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					RSPO Supply Chain Certification System (SCCS) CB Applicant Questionnaire Template (November 2009)




                                                RSPO Supply Chain Certification


    Questionnaire Template for use by applicant certification bodies for Interim Approval (Self
                  Assessment) to the RSPO Supply Chain Certification System



          Application for RSPO Supply Chain
          Approval

Organisation:                                                                                CONTACT PERSON
                                                                                            (Inc Job Title)




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RSPO Supply Chain Certification System (SCCS) CB Applicant Questionnaire Template (November 2009)


Address:                                                                                    Telephone Number:

                                                                                            Fax No:

                                                                                            E Mail Address:

                                                                                            Web address www.

                                                                                            Details of Main Business Activity inc:
Accreditation Body name:
(The accreditation body has to demonstrably operate in accordance                           Legal Status:
with ISO Guide 65 and ISO 17011 (Interim Approval Procedure section
5.4) (Include Copies of Accreditation Certificates & Schedules)                             Company Reg No:
                                                                                            Geographic Limits:
                                                                                            No of Employees:




                                                                                            Application Date:
Other Accreditations (please list)




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RSPO Supply Chain Certification System (SCCS) CB Applicant Questionnaire Template (November 2009)


                                                     RSPO Supply Chain Accreditation
                                                     requirements for applicant certification
                                                     bodies.

                                                     For reference, the relevant clause
                                                     number within section 4 “Certification
                                                     Process Requirements of the RSPO
                                                     Supply Chain Certification Systems “ is
                                                     identified against each question. In all
                                                     cases your responses will need to be
                                                     supplemented by supporting evidence
                                                     (procedures, training records,
                                                     certificates of competence etc)



1     Auditor Competence / Impartiality:                                            Response with supporting evidence
1.1   Clarify your organisation’s procedures for verifying the independence and
      impartiality of your auditors. (4.3.1)

1.2   Clarify your organisation’s procedures for monitoring and managing issues
      relating to auditor conflict of interest. (4.3.2)

2     Auditor Qualifications:
2.1   Provide proof of the minimum qualifications that your auditors have which
      are required by the RSPO in order to engage in RSPO certification
      activities. (4.3.3).

3     Provision of information to organisations seeking or holding certification:

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RSPO Supply Chain Certification System (SCCS) CB Applicant Questionnaire Template (November 2009)


3.1   Clarify your organisation’s procedures for providing information to
      operations seeking RSPO Supply chain certification and to operations
      which hold certification. (4.4.1)

3.2   Provide a sample copy of the contractual agreement form that is used by
      your organisation when entering into a contract with an operation seeking
      RSPO certification. (4.4.2)


3.3   Clarify your organisation’s procedures for obtaining information from
      operations seeking RSPO certification.

4     Contract review :
4.1   Clarify you organisation’s procedures for undertaking a contract review of
      the information provided by operations seeking RSPO certification prior to
      conducting an on-site conformity assessment. (4.4.4 & 4.4.5)

5     Audit Planning (4.5):
5.1   Clarify your organisation's procedures for planning a conformity
      assessment , taking into account, as a minimum, the following:

             Supply chain model selected
             Organisational management systems
             Other certifications held (food safety, QMS, EMS, H&S etc)*

      * Certification bodies may combine RSPO audits with other certification
      systems audits as appropriate.

6     On Site Audit (4.6):
6.1   Clarify your organisations procedures for conducting on-site auditing,
      taking into account, as a minimum, the following:

             Review of organisational, management and operations systems

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RSPO Supply Chain Certification System (SCCS) CB Applicant Questionnaire Template (November 2009)


              (4.6.2)
             Review of associated documented policies, procedures and
              records (4.6.2)
             Conduct of Opening and Closing Meetings , including the reporting
              of findings to the client (4.7.4)



7     Multi-site certification and audits (4.7)
7.1   Clarify your organisation's procedures for conducting multi-site audits,
      taking into account, as a minimum, the following:

             A common management systems exist across all sites included in
              the scope of certification (4.7.3)
             There is a clearly defined central management system which can
              ensure compliance by all operations within the multi-site system

8     Results and Recommendations (4.8):
8.1   Clarify your organisation’s procedures for evaluating audit outcomes and
      taking certification decisions, taking into account, as a minimum, the
      following:

             Provision to the RSPO and the client of a certification report
              following Annex 7 of the SCCS document for minimum report
              content (provide sample report template) (4.8.1)
             Confirmation that all non-conformity findings will be classified s
              major and must be closed out prior to certification (4.8.3)
             Procedure for informing RSPO of an operations failure to comply
              with certification requirements (4.8.4)

9     Certification decision (4.9)
9.1   Clarify your organisation’s procedures for undertaking the certification
      decision of an operation seeking RSPO certification.

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RSPO Supply Chain Certification System (SCCS) CB Applicant Questionnaire Template (November 2009)



9.2   Clarify your organisation’s procedures for issuing certificates. Provide a
      sample certificate template including the following information, as a
      minimum:

             Name of operation certified
             RSPO member number of operation certified
             Address of all relevant sites of operation(s) seeking or holding
              certification including contact details of the management
              representative responsible for overseeing the certification process.
             Date of issue and expiry.
             Date of first RSPO Supply Chain certification
             CB certificate number
             Name and authorised signature of the duly designated
              representative of the certification body
             Version of RSPO Supply Chain Certification systems requirements
              that has been audited
             Audited RSPO Supply Chain Certification Model (e.g. Identity
              Preserved, Segregation, Mass Balance)
             Contact information and logo of the certification body
             Contact information and if possible logo of the accreditation body
             RSPO name and logo
             The scope of operations certified

9.3   Clarify your organisation’s procedures for providing information to RSPO
      for uploading to the RSPO website at www.rspo.org using Annex 7 of the
      SCCS document as template (provide sample) (4.9.2 & 4.9.3)




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RSPO Supply Chain Certification System (SCCS) CB Applicant Questionnaire Template (November 2009)




10    Re-audit (4.10):
10.   Clarify your organisation’s procedures for conducting re-audits of certified
1     operations taking into account the following

                A full re-audit of the certified operation must take place within 12
                 months of the initial cert date.
                The re-audit includes a full verification of the operations purchase
                 and sales records
                The purchasing and sales values must be confirmed as part of the
                 audit report.
      (4.10.3)




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