Certification Decisions and Notices

Certification decision basis

Certification is a binary determination against the requirements applicable to the confirmed scope. A positive decision is not available while an applicable requirement remains nonconforming or required remediation has not been verified as complete. Strength in one part of the scope cannot offset a nonconformity elsewhere, and payment, reputation, membership, market position or the absence of complaints cannot substitute for verified evidence.

The authorised decision-maker reviews the controlled decision package rather than repeating the assessment. The review addresses scope and applicability, the evidence basis, findings, remediation, technical-review conclusions, competence, conflicts, consistency and the exact action proposed. The decision and reasons are recorded, notified and implemented with an effective date.

Available actions include grant, refusal, maintenance, renewal, extension, reduction, suspension, restoration, withdrawal, expiry and termination as permitted by the controlling procedure. The Public Certificate Register is the authoritative public source for current status. A certificate image, copied record, announcement or historical claim does not override the register.

ICEQC-CER-003 · Clause 2

Purpose

The purpose of this Procedure is to ensure that a certification conclusion is converted into a consistent, impartial, traceable and enforceable certification outcome.

This Procedure provides for:

• the identification, classification, communication and control of nonconformity
• the submission, review, verification and closure of correction and corrective action
• independent certification review and decision
• refusal, reduction, suspension, restoration, withdrawal, expiry and other status actions
• an accessible and independent appeal process
• planned and event-driven surveillance throughout the certification cycle
• control of certification records, public status and consequential action; and
• consistent application across ICEQC certification schemes without scoring, ranking or tiered certification

ICEQC-CER-003 · Clause 5

Governing principles

Activities under this Procedure shall be governed by:

Evidence shall be evaluated for its substance. A particular organizational structure, record format, terminology or technology shall not be required where another arrangement demonstrably fulfils the applicable requirement.

The administrative burden imposed on an applicant or certified client shall be no greater than reasonably necessary to reach and maintain a reliable conclusion.

Proportionality shall not be used to waive an applicable requirement, accept insufficient evidence, leave a nonconformity open for a positive certification decision or reduce necessary protection.

• impartiality and freedom from commercial influence
• evidence-based determination
• competence and due professional care
• consistency of treatment for materially similar cases
• proportionality to the nature, scale and consequence of the matter
• timely protection of learners and other affected persons
• fairness, including an opportunity to understand and respond to an adverse matter
• confidentiality, data minimization and controlled access
• traceability of findings, actions and decisions; and
• clear and accurate public status

ICEQC-CER-003 · Clause 6

Binary conformity and equal certification status

Each applicable requirement shall be concluded as conforming or nonconforming. A requirement may be recorded as not applicable only where objective facts establish that the requirement does not apply to the certification object or scope.

A not-applicable conclusion shall identify the factual basis and shall be confirmed during independent certification review. The absence of one condition within a requirement shall not make the complete requirement inapplicable where another condition remains relevant.

Certification shall be granted only after all applicable requirements conform and all nonconformities are closed.

ICEQC shall not issue a score, percentage, grade, rank, star, award, distinction, premium status or other expression of relative superiority as a certification decision.

A strength, innovation or performance above a requirement shall not compensate for a failure to fulfil another requirement.

Every object certified to the same requirement document, edition, applicable modules and scope conditions holds the same conformity status.

ICEQC-CER-003 · Clause 8

Procedure ownership and authority

The ICEQC Certification Scheme Committee owns this Procedure and controls its interpretation, maintenance and authorized use.

Certification decisions shall be made only by the ICEQC Certification Decision Authority or a person or panel to which that authority has assigned written decision authorization.

Appeals shall be determined only by an Appeals Panel appointed under this Procedure.

Surveillance shall be planned, performed and reviewed only by persons authorized for their assigned certification scheme and function.

An automated system may organize records, check completeness, identify inconsistency or support workflow control. It shall not independently classify a nonconformity, close corrective action, make a certification decision, determine an appeal or impose a certification status.

ICEQC-CER-003 · Clause 10

ICEQC responsibility

ICEQC retains responsibility for every finding, corrective-action verification, certification decision, appeal determination, surveillance conclusion and certification status issued in its name.

ICEQC shall establish sufficient authority, competence, information security, record control and oversight for each activity performed under this Procedure.

