surveillance reminders.
• Violation of the certification agreement, for example:
  • non-payment of fees;
  • client being unreachable at its communication address (postal address, e-mail, fax or phone);
  • incorrect use of certification marks (TNV or Accreditation Body marks, logos and symbols) or of reference to certification;
  • not permitting a special audit or short notice audit within the time given by TNV;
  • not responding appropriately to complaints made to TNV about the client.
• Significant non-conformance with applicable management system standards, ineffective or delayed correction of non-conformities, or failure to implement program revisions required for revised standards.
• A voluntary request for temporary suspension by the certified client.
• Evidence from authorities that could affect the status of the certificate. This includes non-compliance with regulatory or statutory requirements, or an ineffective management system in the case of serious incidents or accidents.

Suspension is authorized by the CEO or Quality Manager and is communicated to the client by a formal letter. The letter states the reasons, the start date of suspension, the conditions and due date for lifting it, and the client’s right to respond and appeal (normally 10 working days’ notice). A certificate shall not be suspended for more than 6 months.

During suspension, the certificate is invalid. The client shall not use any advertising matter that refers to certification, and both the client and TNV shall inform enquirers that the certificate is suspended. TNV updates the certification status on its website. On fulfilment of the conditions, the CEO reviews the actions and the Quality Manager lifts the suspension. The client is informed of the decision.

Withdrawal

Certification may be withdrawn if the client does not meet the conditions of suspension, or if the issues that led to suspension remain unresolved within 6 months of suspension or within the time limit set by TNV (not less than 3 months). Other grounds are:

• suspension is not an adequate action;
• the client requests withdrawal;
• the client cannot or will not conform to changed management system rules in time;
• closure of the company or facility;
• unmet financial obligations;
• falsification of any nature.

On withdrawal, the organization shall discontinue all references to certification and return the certificate and copies to TNV. The client may appeal through TNV’s complaints procedure.

Extension

The scope of certification may be extended at the organization’s request, or where TNV proposes a change to the registered scope. The extended scope is verified through audit, normally at the surveillance audit. A revised certificate is issued on acceptance by the client.

Reduction

The scope of certification may be reduced by the CEO on the basis of audit reports and on-site verification. This applies where the client has persistently or seriously failed to meet certification requirements for specific parts of the scope. It also applies where the issues that led to suspension are not resolved within the specified time. A reduction at the client’s own request is handled as a scope change under the procedure. The reduced scope remains in line with the requirements of the standard used for certification.