Scheme Rules and Regulations
Scheme Rules, Regulations, Complaints and Appeals: The URS Far East Pte Ltd certification regulations and other services regulations are presented below.- These regulations relate to certification by a member of the URS Far East Pte Ltd..
- The URS Far East Pte Ltd is the final authority by which certificates may be granted, and acts through the Schemes Manager who, for the purpose of making assessments under these regulations, may from time to time delegate his/her functions as he/she may appoint or remove as he/she may deem necessary, subject to such conditions as the executive board may from time to time impose.
- An applicant who satisfies the Schemes Manager that they are capable of compliance with these regulations and that the client carries out a bona fide business, and who gives to the Schemes Manager such undertakings as he may require shall, subject to the conditions of these regulations be entitled to a certificate which shall nevertheless remain the property of the appropriate URS Far East Pte Ltd member. Initial Certificates generally, have a valid from date and an expiry date (for Management system certification the period is typically 36 months). If an organization does not intend to renew its certificate it must notify the Schemes Manager in writing of its intention not to do so, at least two months before the certificate expiry date. An organizations right to use the certificate is not transferable without the express permission of the schemes manager in writing.
- A certified organization shall:
- The appropriate URS Far East Pte Ltd member shall be entitled to charge fees at a level to be determined from time to time having regard to its costs relating to the administration of its schemes: An organization shall pay: (i) A fixed annual fee, or other fee agreement as agreed in writing for each certificate granted (this will include costs of surveillance, where appropriate), which shall not in general be returnable. (ii) Additional fees for assessment, supervision, re-issue or endorsement of the certificate and administration such as shall from time to time be determined by the board to be fair and appropriate. (iii) A final assessment fee upon termination of the certificate, however determined if such assessment be required by the certificate board. (iv) (a) Any additional costs incurred by the URS Far East Pte Ltd member due to the certified organizations non-compliance with these regulations. (iv) (b) Whilst it is the Group?s policy to offer competitive fees, clients which cancel pre-arranged visits without reasonable notice (less than 5 working days), may force a charge to be levied for such a cancellation, given that travel arrangements and accommodation may have been booked in order to provide an economic tour to be made by the auditor to keep costs, and therefore, fees to a realistic level. Further, the situation can be aggravated when sub-contract auditors are used for audit assignments.Given the above, clients will no doubt avoid such requests and fully understand the above policy and appreciate that any notice of cancellation should be made in writing to the local office. (v) Travel expenses, as applicable, and related to certification activities. (vi) All fees may be payable in advance of the activity to which they refer i.e. Application fee prior to document review; Assessment fee prior to assessment: and Annual Surveillance fee prior to surveillance, except where a continual payment method is used e.g. Standing Order or other arrangements have been approved by the appropriate URS Far East Pte Ltd member. Failure to pay could result in delayed surveillance or recertification activities which would jeopardise certification. URS Far East Pte Ltd will send payment reminders until such time as non-payment prevents the surveillance or recertification activity whereupon the certificate will be suspended or withdrawn (see 9. below).
- The URS Far East Pte Ltd shall:
- If a registered organization is temporarily unable to comply with the requirements of these regulations, the URS Far East Pte Ltd member will require the registered organization to discontinue use of the logo, and/or any claim to be a registered organization with immediate effect until they are satisfied that the conditions of certification are again achieved or pending the result of any appeal under regulation 12.
- In the event that an IATF 16949 registered organization no longer supplies to an IATF 16949 subscriber the Schemes Manager must be notified in writing within 20 working days, where upon registrations will be withdrawn (but not ISO 9001). Additionally, those companies that are being audited and registered to ISO 14001 must notify the relevant regulatory body or bodies (including the appropriate URS Far East Pte Ltd member) of any known breach of regulation/legislation appertaining to the environmental system certified. Similarly, those companies that are being audited and registered to Health and Safety must notify the relevant regulatory body or bodies (including the appropriate URS Far East Pte Ltd member) of any known breach of regulation/legislation appertaining to the system certified.