Use of external personnel, technology or evidence shall not transfer ICEQC responsibility for the resulting certification action.

ICEQC shall maintain a clear separation between commercial activity and the technical or governance authority exercised under this Procedure.

ICEQC-CER-003 · Clause 13

Corrective-action reviewer

A corrective-action reviewer shall have competence appropriate to the requirement, certification object, evidence method and consequence of an incorrect closure.

The reviewer shall determine whether correction has been implemented, whether the cause and extent have been adequately evaluated, whether corrective action is proportionate and whether effectiveness has been demonstrated.

The reviewer may be a member of the original assessment team if permitted by the applicable scheme and if no conflict prevents objective verification.

Closure of a nonconformity shall not itself constitute a certification decision.

ICEQC-CER-003 · Clause 14

Certification Decision Authority

The Certification Decision Authority shall retain final responsibility for each certification decision.

A decision maker shall not have participated in the assessment or corrective-action verification for the same case and shall not have provided consultancy, sales advocacy or applicant representation in relation to the certification object.

The decision maker shall have access to all information necessary to determine the application and may require clarification, further verification or correction of the decision package.

The decision maker shall not substitute commercial preference, personal reputation, unsupported expert opinion or automated recommendation for verified evidence.

ICEQC-CER-003 · Clause 17

Independence and conflicts of interest

Every person assigned under this Procedure shall disclose an actual, potential or perceived conflict of interest before receiving restricted case information and whenever a new conflict arises.

ICEQC shall evaluate the conflict and shall exclude, replace, restrict or supervise the person where impartiality could reasonably be questioned.

A person shall not be assigned to make or determine a decision if that person:

Familiarity with a scheme, sector or technical subject does not by itself create a conflict. Prior involvement with the particular certification object shall be evaluated according to its nature, timing and materiality.

Conflict declarations and the disposition of each material conflict shall be retained in the case record.

• performed the activity being reviewed
• advised the applicant how to obtain the disputed result
• has a material financial, employment, family or close personal interest in the outcome
• is subject to a commercial target or instruction linked to the outcome; or
• has expressed a fixed view that prevents fair consideration of the record

ICEQC-CER-003 · Clause 18

Confidentiality, accessibility and protection

Information received or created under this Procedure shall be accessible only to persons whose assigned function requires it.

ICEQC shall use the minimum personal, confidential or commercially sensitive information reasonably necessary for the activity.

A party may request an accessible communication method or reasonable procedural adjustment. ICEQC shall provide a suitable adjustment unless it would prevent reliable verification, compromise another person's rights or alter the substantive certification requirement.

A learner, employee, complainant, witness or other person shall not be exposed to avoidable harm, intimidation, retaliation or improper disclosure through corrective-action verification, appeal or surveillance activity.

Confidentiality shall not be used to conceal evidence necessary for a reliable decision. Where direct disclosure is restricted, ICEQC shall consider controlled access, redaction, aggregation, secure viewing or another proportionate method.

ICEQC-CER-003 · Clause 51

Requirement for an authorized decision

A certification status shall be granted, renewed, extended, reduced, suspended, restored or withdrawn only through an authorized certification decision.

An assessment conclusion, corrective-action closure, recommendation, automated status or commercial approval shall not constitute a certification decision.

The decision shall be based on the applicable controlled requirements, verified evidence and records valid for the certification object, scope and relevant period.

ICEQC-CER-003 · Clause 52

Decision package

The decision package shall contain, as applicable:

The decision package shall be sufficiently complete for a competent person not involved in the assessment to understand and test the proposed outcome.

Information shall not be omitted merely because it is adverse, confidential, commercially inconvenient or inconsistent with the recommendation.

• verified identity of the applicant and certification object
• proposed certification scope and any exclusions or limitations
• applicable ICEQC requirement documents, editions and modules
• application and assessment records
• evidence assessment plan, evidence index and assessment report
• conformity conclusions for every applicable requirement
• objective reasons for each not-applicable conclusion
• all nonconformities and their verified closure records
• complaints, incidents, changes or integrity matters material to the decision
• competence and independence records for assigned persons
• the proposed certificate and public-register data; and
• the assessment recommendation and any material dissenting view

ICEQC-CER-003 · Clause 53

Completeness gate

Before technical decision review, ICEQC shall confirm that:

An incomplete package shall be returned for completion and shall not be advanced by assuming a favourable conclusion.

