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Contact with the AJA Bangladesh Office who will provide the opportunity for a discussion where the proposed system requirements and conditions of certification will be explained in detail. You will be provided with a clear understanding of what is required and be given plenty of opportunity to ask for clarification until completely aware of the responsibilities of both parties.
For large companies, or those with diverse operations, it may be desirable at this stage for AJA Bangladesh to visit and view your Company’s operations and services. Once the necessary information has been solicited, you will be given a firm quotation for certification services with all costs explained and no hidden charges to worry about. Quotations may also be requested via our website as well. Quotations will normally be forwarded by mail with an Information Pack which will include the Rules of Certification and an Application Form.
A proposed time frame for the certification will then be agreed upon.
Once you decide to accept AJA Bangladesh Ltd for certification, you should complete the Application Form and forward it to the local Office.
On receipt of the application, you will receive an acknowledgment which, in itself, may be used to demonstrate to customers that you have made a firm commitment to proceed to third party certification. You may then contact AJA Bangladesh Ltd, at any stage, to discuss any issues regarding our services and the certification process.
As an optional service, you may undertake a Pre-Audit to preview your Company’s preparedness for the System Audit. While this service will not review every function of the system it will, in most cases, be sufficient to provide a realistic measurement of the system’s development. It should be conducted within one to two months of the System Audit and many companies have found it beneficial in highlighting any major discrepancies prior to the more formal assessment. The Pre-Audit will also allow the Auditor to accurately forecast what resources will be required to conduct the formal assessment.
Stage 1 Audit:
The certification process usually involves two main audits. The stage 1 audit is an initial assessment where the certification body evaluates your organization’s readiness for the certification process. They review your management system documentation, processes, and identify any findings that need to be addressed. The stage 1 is normally at AJA Bangladesh Ltd office but may be completed at your premises.
Stage 2 Audit:
The stage 2 audit is the main certification audit. Here, the certification body verifies the implementation and effectiveness of your management system against the requirements of the chosen standard. They conduct interviews, review records, and assess the overall compliance. If any non-conformities are identified, they will need to be addressed.
Based on the findings of the stage 2 audit, the certification body makes a decision regarding certification. If your organization meets the standard’s requirements, they will issue a certificate that is valid for a specific period (usually three years, with annual surveillance audits).
You may then use the AJA Bangladesh Ltd certification marks and other approved marks for promotional and identification purposes. The AJA Bangladesh Ltd certification mark highlights your commitment to continually improving your Company’s operations in accordance with International and/or industry specific standards. AJA Bangladesh Ltd Rules of Certification/logo uses guideline contain the guidelines for the use of these marks.
After certification, surveillance audits are conducted periodically (minimum annually) to ensure ongoing compliance and improvement of the management system. The certification body will assess the continued effectiveness of your management system and address any non-conformities.
Should nonconformances be recognised during these audits you will be required to correct the relevant issue within a time frame determined by you and the Auditor. Continued failure to correct the nonconformances as requested may result in suspension of certification.
Note: 1st surveillance audit must be conducted within 12 months from the date of certificate decision.
On the third anniversary of your original certification, you will undergo a reassessment similar to that of the initial Stage 2 Audit. On successful completion of the Re-Audit process, the three-year cycle will start again. A new Certificate of Registration will then be issued.
If you require an extension to the Scope of Registration, to cover new products/processes/locations, you are required to complete and return a new questionnaire. This will allow AJA Bangladesh Ltd to determine whether additional audit time is required to cover the changes required. The application procedure outlined in clause 6 of these Terms & Condition will be followed and an audit will be carried out on the areas not previously covered. The costs of extending the scope of the certificate will be based on the nature and programming of the audit required. If you require a reduction of your Scope of Registration, it is mandatory that AJA Bangladesh Ltd is advised immediately of changes in organisation or products i.e. closure of sites or removal of product previously supplied under original scope on certificate. Upon review and acceptance of the information, AJA Bangladesh Ltd will notify if an additional audit, and also a change the worded scope, is required. The cost of this reduction in scope of the certificate will be based on the nature and programming of the audit if required or administration costs for a new certificate.
In both cases an amended certificate detailing those aspects of the company activities covered by the extension, will be issued following a successful audit (where applicable). The original certificate issued to the company will be returned to AJA Bangladesh Ltd.
The company shall inform AJA Bangladesh Ltd in writing and without delay of any intended changes relating to the following:
A certificate may be suspended for a limited time in cases where:
Based the result this may impact on certification. i.e. suspension or withdrawn The company shall immediately cease to identify the coverage of any certificate under suspension. AJA Bangladesh Ltd shall notify in writing an official suspension of certificate to the company, this notification will indicate the conditions that will allow removal of the suspension. At the end of the suspension period an investigation will be undertaken to determine whether the required conditions for removal of suspension have been followed. If the conditions have been satisfied the certificate will be re-instated, if the conditions have not been satisfied the certificate shall be withdrawn. All costs associated with suspension and subsequent re-instatement of the certificate may be charged to the certificate holding company.
A certificate may be withdrawn in cases such as:
The withdrawal of a certificate will be notified to the company in writing (when applicable) and the company does have the right of appeal against this decision. AJA Bangladesh Ltd will not be liable for reimbursement of any audit fees paid and AJA Bangladesh Ltd will publish the withdrawal of the certificate. Reinstatement of ‘withdrawn’ certificates may require a full re-audit to be conducted and where appropriate, fees to be paid in advance. Withdrawal of the certificate will require that all promotional materials endorsed with the AJA Bangladesh Ltd certification logos must be withdrawn from use immediately and any use of accreditation marks on company publicity and stationery material will be in error and in contravention of the intellectual property rights of the owners of the marks.
A certificate may be cancelled in cases such as:
AJA Bangladesh Ltd will take all reasonable precautions to control the use of the certificates issued. Incorrect references to the scope of certificates or incorrect use of the certificate marks found in advertising, catalogues etc shall be dealt with by suitable actions, which could include suspension or withdrawal of certificates, legal action and/or publication of the transgression.