- If a registered organization fails to comply with these regulations the URS Far East Pte Ltd member may, subject to the provisions in regulation 12 & URS procedure R-15-S regarding suspension, restoring and withdrawal as appropriate:
- In the event of a registered organization or applicant wishing to appeal against any decision of the URS Far East Pte Ltd Schemes Manager, Independent Certification Board under these regulations, it shall be within 21 clear days after having been officially informed of such a decision, giving notice in writing to the Independent Certification Board of its desire to appeal against that decision.
- Should a client wish to make a complaint against the service offered by any member of the URS Far East Pte Ltd, they should, in the first instance, write to the Schemes Manager at the appropriate URS Far East Pte Ltd member Head Office. The contact addresses can be found on the URS Far East Pte Ltd website at www.urs-holdings.com
- These regulations may from time to time be altered by the ICB. No such alterations shall affect the right of any registered organization to use the applicable logo, or claim to be registered under these regulations unless or until it shall have been given notice in writing of such alterations by the appropriate URS Far East Pte Ltd member who will notify the registered organization of the date by which it must comply with the altered regulations, which shall not normally be less than six months from the date of notification of the alteration.
- The following information shall be open for inspection by the public at the appropriate URS Far East Pte Ltd members operating address, which shall be published:
- i) List of Registered Organizations ii) Certifications suspended & withdrawn iii) Complaint & Appeal handling procedure.
- Any notice under these regulations shall be in writing and signed by or on behalf of the party giving it and may be served by leaving it or sending it by pre-paid recorded delivery or registered post, in the case of the URS Far East Pte Ltd member or the registered organization at or to its address for the time being (registered office where applicable).
- As an accredited registrar the relevant Accreditation Bodies reserve the right to perform witnessed audits on our auditors, evaluators, or Inspectors, you therefore need to be aware that as a registered client, for some schemes, standards there maybe instances where the auditor, evaluator, or Inspector will be accompanied by an auditor(s) from the relevant Accreditation Body. As a registered client you are obliged to allow the Accreditation Body auditor(s) to carry out the witnessed audit on your site.
- Any URS Far East Pte Ltd Auditor, Inspector, Evaluator (whether permanently employed, or acting as a sub-contractor) to a Customer, or Client premises, or customers to the URS Far East Pte Ltd Customer, or supplier, hold the appropriate Insurance to cover the said URS Far East Pte Ltd Auditor, Inspector, or evaluator.
- If transportation is required to and from a Customer, Client, or customer, or supplier to the URS Far East Pte Ltd Customer and such transport is taken by the URS Far East Pte Ltd Auditor, Inspector or Evaluator (whether permanently employed, or acting as a sub-contractor), then appropriate insurance cover shall be held by the Customer, Client, customer to the URS Far East Pte Ltd Customer, or supplier.
- Where Auditors, Inspectors, Evaluators visit a client, or a customer, or supplier of a client to perform their duties, the customer must provide the relevant Personal Protection Equipment (PPE) and provide adequate training, instruction prior to work commencing. Further the Customer must NOT allow the Auditor, Inspector, Evaluator to handle equipment without express supervision and instruction.
- System Certification – Findings that must be corrected against the standard that is being audited, the URS Far East Pte Ltd will not be liable for the determination of the said corrective action and implementation. The decision as to what is required to correct a finding is solely within the remit of the Customer or Client.
- Persons Certification – As item (4) above, but in some cases, in particular for the FLAME scheme, recommendations will be given to correct the finding. It is incumbent on the customer to review such recommendations and should the customer have concerns with the stated recommendation, the customer is invited to contact URS Far East Pte Ltd Head Office for a view prior to any such implementation.
- Inspection – As item (5) above, but additionally, there may be specific requirements stated within the contract, together with additional PI insurance requirements.