Completion of the administrative gate does not determine the technical merits.

• the identity and scope are unambiguous
• all applicable requirements have a recorded conclusion
• not-applicable conclusions are objectively justified
• evidence is traceable to each conclusion
• every nonconformity is closed for a proposed positive decision
• mandatory competence and independence checks are complete
• material complaints, incidents and changes have been addressed; and
• certificate and public-register information are accurate

ICEQC-CER-003 · Clause 54

Decision-maker competence and independence

The assigned decision maker shall have competence appropriate to the certification scheme, certification object, decision type, evidence methods and material technical or protection issues.

The decision maker shall be independent in accordance with clauses 14 and 17 and shall complete a case-specific conflict declaration.

Where one person does not possess all required competence, ICEQC may appoint a decision panel or obtain controlled technical input. The authorized decision maker retains responsibility for the decision.

A technical adviser shall disclose limitations and shall not decide a matter outside the adviser's authorization.

ICEQC-CER-003 · Clause 55

Decision review

The decision maker shall determine whether:

The decision maker may request clarification, further evidence, expanded verification, correction of a finding, reconsideration of scope or a new assessment conclusion.

The decision maker shall not personally perform missing assessment work and then decide that same work. Material additional evaluation shall be assigned and returned through the decision package.

• the assessment was planned and performed under applicable ICEQC procedures
• the evidence is sufficient, reliable and current for the proposed scope
• assessment conclusions follow logically from the evidence
• classifications and corrective-action closures are consistent and justified
• all applicable requirements conform
• no open matter invalidates the proposed status
• the scope can be stated accurately and understood publicly; and
• the proposed validity and surveillance arrangements are appropriate

ICEQC-CER-003 · Clause 56

Available decisions

The Certification Decision Authority may decide to:

ICEQC may defer a decision where defined information or verification remains outstanding. Deferral is not a positive certification decision and does not authorize a certification claim for an uncertified or changed scope.

ICEQC shall not grant conditional certification where an applicable requirement remains nonconforming.

• grant certification
• refuse certification
• maintain certification following surveillance or change review
• renew certification
• extend certification scope
• reduce certification scope
• suspend certification in whole or in part
• restore certification in whole or in part; or
• withdraw certification in whole or in part

ICEQC-CER-003 · Clause 57

Criteria for a positive decision

Certification may be granted, renewed, extended or restored only where:

An administrative condition may be attached only where it concerns implementation of the certification arrangement and does not substitute for conformity or permit an open nonconformity.

Certification shall not be accelerated by reducing required evidence, bypassing review or treating planned action as completed action.

• the applicant and certification object are eligible under the applicable scheme
• the certification scope is precise and supported by verified evidence
• every applicable requirement is conforming
• every nonconformity affecting the proposed scope is closed
• evidence limitations do not prevent a reliable conclusion
• material complaints, incidents and changes have been resolved sufficiently for decision
• the applicant has accepted applicable continuing obligations; and
• the proposed certificate and register entry can be issued accurately

ICEQC-CER-003 · Clause 58

Refusal and deferral

Certification shall be refused where the applicant does not fulfil all applicable requirements for the proposed scope, evidence necessary for a reliable conclusion cannot be obtained after reasonable opportunity, a material integrity concern remains unresolved, or the applicant refuses an applicable certification obligation.

A refusal shall identify the principal reasons and shall not be described as a lower grade of certification.

A decision may be deferred where the remaining matter is capable of resolution within a defined period and deferral does not create a misleading public status or material risk.

A deferred application shall be closed without certification where the applicant does not complete the required action within the authorized period and no justified extension is granted.

Refusal does not prevent a later new application, subject to the applicable scheme and resolution of the reasons for refusal.

ICEQC-CER-003 · Clause 59

Maintenance following surveillance

Certification may be maintained after surveillance only when continuing conformity has been established and all nonconformities required for surveillance closeout are closed.

Issue of a general nonconformity during surveillance does not by itself change an active public status while the authorized corrective-action period remains in force, unless the nature or extent of the matter impairs confidence in certification.

Surveillance shall not be recorded as satisfactorily completed until the required corrective-action verification is complete.

Failure to close a nonconformity within the authorized period shall result in review for suspension, scope reduction or withdrawal.

