Norme e regolamenti degli standard

Regole, regolamenti, reclami e ricorsi per gli standard:

United Registrar of Systems (Holdings) Ltd. (di seguito denominata URS) definisce le normative sulla certificazione e le altre normative sui servizi.

1. La presente normativa si riferisce alla certificazione emessa da parte di un membro della URS Holdings.
Ai fini del presente regolamento, "URS Holdings" indica qualsiasi marchio gestito da URS (Holdings) Ltd. Tutti i marchi associati e le società collegate, come URS Regulation, URS Systems, URS Verification, URS People, URS Product, URS Monitoring (Inspection).

"Logo": indica il logo approvato da URS Holdings.

"Comissione di appello": si intende una commissione dell'URS Independent Certification Board istituita allo scopo di esaminare gli appelli. Il collegio nominato per ogni appello sarà composto da un Presidente e da almeno due membri dell'Independent Certification Board, nessuno dei quali dovrà avere alcun interesse diretto nell'oggetto dell'appello.

"Richiedente": indica una persona fisica, una persona giuridica o un ente costituito che ha presentato domanda, ma non ha ancora ottenuto un certificato per l'ambito della domanda stessa che si tratti di certificazione, ispezione o altro servizio correlato.

"Consiglio di Amministrazione": indica il Consiglio di Amministrazione istituito come organo di governo di URS Holdings.

"Standard o Schema" indica lo standard o lo schema per il quale il Cliente richiede la Certificazione (ad esempio: ISO 27001) e/o i servizi di Ispezione quali audit Sociali, o servizi correlati forniti dall'URS.

"Certificato" indica un certificato attestante che il sistema di gestione, o l'ispezione eseguita, o la formazione impartita, o un altro servizio che produce un output di Certificato concesso all'azienda, è stato valutato da un membro di URS Holdings in conformità con il presente regolamento.

"Schemes Manager" indica la persona nominata dal Consiglio di Amministrazione come responsabile dell'area di cui il Consiglio è responsabile. Possono esserci diversi Schemes Manager a seconda degli standard e/o dei servizi offerti.

"Azienda registrata" indica un individuo, un ente giuridico o una persona giuridica a cui è stato concesso un certificato da un membro di URS Holdings.

"Sistema di gestione documentato" indica un insieme di documenti/descrizioni/protocolli/procedure operative standard/istruzioni di lavoro, o altre istruzioni formali, che servono a implementare il sistema di un'organizzazione definendo così le pratiche, le risorse e le attività specifiche di tale organizzazione pertinenti al raggiungimento della conformità con uno standard, con una specifica o con un requisito altrimenti specificato, e con specifici codici di condotta.

"Note guida/Note del revisore": documento elaborato dall'URS, dall'industria, dagli appaltanti e dagli interessi associati, con o senza la partecipazione di un membro dell'URS, che specifica i requisiti di uno standard/schema/requisito in relazione a un particolare settore industriale.

2. URS Holdings o una qualsiasi delle sue società affiliate è l'autorità tramite la quale possono essere rilasciati i certificati o emessi i report (ad esempio, URS Verification in caso di Social Audit). Agisce tramite la figura dello Scheme Manager che, allo scopo di effettuare valutazioni ai sensi del presente regolamento, può di volta in volta delegare le proprie funzioni, come ritenuto necessario, fatte salve le condizioni che il Consiglio Esecutivo può di volta in volta imporre.

3. Un richiedente che, agendo in buona fede, convinca lo Scheme Manager di essere in grado di rispettare le presenti normative e le relative condizioni, avrà diritto a un certificato o a un audit che tuttavia rimarrà di proprietà del rispettivo membro URS. Nel caso di un Management System Certification Scheme, i Certificati rilasciati hanno generalmente una data di inizio validità e una data di scadenza (per la certificazione del sistema di gestione il periodo è in genere di 36 mesi). In tal caso, se un'azienda non intende rinnovare il proprio certificato, deve notificare per iscritto allo Scheme Manager la propria intenzione di non farlo, almeno due mesi prima della data di scadenza del certificato. Il diritto di un'azienda di utilizzare il certificato o il report, a seconda dei casi, non è trasferibile senza l'espressa autorizzazione scritta del Scheme Manager.

