Certification Rules

Accredited Management System Certification Rules

Introduction

In today’s competitive global environment, organizations across manufacturing and service sectors are required to demonstrate their capability to consistently deliver quality products and services. Implementing internationally recognized management system standards such as ISO 9001, ISO 14001, ISO 45001, ISO 22000, ISO 27001, ISO 20000-1, ISO 50001, etc., provides this assurance.

Certification to these standards is widely recognized as proof of an organization’s commitment to quality, safety, sustainability, and customer satisfaction.

Purpose

These Certification Rules define how HOQ Management Services Pvt. Ltd. conducts impartial, competent, and independent assessments of management systems for the issuance and maintenance of accredited certifications.

Scope of Certification Scheme

HOQ operates a third-party management system certification scheme designed to recognize organizations that have effectively implemented and maintained documented management systems.

The scheme includes:

• Determination of certification scope and applicable standards

• Independent certification audits

• Issuance of accredited certificates

• Surveillance audits to verify continued conformity

• Recertification audits

Organizations seeking certification must establish and implement a management system as per the applicable ISO standard.

Certification Procedure

1. Enquiry & Quotation

The applicant completes a questionnaire. Based on the information, HOQ provides a detailed proposal and fee quotation.

2. Application

Upon acceptance of the proposal and submission of the application with fees, the certification process begins and audits are scheduled.

3. Extension of Certification Scope

Requests for scope extension, additional sites, or activities are verified during a special audit or surveillance audit before approval.

Audit Process

Stage 1 Audit

• Review of documented management system

• Verification of internal audits and management review

• Assessment of readiness for Stage 2

• Identification of gaps and required corrective actions

Stage 2 Audit

• Evaluation of system implementation and effectiveness

• Verification of compliance with ISO requirements

• Identification of nonconformities (Major/Minor)

• Certification recommendation after satisfactory corrective actions

Corrective Actions

Organizations must submit a Corrective Action Plan (CAP) within the defined timeframe:

• Major Nonconformities → Verified before certification

• Minor Nonconformities → Addressed with evidence and verified later

• Opportunities for Improvement → Reviewed during next audit

Issue, Validity & Renewal of Certificate

• Certificates are issued after successful review and closure of nonconformities

• Validity: 3 years

• Renewal requires a successful recertification audit before expiry

Surveillance Audits

Conducted at least once every 12 months to verify:

• Continued system effectiveness

• Implementation of corrective actions

• Legal compliance

• Use of certification marks

• Continual improvement

More frequent audits (6 or 9 months) may be conducted if contractually agreed.

Special Audits

May be conducted when:

• Significant system changes occur

• Complaints are received

• Misuse of certification mark is suspected

• Transition to new standards is required

Short Notice Audits

HOQ may conduct short-notice audits due to:

• Complaints

• Adverse publicity

• Breach of certification conditions

Clients will be informed in advance, and auditor impartiality will be ensured.

Suspension of Certification

Certification may be suspended if:

• Surveillance audits are not conducted as required

• Certification marks are misused

• Misleading claims about certification are made

During suspension, the organization must stop promoting its certification.