ICEQC-CER-003 · Clause 60

Renewal

A renewal decision establishes a new certification cycle and shall be made before the current certificate expires.

Renewal shall consider the complete performance of the certification object during the ending cycle, including surveillance, changes, complaints, incidents, nonconformities, corrective actions, certification claims and current evidence.

Renewal shall not be granted with an open nonconformity.

Where renewal cannot be completed before expiry, certification expires unless ICEQC had completed all required evaluation and the delay is solely an ICEQC administrative delay that does not affect confidence. Any exceptional continuity decision shall be authorized, time-limited and publicly accurate.

ICEQC-CER-003 · Clause 61

Extension of scope

A new activity, site, mode, programme, platform, version, model, population or claim shall not be represented as certified until an extension decision is effective.

The extension assessment shall cover the new scope and any existing control on which it depends.

An extension may be granted only where all requirements applicable to the extended scope conform and related nonconformities are closed.

ICEQC may combine an extension with surveillance or renewal where the activities remain separately traceable and the resulting evidence is sufficient.

ICEQC-CER-003 · Clause 62

Scope reduction

ICEQC may reduce scope where a separable part no longer fulfils applicable requirements, cannot be verified, has ceased, is voluntarily removed or requires exclusion to prevent a misleading certification claim.

Reduction shall not be used where the affected failure materially impairs the controls supporting the remaining scope.

The decision shall define the removed scope, effective date, certificate action, register update and required correction of claims.

The remaining scope shall be reviewed to confirm that it is coherent, independently supported and not misleading without the removed part.

ICEQC-CER-003 · Clause 63

Suspension

ICEQC may suspend certification in whole or in part where:

Suspension may be immediate where delay would expose learners or the public to material harm or misrepresentation.

The suspension decision shall state the affected scope, reasons, effective date, required action, verification conditions and restoration deadline.

• a major nonconformity impairs confidence in continuing conformity
• a required nonconformity is not closed within the authorized period
• a serious incident or major change requires verification before active status can continue
• necessary surveillance, access or evidence is refused or materially obstructed
• evidence fabrication, concealment or material misrepresentation is established or credibly indicated
• certification or mark misuse continues after direction to stop
• the certified client requests temporary suspension; or
• another condition makes active certification inaccurate or unreliable

ICEQC-CER-003 · Clause 64

Effect of suspension

During suspension, the affected certification is not active.

The certified client shall immediately cease new representations that the suspended scope is certified and shall correct or qualify existing representations as directed.

The certificate and public register shall display the suspended status and affected scope in a clear and timely manner.

Suspension does not remove the certified client's obligations concerning corrective action, surveillance cooperation, learners, records, complaints, data, confidentiality or cessation of misleading claims.

The certified client shall not describe suspension as voluntary inactivity, routine review or another status that conceals its effect.

ICEQC-CER-003 · Clause 65

Restoration

Certification may be restored only after ICEQC verifies that:

The extent of restoration verification shall reflect the duration and cause of suspension, changes during suspension and the reliability of earlier evidence.

Restoration shall be recorded as a new certification decision and shall identify the effective date and any revised surveillance schedule.

• the cause of suspension has been removed
• all applicable nonconformities are closed
• continuing conformity is established for the affected scope
• misleading claims and records have been corrected; and
• any additional surveillance condition is in place

ICEQC-CER-003 · Clause 66

Withdrawal

ICEQC may withdraw certification in whole or in part where:

Withdrawal is final for the affected certificate unless changed through an appeal or a later new certification decision following a new application.

The decision shall specify cessation of claims, certificate disposition, register status, treatment of marks and any continuing obligations.

• the cause of suspension is not resolved within the authorized period
• a serious or systemic failure makes restoration inappropriate
• the certified client ceases the certified activity or no longer exists in a form capable of holding certification
• evidence misconduct or deliberate misrepresentation materially destroys confidence in certification
• the entity persistently refuses certification obligations; or
• the entity requests withdrawal

ICEQC-CER-003 · Clause 67

Decision reasons and record

Every certification decision shall be recorded in controlled form and shall contain:

Reasons shall be sufficient to explain the outcome without disclosing protected information unnecessarily.

A standardized decision record may be used, but a preselected outcome or automated rationale shall not replace case-specific judgment.