4. Un'azienda certificata o sottoposta a verifica, ovvero un cliente, deve:

(i) rispettare sempre queste norme;
(ii) Utilizzare il logo appropriato in conformità alle condizioni definite per l'uso di Marchi e Loghi, come definito all'interno di questo sito Web e in relazione al/ai servizio/i o prodotto/i oggetto del certificato, e solo dall'indirizzo indicato sul certificato o sul rapporto (e allegato, se appropriato).
(iii) Mantenere e documentare il sistema (ove applicabile) in conformità con lo standard appropriato e rendere disponibili copie di tutto o parte del sistema documentato qualora lo Scheme Manager lo richieda.
(iv) Notificare al membro URS Holdings di riferimento le questioni che potrebbero influire sulla capacità della propria Certificazione di continuare a soddisfare i requisiti dello/degli standard utilizzati per la certificazione o di questi regolamenti di certificazione. La notifica deve essere immediata e per iscritto, quando le modifiche al sistema sono significative (ad esempio modifiche relative a stato legale, commerciale, organizzativo o proprietà; modifiche al personale dirigenziale chiave; modifica dell'indirizzo di contatto e dei siti; modifiche dell'ambito delle operazioni coperte dal sistema di gestione certificato/registrato; modifiche importanti al sistema di gestione e ai processi). Qualora le modifiche siano di natura minore, devono essere notificate al rappresentante di URS Holdings in occasione della successiva visita di valutazione/sorveglianza programmata.
(v) Interrompere qualsiasi utilizzo del logo in tutti i casi in cui non ci sia conformità con quanto stabilito dalle normative, e qualsiasi forma di riferimento all'azienda certificata che, a giudizio di URS Holdings, potrebbe essere fuorviante.
(vi) Concedere ai rappresentanti di URS Holdings un appropriato accesso, durante il normale orario di lavoro, ai locali o ai siti in cui si sta svolgendo il lavoro soggetto all'Audit o all'oggetto del certificato, allo scopo di esaminare materiali, procedure, processi, metodi di prova, registrazioni e sistemi, o di stabilire la procedura per la risoluzione del certificato o del rapporto emesso, come descritto nel regolamento sia stata eseguita, se necessario.
(vii) Nominare per l'approvazione dello Scheme Manager un rappresentante della Direzione e uno o più vice autorizzati ad agire in assenza del/i candidato/i principale/i (e candidati sostitutivi se necessario) che saranno responsabili di tutte le questioni relative ai requisiti del certificato o del rapporto, a seconda dei casi, e che, a ogni visita del rappresentante del membro URS Holdings, firmeranno una dichiarazione, se richiesta dal rappresentante, attestante che eventuali modifiche alle procedure e altre informazioni pertinenti alle condizioni in cui il certificato o il rapporto è detenuto, compresi i reclami dei clienti, sono state notificati al membro URS Holdings di riferimento.
(viii) Alla risoluzione del certificato, o il ritiro del rapporto emesso, deve interrompere immediatamente l'uso del logo e di tutto il materiale pubblicitario che contiene il logo o qualsiasi riferimento allo stesso. Inoltre cancellare, se richiesto dall'Independent Certification Board, qualsiasi altro materiale o documento in possesso dell'azienda che faccia riferimento al certificato.
(ix) Nel caso in cui un Prodotto o Servizio sia soggetto al coinvolgimento del cliente in procedimenti legali relativi a un malfunzionamento del suddetto Prodotto o Servizio che rientra nell'Ambito di Certificazione/Approvazione rilasciato da URS, il cliente dovrà informare URS della questione e URS avrà il diritto di eseguire un'indagine, con la dovuta cooperazione del cliente in questione, che potrebbe comportare una Visita Speciale che URS ha il diritto di addebitare al cliente.
(x) Come affermato nella clausola (vi), il cliente certificato, in caso di sistema di gestione, deve effettuare una visita di sorveglianza regolare per mantenere il proprio Certificato, in genere almeno una volta all'anno. Se, tuttavia, una visita di sorveglianza non può essere eseguita, per qualsiasi motivo come richiesto, allora il cliente sarà sospeso fino a quando non sarà possibile organizzare una visita. Se la visita non viene organizzata in un lasso di tempo ragionevole, il certificato verrà annullato.

