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Now that I have signed an Agreement for Services (AFS), who
will be my contact at SQA?
In the short term, you may continue to work with the Market
Development Specialist (MDS) who has been assisting you through the selection
process. However, for audit-related information, your primary contact, and the
person best equipped to help you will be your assigned lead auditor. Other personnel
and their respective duties are listed under "Contacts" at the end of this document.
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What issues will my auditor be able to help me with?
My assigned lead auditor is my point of contact for:
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All of my audit scheduling.
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Reviewing my documents prior to the Certification Audit.
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Coordinating and conducting my Certification Audit.
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Interpretations on my quality management system standard.
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Future site additions, location, upgrades, etc.
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Most questions dealing with SQA and the audit process.
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When will my auditor contact me?
Your assigned lead auditor will contact you approximately
10 business days after the AFS was received at SQA.
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What documents can I now expect to receive and when?
The following documents will be forwarded to you in approximately
10 – 15 business days:
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Document Review check-sheets: This document, once filled
out by the SQA client, serves as the tool your assigned auditor will use
for determining compliance with the applicable management system standard(s).
It will also serve as the final record showing that this has been done.
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Mark Selection form: You will fill out Form SQA-39 to
show which accreditation Mark you wish to have on your certificate.
Note: If you did not receive this form it is because
your chosen standard does not have the option of two Marks.
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SQA Terms Letter: This letter, specific to the standard(s)
you selected, will outline requirements necessary for certification.
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Why have I received a Credit Application with this FAQ letter?
The Credit Application helps SQA to ensure that any credit
or banking issues will not interfere with the certification process. It is important
to complete this form and return it as soon as possible.
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What will my assigned lead auditor want to know when he/she
makes initial contact with me?
Your assigned lead auditor will want to discuss your expected
timing for the required certification activities such as document review and
the initial assessment. He/she will need to know if you have elected to have
a pre-assessment.
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If I am not sure when I want to schedule an auditing activity
such as the document review or initial assessment how much notice does my assigned
auditor need?
Your assigned lead auditor could be “booked” as far ahead
as 6 months or more. It is a good idea to “reserve” time on their schedule that
is realistic and achievable. Should you cancel a
scheduled time without ample notice, your assigned lead auditor may or may not
be able to accommodate your needs. In that case, another lead auditor may be
assigned to your account.
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What steps are there in the certification process?
There are 3 basic steps to a certification process and they
are:
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Document review
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Initial Assessment
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Certification Panel Review of recommendation
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How is invoicing typically handled?
Most auditing activities will be invoiced within 10 business
days following the activity. Payment terms are due upon receipt. If you are
in a “pre-pay” arrangement with SQA, payment would be expected no less than
30 days preceding the audit activity. Determination of “pre” versus “post” pay
is in accordance with the results of the Credit Application.
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What if I have a conflict during the audit process regarding
an interpretation?
The process of resolving a conflict would be to:
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work with your assigned lead auditor;
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conduct a joint phone call with your lead auditor and
the SQA operations manager;
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conduct a joint phone call between your lead auditor,
the SQA operations manager and the SQA VP, COO;
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lodge a formal complaint; e) lodge a formal appeal.
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What happens after my assigned lead auditor recommends my
company for certification?
Your assigned lead auditor must finalize the audit report,
gather all the evidence and submit the package to the SQA office. The Executive
Certification Panel (ECP) reviews this information and the recommendation is
then accepted or, rarely, rejected. If rejected, the auditor may require more
information from you. After this process you will be informed by Smithers of
your certificate number. This process usually takes 2-3 weeks after a recommendation
is made.
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When will I receive a certificate?
Once the recommendation is accepted by the ECP you could
expect your formal certificates in about 3 weeks, which is approximately 4-6
weeks from the initial audit.
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Will there be a charge for my certificates?
SQA will provide two professionally framed and one unframed
certificate at our cost of $100 charged to your account. Additional unframed
copies may be obtained for an additional charge of $2 each.
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What happens if I want to change my certificate later?
Notify your assigned lead auditor of your intentions so that
he/she can assess whether additional auditing is necessary. There may be a need
to conduct an assessment, depending upon the significance of the changes. Any
assessment activity will be charged at the rates in place at the time of the
assessment. There is no charge to re-issue the certificate following changes.