• the decision type and outcome
• the applicant or certified client and certification object
• the affected scope
• the applicable requirement documents and editions
• the material evidence and reasoning
• confirmation of nonconformity status
• any effective date, validity period, condition or required action
• the decision maker's identity, authorization, independence confirmation and date; and
• the available appeal route and deadline

ICEQC-CER-003 · Clause 68

Notification, implementation and correction

ICEQC shall notify the applicant or certified client of the decision in controlled written form without undue delay and ordinarily within five business days after the decision date.

A positive decision shall not be publicly represented before its effective date and completion of required certificate and register controls.

ICEQC shall implement the decision consistently across the certificate, public register, mark permissions and internal case status.

A clerical or administrative error may be corrected without reopening the merits where the correction does not change the certification object, scope, substantive outcome or effective date. The correction shall remain traceable.

A substantive error or new material fact shall be referred to an authorized decision maker. If immediate protection is necessary, ICEQC may impose a temporary status control pending the new decision.

ICEQC-CER-003 · Clause 87

Purpose of surveillance

Surveillance shall determine whether the certified client continues to fulfil every requirement applicable to the certified scope and whether the basis of the certification decision remains valid.

Surveillance shall be targeted, proportionate and evidence-based. It is not required to repeat every activity from initial certification where continuing conformity can be established reliably through a narrower review.

Surveillance shall give particular attention to change, prior nonconformity, corrective-action effectiveness, complaints, incidents, certification claims and areas in which loss of control would have a material consequence.

Surveillance shall not produce a score, rank, grade or comparative quality indicator.

ICEQC-CER-003 · Clause 89

Surveillance programme

ICEQC shall establish a surveillance programme at or promptly after the certification decision.

The programme shall identify:

The programme may be revised when new information changes the risk, scope or evidence need. A material revision shall be reasoned and traceable.

• cycle dates and completion windows
• certified scope, sites, modes, platforms, versions and material dependencies
• requirements and controls to be reviewed at each stage
• prior nonconformities and scheduled effectiveness checks
• mandatory change, complaint, incident and claim inputs
• planned evidence methods and sampling basis
• responsible ICEQC functions; and
• conditions requiring targeted or special surveillance

ICEQC-CER-003 · Clause 91

Routine surveillance inputs

Routine surveillance shall obtain and evaluate, as applicable:

A declaration alone shall not establish continuing conformity for a material matter that requires verification.

ICEQC may rely on evidence already held where its source, scope, period, version and continuing relevance are established.

• a declaration of current scope and continuing conformity
• a schedule of major changes and events since the last decision or surveillance review
• current governance and responsible-person information
• status and effectiveness of prior corrective actions
• complaint, appeal, incident and learner-protection information
• selected performance, outcome, exception and monitoring records
• internal evaluation and management-review results
• current public information and certification claims
• continuity, security or digital-service matters material to scope; and
• any evidence specifically required by the applicable scheme or earlier decision

ICEQC-CER-003 · Clause 94

Targeted surveillance

ICEQC may initiate targeted surveillance where specific evidence indicates a defined area of concern or change.

A trigger may include:

Targeted surveillance shall define the trigger, affected scope, evidence need, urgency and possible certification consequence.

A trigger shall be evaluated before an adverse conclusion is made. A credible risk may justify interim protection while verification proceeds.

• a substantiated or credible complaint
• a serious incident or protected disclosure
• an unnotified change
• repeated or related nonconformity
• suspected certificate or mark misuse
• contradictory public information
• evidence-integrity concern
• material interruption or service failure
• late or unreliable surveillance submissions; or
• a quality-control sample selected by ICEQC

ICEQC-CER-003 · Clause 95

Special surveillance

Special surveillance is an expedited or additional review outside the routine programme where the matter cannot reliably await the next scheduled review.

ICEQC may conduct special surveillance with shortened notice where prior notice could permit concealment, alteration or loss of relevant evidence or prolong a serious risk.

Shortened notice shall not remove the certified client's reasonable opportunity to understand and respond to an adverse finding.

Special surveillance may be limited to a single issue or expanded where evidence indicates broader effect.

The certified client shall cooperate with validly authorized special surveillance as a condition of continuing certification.

ICEQC-CER-003 · Clause 98

Surveillance evaluation

Surveillance evidence shall be evaluated against the current applicable ICEQC requirements and certified scope.