Please note that different schemes have differing time-frames regarding the period in which a suspension is triggered and/or cancellation.

If in any doubt regarding the time-frames for the "trigger dates," please contact your local URS office.

Any decision made by URS shall documented to the client and any decision shall be considered final, noting Section 11 below.

5. The appropriate URS Holdings 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 or report issued (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 or the issuance of report 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 or withdrawal of report, however determined if such assessment be required by the certification board. (iv) (a) Any additional costs incurred by the URS Holdings 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 Holdings member. Failure to pay could result in delayed surveillance or recertification activities which would jeopardise certification. URS Holdings 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).

6. The URS Holdings member shall:

(i) Send a representative to the registered organization in line with the agreed surveillance programme (or appoint an evaluator for assessment of documents and records at a URS Holdings designated office), which will be notified to the client (these visits are normally once or twice a year) for the purpose of verifying that the obligations imposed by the certification rules are being carried out. Note, for the 1st Surveillance audit, the visit must not exceed 12 months from the date of the stage two (OA1) audit.
(ii) Notify the registered organization of any changes in applicable Guidance Notes, Standard or Certification Rules/Regulations and allow the organization such time as in the opinion of the Independent Certification Board is reasonable in which to adjust its processes and relevant procedures to meet the revised requirements.
(iii) Not Disclose Any Information concerning the registered organization which is of a confidential nature, other than information which is in the public domain. (iv) Notify the registered organization of customer complaints relating to the compliance of the registered organizations product, process or service.

7. If a registered organization is temporarily unable to comply with the requirements of these regulations, the URS Holdings 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.

8. 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 9000). Additionally, those companies that are being audited and registered to ISO 14001 must notify the relevant regulatory body or bodies (including the appropriate URS Holdings 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 Holdings member) of any known breach of regulation/legislation appertaining to the system certified.

9. If a registered organization fails to comply with these regulations the URS Holdings member may, subject to the provisions in regulation 12 as appropriate: (i) Suspend or withdraw the certificate or reduce its scope (ii) Refuse to grant or renew the certificate or extend its scope. Such decisions, and the grounds for them, shall be communicated to the registered organization in writing. Reasons for suspension/withdrawal include: failure to comply with these regulations; persistent or serious failure to meet certification requirements including the requirement to maintain effectiveness of the certified management system; not allowing surveillance or recertification audits to be conducted at the required frequencies; and client request. Failure to resolve the issues leading to suspension or highlighted during audits/visits/complaints, in the agreed time frame (not to exceed 6 months), non payment of fees, will result in withdrawal or reduction of the scope of certification.

10.The URS Holdings may, at their discretion, and subject to regulation 12, revoke or refuse to grant or renew a certificate if the registered organization becomes subject to the bankruptcy laws or makes any arrangements or composition with its creditors, or enters into liquidation, whether compulsory or voluntary (but not including liquidation for the purpose of reconstruction), or has a receiver of its business appointed, or is convicted of an offence tending to discredit the registered organizations reputation and good faith as a trader. Such decisions, and the grounds for them, shall be communicated to the registered organization in writing.

11. In the event of a registered organization or applicant wishing to appeal against any decision of the URS Holdings Schemes Manager, Auditor, Independent Certification Board (ICB) 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.

A meeting of an appeal committee constituted in accordance with the regulations will be held within 30 clear days of receipt of such notice, and the appellant shall be given at least 7 clear days notice of the time and place of such a meeting. The ICB Chairman must convene an Appeals Committee, which will consist of not less than 3 ICB members and must exclude URS officers. The committee members must not have any involvement with the appellant and any interest must be declared.  Any member with an interest cannot sit on the committee.

The appellant will be advised as to the constitution of the appeals committee with respect to the individual candidature and shall be given the opportunity to object to any member of the committee. Such objections must be notified to the Schemes manager in writing, and the appeals committee will be duly re-constituted if upheld.

