Attention, this is the published version. You can find the working version in the working space.
New Certificate
- Intact Publisher
- Intact Publisher IAQG
User: Reviewer
Path: Manage & Audit > Main Menu > Auditor/Reviewer Portal
Previous: NOTE - Section Validation Technical Review - Publishing
Next: New Version of Existing Certificate (certificate modification)
Effective: February 1, 2025
New certificates should be used for all certificates uploaded against an audit. This will allow the system to provide the accurate scope, sites and display the appropriate audit in search and track.
Certificates are uploaded with associated metadata and then must be finished to finalize them.
Existing certificates that are no longer valid should be disabled.
NOTE: Certificates are not additive to previous certificates. Each supplier can only have one final certificate per standard and it must contain all relevant sites, the full appropriate scope and NA Clauses etc. even if the audit was only for a portion of the operation or to add an additional site. Do not leave certified elements off the certificate or they will not be identified as certified.
From the Audit Order, Certification TAB, Certificates sub tab, click the "upload new certificate" button
Note:
Editing is only possible if the Reviewer has Publisher Permissions.
Complete Certificate Section
Enter all necessary details.
Enter Decision date: defined as the date the certification body made the certification decision
Identify the standards covered by this certificate. Do not leave blank. This should be an accurate reflection of the certificate being uploaded. If you have different certificates with different scopes for two standards, upload each separately and indicate the appropriate standard for each.
Click on the date icon to get the calendar, choose the date or enter the date directly.
Assign the correct referenced audit. If added in the context of a technical review, this will default to the audit under review. If added through the supplier record, you must set this value.
Note:
All certificates MUST have a referenced audit and standard. Do not upload certificates without an appropriate audit referenced to avoid unnecessary CB billing. The audit is automatically applied when managing certificates in the audit review workflow.
Confirm the audit & sites (if applicable) are accurate.
Note, it is recommended that you select this ONLY after all data on the certificate has been entered and double-checked.
Select the appropriate billing category and reason. Select from the following:
Bill Normally: certificate is uploaded but does not include a modification to sites, scope or other elements. Charges may be incurred if this certificate is uploaded for an Initial or Recertification audit.
Cert Modification - Additional Charge: certificate is a modification from previous certificate including, but not limited to, adding or removal of a site or sites, change of site address or location, change of scope, structure, NA Clauses, etc.
Transfer - Bill Normally: Certificate version uploaded is a certification transfer with no changes to scope, sites, addresses etc.
Transfer - Cert Modification - Additional Charge: Certificate version uploaded is a certification transfer AND with a modification from previous certificate including, but not limited to, adding or removal of a site or sites, change of site address or location, change of scope, structure, NA Clauses, etc.
Mass Transfer Participant - Additional Charge: Certificate is part of a mass transfer process.
Exception Requested – Only Typo, Logo, or Postal Address Change: Only for a post office-mandated address change, minor typographical change or edit not associated with a modification or change in the scope or extent of the certification (such as removal/addition/change of sites etc.)
Exception Requested - IAQG directed version correction: Certificate version published at IAQG's request. Indicate specific request in reason for change field.
Upload certificate file with a click on “Choose a file…”.
Complete Assigned Additional Sites Section
Select the included additional sites (not relevant for single-site).
Always include all sites relevant to the certification as a whole, not only the sites associated with this audit.
Complete Audit Details Section - If blank, stop, no audit has been cited, see above.
Check and update Certification Scope and Non-applicable clauses, if appropriate, from the audit.
CBs may make adjustments to the data entered during the audit.
Save and Finalize Certificate
If everything has been entered correctly click on “Finish”. The certificate is read-only and published.
Alternatively, you may click "Save and Close" and Finish the certificate at a later date. See below.
Select the draft certificate.
Click on icon “Finish certificate.”
Finished certificates are identified with a Green Check. These are the only certificates visible online or available in OASIS to other users.
Disable any remaining or previous certificates
Disable any and all previous or superceded certificates.
Two finalized certificates should not be present at the same time for the same standard.
OR
Disabled certificates are hidden and may be displayed with the Show/Hide inactive certifications button.
Last Updated: Nov 30, 2023