The reviewer shall determine:

A surveillance conclusion shall identify the coverage, sample, evidence, limitations, findings and recommended next action.

An unresolved evidence limitation shall not be recorded as conformity.

• whether each reviewed requirement continues to conform
• whether prior corrective actions remain effective
• whether changes have been identified and controlled
• whether complaints, incidents and performance information indicate a wider issue
• whether certification claims remain accurate; and
• whether the surveillance programme or certification status requires change

ICEQC-CER-003 · Clause 99

Surveillance findings and corrective action

A nonconformity identified during surveillance shall be stated, classified and controlled under Parts 3 and 4.

The surveillance reviewer shall evaluate whether the finding affects only a defined part of scope or impairs confidence in the certified system or object as a whole.

A major nonconformity shall be referred promptly for interim or final certification status action.

A general nonconformity may proceed through the authorized corrective-action period while certification remains active under clause 59.2, provided confidence in certification is not materially impaired.

A finding requiring action beyond the surveillance review shall be entered into the surveillance programme and tracked to closure.

ICEQC-CER-003 · Clause 100

Surveillance closeout

A routine or targeted surveillance activity may be closed as satisfactory only where:

Closeout shall be authorized by a competent reviewer and recorded with the completion date.

Where closeout criteria are not met, the case shall remain open or be referred for a certification decision.

• planned coverage has been completed or a justified equivalent has been approved
• evidence is sufficient for the matters reviewed
• all surveillance nonconformities required for closeout are closed
• prior corrective-action effectiveness checks are complete
• major changes, complaints and incidents have been addressed
• certification scope and public status remain accurate; and
• the next surveillance or renewal action is defined

ICEQC-CER-003 · Clause 101

Suspension arising from surveillance

Surveillance shall be referred for suspension consideration where:

The Certification Decision Authority shall determine the status action and may suspend only the affected separable scope where the remaining scope is reliable.

Immediate suspension may precede completion of the full surveillance report where delay would create material harm or misrepresentation. The reasons and evidence shall be recorded.

• continuing conformity is not established for a material part of scope
• a major nonconformity is identified
• corrective action is overdue or ineffective
• surveillance is refused, obstructed or cannot be completed because required evidence is withheld
• a serious change or incident remains uncontrolled
• certification claims are materially misleading; or
• another condition in clause 63 applies

ICEQC-CER-003 · Clause 102

Restoration surveillance

Restoration verification shall address the cause of suspension, related requirements, changes during suspension and the current operating condition.

ICEQC shall not restore certification solely on a written assurance or plan.

The restoration sample shall be broad enough to establish that correction and corrective action are implemented throughout the affected scope.

A restored certificate remains within the original expiry date unless a renewal decision establishes a new cycle.

ICEQC may add targeted surveillance after restoration where continued monitoring is necessary to confirm sustained effectiveness.

ICEQC-CER-003 · Clause 103

Maximum suspension period

Suspension shall be time-limited and shall not ordinarily exceed 180 calendar days.

A shorter maximum shall apply where specified by the decision, scheme or consequence of the matter.

ICEQC may allow one justified extension only where substantial corrective action is complete, effective containment remains in place, restoration is reasonably imminent and continued suspension is not misleading.

If restoration conditions are not fulfilled by the final date, ICEQC shall withdraw the affected certification or reduce scope as appropriate.

ICEQC-CER-003 · Clause 104

Scope reduction arising from surveillance

Where nonconformity is confined to a separable part of scope and the remaining scope continues to conform, ICEQC may reduce scope instead of suspending or withdrawing the entire certification.

The evidence shall establish that the failure does not undermine common governance, resources, systems, data, personnel or controls supporting the remaining scope.

The certified client shall update every affected claim, certificate display, website, platform, contract, proposal and other representation by the date directed.

Re-entry of removed scope requires an extension decision and shall not occur automatically after correction.

ICEQC-CER-003 · Clause 105

Withdrawal arising from surveillance

ICEQC shall consider withdrawal where surveillance establishes persistent, deliberate, systemic or otherwise irrecoverable failure, or where suspension cannot be resolved within the authorized period.

Withdrawal may be limited to affected scope only where the remainder continues to meet clause 104.2.

The certified client shall cease certification claims for the withdrawn scope and fulfil the continuing obligations stated in the decision.