The Schemes Managers decision shall remain in force pending any meeting of the appeals committee. At such meeting, both the appellant and the Schemes Manager shall be entitled to be heard in confidence. The decision of the majority of the appeals committee as declared by its chairman shall be final.

The decision and subsequent action agreed by the Chairman of the ICB will result in no discriminatory action.

12. Should a client or other third party wish to make a complaint or provide adverse feedback against the service offered by any member of the URS Holdings, they may, in the first instance, write to the Schemes Manager at the appropriate URS Holdings member Head Office. The contact addresses can be found on the URS Holdings website at www.urs-holdings.com.

Any officer, employee, or contractor of any member of URS Holdings receiving or becoming aware of a complaint or adverse feedback against the service offered by any member of URS Holdings should immediately inform the Local Office Head to ensure the correct procedure is followed.

All complaints shall be duly recorded and reviewed, any corrective action thought necessary shall be communicated to the complainant, within a reasonable time-frame. Should the action not be considered sufficient, the complainant should write to the Head Office, but mark the correspondence for the attention of the Independent Certification Board (ICB).

Following the ICBs review of the matter, any actions considered necessary shall, once again be communicated to the complainant. If the above action is still not considered satisfactory, the complainant should address his/her concerns to the relevant URS Holdings members Accreditation Body (e.g. UKAS, SMMT (for IATF 16949), NABCB, etc.). Links to the Accreditation Bodies are available on the URS Holdings member websites - https://urs-holdings.com/accreditations.

Note: The Appeals Committee and all officers, employees, and contractors of any member of URS Holdings will at all times comment upon and respond to complaints and adverse feedback from any source with courtesy, even while questioning or (if that be the outcome of its fair consideration) finding against any complaints or feedback.

Due Confidentiality and constructive views are upheld while handling complaints and Adverse feedback. URS acknowledges, while providing adverse feedback (even not in form of formal complaint & grievance), a person or organization makes a Protective Disclosure of information (may like to act as whistle blower), a complete confidentiality is maintained, especially of the identity of the person making such disclosure.

13. Independent Certification Board or the Impartiality Committee (ICB), is constituted to ensure impartiality and independence in the activities of URS group. It further ensures that any complaints received either about URS or its customers or any of the appeal are fully investigated and appropriate corrective action has been taken.

ICB membership is designed to represent a balance of interests that are covered by the URS activities, these include but are not limited to; the health care sector. Consumers e.g. Trading Standards, automotive industry, person with environmental aspects, ISMS, Aerospace, Health and Safety, Food sector, Product certification activities, Energy Management, Anti-Bribery. Directors of URS group have no voting rights.

14. 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 Holdings 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.

15. The following information shall be open for inspection by the public at the appropriate URS Holdings members operating address, which shall be published:

i) List of Registered Organizations

ii) Certifications suspended & withdrawn

iii) Complaint & Appeal handling procedure.

For the checking of an Organization to determine whether they hold a valid Certificate, the general public can access the URS Holdings website.

16. 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 Holdings member or the registered organization at or from its address for the time being (registered office where applicable).

Any notice so served by post shall (unless the contrary proved) be deemed to have served 48 hours from the time of posting; and in proving such service it shall be sufficient to prove that the notice was properly addressed and was posted in accordance with this regulation.

17. 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.

For certain schemes, such as IATF 16949, the registered client is also required, if necessary, to afford the right of access to an IATF representative or delegate, In addition, the IATF rules state that NO consultant may be present during the audit performed by the certification body, or an IATF representative or delegate.

