Certification rules and process

1. Purpose and Scope

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These Certification Rules govern the application, evaluation, surveillance, and recertification processes conducted by Vexor Certification. They apply to all clients seeking or maintaining management system, food safety, or product conformity certification.

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2. The Certification Process

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The standard audit pathway comprises eight distinct milestones:

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1. Application and Scoping: The client provides organisational details, operating locations, headcount, and boundaries. Vexor determines audit man-days based on standard sector complexity criteria and issues a formal written quote.

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2. Certification Agreement: A legally binding agreement is signed, confirming mutual obligations, confidentiality, and adherence to these rules.

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3. Stage 1 Audit (Readiness Review): The audit team assesses the client documentation, operating location readiness, internal audit records, and management review to determine preparedness for Stage 2.

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4. Stage 2 Audit (On-Site Implementation): The audit team evaluates live operational conformity against standard requirements, interviewing personnel and sampling objective evidence.

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5. Nonconformity Management: Any identified nonconformities must be resolved through documented root cause analysis and verified corrective action plans within agreed timeframes.

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6. Independent Technical Review: An independent technical committee member with zero audit involvement reviews the audit file before any certification decision is made.

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7. Certification Decision and Register Activation: Upon positive determination, a formal certificate with ISO 7064 check digits is issued and published in the live register.

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8. Surveillance and Recertification: Annual surveillance visits are conducted in Years 1 and 2, followed by a triennial recertification audit prior to expiry.

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3. Nonconformity Classifications

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• Major Nonconformity: Absence or total breakdown of a system requirement. Prevents certificate issuance until corrective actions are implemented and verified via on-site or desktop re-evaluation within 90 days.

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• Minor Nonconformity: A single observed lapse or isolated failure that does not undermine the overall integrity of the management system. Requires an accepted corrective action plan within 30 days and verification at the subsequent surveillance audit.

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• Opportunity for Improvement (OFI): An observation highlighting an area where efficiency or resilience could be enhanced, requiring no mandatory response.

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4. Surveillance Audits

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Surveillance audits must take place at least once per calendar year. The first surveillance audit following initial certification must be completed within 12 months of the certification decision date. Failure to permit surveillance audits is grounds for immediate suspension.