A withdrawn status shall remain visible in the public register for the period determined by ICEQC to prevent misleading reliance and preserve verification history.

ICEQC-CER-003 · Clause 108

Serious incidents and immediate protection

On receiving credible information about a serious incident relevant to certified scope, ICEQC shall promptly determine the need for evidence preservation, interim protection, targeted surveillance and certification status review.

ICEQC shall not assume the role of an emergency service, public authority or specialist investigator. The certified client remains responsible for immediate response and applicable notifications.

ICEQC shall assess only the effect of the incident and response on applicable ICEQC requirements and certification validity.

The review shall consider continuing risk, persons affected, containment, truthfulness of notification, control effectiveness, recurrence, public claims and whether specialist evidence is necessary.

An active investigation elsewhere does not automatically prevent ICEQC action where sufficient evidence supports a necessary protective certification decision.

ICEQC-CER-003 · Clause 109

Public register and status control

ICEQC shall maintain the public register as the authoritative source of current certification status.

The register shall state, as applicable:

The register shall not display a score, grade, rank, star, award or relative performance label.

A status update shall be made without undue delay after the effective decision. Where system delay occurs, ICEQC shall apply an alternative public notice sufficient to prevent misleading reliance.

• certified client and certification object
• precise certification scope
• applicable ICEQC requirement document and edition
• certificate identifier
• effective and expiry dates
• active, suspended, reduced, withdrawn or expired status; and
• the effective date and affected scope of a status change

ICEQC-CER-003 · Clause 110

Surveillance record

ICEQC shall retain a surveillance record containing:

The record shall permit reconstruction of why certification was maintained, changed or ended.

• the current programme and activity plan
• submissions, declarations and evidence index
• methods, samples, participants and dates
• evidence evaluation and limitations
• changes, complaints, incidents and claim reviews
• findings and corrective-action records
• closeout or certification decision
• public-status implementation; and
• the next planned action

ICEQC-CER-003 · Clause 111

Consistency of findings and decisions

ICEQC shall maintain controls to promote materially consistent interpretation, classification, corrective-action verification, decision and status action across schemes and cases.

Controls may include competence calibration, anonymized case review, controlled decision criteria, technical consultation, periodic sampling and review of overturned decisions.

Consistency does not require identical treatment where scope, evidence, consequence, operating history or other material facts differ. The reason for a material departure from usual treatment shall be recorded.

An earlier error shall not be repeated solely for consistency. ICEQC shall correct the current case and consider whether earlier cases require review.

ICEQC-CER-003 · Clause 114

ICEQC nonconformity and corrective action

ICEQC shall identify and control nonconformity in its own certification processes, including a failure arising from a case review, complaint, appeal, data incident or performance trend.

ICEQC corrective action shall include correction, cause and extent evaluation, action, responsibility, time frame and effectiveness verification proportionate to the consequence.

Where an ICEQC process failure may have affected a certification decision or party, ICEQC shall review the case and provide appropriate correction without requiring the affected party to submit an appeal.

Commercial sensitivity, reputational concern or personnel seniority shall not prevent internal nonconformity from being recorded and corrected.

ICEQC-CER-003 · Clause 115

Performance monitoring

ICEQC shall monitor the performance of this Procedure using measures capable of identifying delay, inconsistency, recurrence and control weakness.

Measures may include:

Performance measures shall not reward higher certification approval rates, lower finding rates or commercial retention at the expense of reliable conformity decisions.

• time to issue findings and decisions
• corrective-action response and closure time
• overdue and recurrent nonconformity
• surveillance completed within cycle windows
• appeal timeliness and outcomes
• decisions corrected through quality review
• certificate and register implementation accuracy; and
• confidentiality, accessibility and conflict-control performance

ICEQC-CER-003 · Clause 116

Controlled records

Records created under this Procedure shall be identifiable, complete, current, protected, retrievable and traceable to authority and date.

A material change to a finding, action, decision, appeal or status record shall preserve the prior version or an equivalent audit history.

Access shall be based on assigned function and information sensitivity. Export, download, sharing and local storage shall be restricted accordingly.

Records shall not be stored in an unapproved personal account, device, messaging channel or location.

Where a system is replaced or data are migrated, ICEQC shall verify completeness, integrity, links, permissions and continuing retrieval.