In Particular, the Aerospace Scheme (AS 91XX) has particular rights of access requirements which cover IAQG members and Regulatory Agencies attending with the Accrediting Body or even independently. Rights of access must also be granted to records and facilities. This is required in order to satisfy the IAQG Resolution #136. (Note - AQMS clients are also bound to provide copies of audit reports and associated documents to their clients or potential clients upon request unless justification can be provided e.g.:Conflict of interest)

18. Product Certification Requirements under (ISO 17065).

The following conditions are also applicable to any client certified by URS Products Limited. (these terms are in addition to the above);

a) the client always fulfils the certification requirements, including implementing appropriate changes when they are communicated by the certification body.

b) if the certification applies to ongoing production, the certified product continues to fulfil the product requirements.

c) the client makes all necessary arrangements for;

1. the conduct of the evaluation and surveillance (if required), including provision for examining documentation and records, and access to the relevant equipment, location(s), areas(s), personnel, and client’s subcontractors;
2. investigation of complaints;
3. the participation of observers, if applicable;

 d) the client makes claims regarding certification consistent with the scope of certification

e) the client does not use its product certification in such a manner as to bring the certification body into disrepute and does not make any statement regarding its product certification that the certification body may consider misleading or unauthorised.

f) upon suspension, withdrawal, or termination of certification, the client discontinues its use of all advertising matter that contains any reference thereto and takes action as required by the certification scheme (e.g. the return of certification documents) and takes any other required measure.

g) if the client provides copies of the certification documents to others, the documents shall be reproduced in their entirety or as specified in the certification scheme.

h) in making reference to its product certification in communication media such as documents,  brochures or advertising, the client complies with the requirements of the certification body or as specified by the certification scheme.

i) the client complies with any requirements that may be prescribed in the certification scheme relating to the use of marks of conformity, and on information related to the product;

NOTE See also ISO/IEC 17030, ISO/IEC Guide 23 and ISO Guide 27.

j) the client keeps a record of all complaints made known to it relating to compliance with certification requirements and makes these records available to the certification body when requested, and

1. takes appropriate action with respect to such complaints and any deficiencies found in products that affect compliance with the requirements for certification;
2. documents the actions taken.

NOTE Verification of item j) by the certification body can be specified in the certification scheme.

k) the client informs the certification body, without delay, of changes that may affect its ability to conform with the certification requirements.

NOTE Examples of changes can include the following:

• The legal, commercial, organisational status or ownership,
• Organisation and management (e.g. key managerial, decision-making or technical staff),
• Modifications to the product or the production method,

Limits of Liability

Whilst the URS Holdings has Insurance cover to ensure the liabilities, in the event of a failure of service are covered, the cover of liabilities are based on the following Terms and Conditions accepted by a URS Holdings (which covers any URS Holdings brand, as stated within the services offered on this website and restricted to those services listed and offices stated within the said website) Customer and Client.

Further the acceptance of the limits of liabilities are implied by the statements made within this website, including the Disclaimer, Rules and Regulations, Use of Marks and any Contractual terms and conditions.

The Professional Indemnity Insurance Cover varies from service to service, and the URS Holdings limits its liability based on certain principles being honoured by our Customers and clients, dependent on the service contracted, such that:

1. Any URS Holdings Auditor, Inspector, Evaluator (whether permanently employed, or acting as a sub-contractor) to a Customer, or Client premises, or customers to the URS Holdings Customer, or supplier, hold the appropriate Insurance to cover the said URS Holdings Auditor, Inspector, or evaluator.

2. If transportation is required to and from a Customer, Client, or customer, or supplier to the URS Holdings Customer and such transport is taken by the URS Holdings 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 Holdings Customer, or supplier.

3. 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.

4. System Certification - Findings that must be corrected against the standard that is being audited, the URS Holdings 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.

5. 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 Holdings Head Office for a view prior to any such implementation.

6. Product - As item (5) above, but additionally, there may be specific requirements stated within the contract or regulatory requirements as required by the Competent Authority.

7. Inspection - As item (5) above, but additionally, there may be specific requirements stated within the contract, together with additional PI insurance requirements.

The extent of Liability and Professional Indemnity Insurance is dependent on the brand/service being offered. Details of the extent and amount of cover regarding Insurance can be obtained by contacting the Head Office of the Holding - see Offices on this website and select Worldwide.

The Client of the URS Holdings is reminded that should such Insurance cover be of importance for the delivery of services to them, with regard to the limits of Liability, then enquiries to Head Office are welcome to satisfy themselves cover is adequate.