Approval, Maintenance, Renewal, Expansion, Reduction, Suspension, Withdraw, Cancellation and Recovery of the Registration Control Procedures

1. General rule

This procedure is formulated according to the requirements of ISO 17065, EC834/2007, EC889/2008, NOP CFR 7 PART 205.

2. Scope of application

This procedure is applicable to the basis and procedure for CHTC to approve, maintain, renew, expand, reduce, suspend, withdraw, cancellation and recovery certification registration.

3. Management responsibilities

3.1 The departments in accordance with their own responsibilities, put forward suggestions for approval, maintenance, renewal, expansion, reduction, suspension, withdraw, cancellation, and recovery of certification.

3.2 The Technical Committee is responsible for reviewing the recommendations put forward by the various departments of the company for approval, maintenance, renewal, expansion, reduction, suspension, withdraw, cancellation, recovery of certification.

3.3 The vice general manager is responsible for reviewing it and making further comments.

3.4 The general manager will make a decision on approval, maintenance, renewal, expansion, reduction, suspension, withdraw, cancellation, and recovery of certification.

3.5 The general office makes  is responsible for the production and distribution of the notice, as well as the management of the certificate's recovery and renewal according to the general manager’s decidion.

3.6The International Department shall report to EU annually about the previous year’s certification. Withdraw, revocation and information of switching control body shall be reported to EU immediately.

4. Control procedures

4.1 The conditions for approval, preservation, renewal, expansion, reduction, suspension, cancellation, withdraws and recovery of certification.

4.1.1 Conditions for approval of certification

The results should be conducted in accordance with the inspection and sampling verification (as necessary) and combined with other relevant information to make a general evaluation and make a certification decision. The members of the/ inspection unit shall not participate in the certification decision.

In accordance with all the certification requirements, the certification certificate shall be issued.

4.1.2 Conditions for maintaining certification

a.         During the validity period of certification, the certified operator passes the organic product supervision inspection, and proves that the system files established by the certified operator had been updated and met the requirements of certification audit.

b.        Within the validity period of the certification, the product performance of the certified organization is tested and meets the corresponding certification standards and corresponding technical requirements.

4.1.3 Conditions for expansion/reduction of certification

a.         The professional category involved in the certification coverage is increased or reduced.

b.        The range of products covered is increased or reduced.

c.         The operating place of certification is increased or reduced.

d.        The requirement to expand the certification is the same as that of the first application.

4.1.4 Conditions for certification suspension

In case of one of the following contents, the certificate shall be suspended within 15 days. The suspension period of the certificate shall be 1 to 3 months, and the certificate shall be published publicly.

a.         the certificate or the certification mark haven’t been used in accordance with the regulations;

b.        The certified product and activities, such as production, processing, sales and other activities or management systems, do not meet the certification requirements, and can be effectively corrected or corrected by the certification body within the time limit.

c.         Other situations where certification certificates need to be suspended.

4.1.5 Conditions to revoke certification

In the case of one of the following cases, the certificate shall be revoked within 7 days and it shall be announced to the public:

a.         The quality of the certified products does not conform to the relevant state regulations, the compulsory requirements of the standard, or the substances prohibited by the national standard of organic products.

b.        Usage in the production and processing activities of the certified products, used the prohibited substances or prohibited substances from the national standards of organic products.

c.         Certified product certification client false and concealed by the required information;

d.        Certified products certifying clients exceed the scope of certification;

e.         The environmental quality of the origin (base) of the product is not in conformity with the certification requirements.

f.         Has been certified that the activities, such as production, processing, sales and other activities or management systems, do not conform to the certification requirements.

g.        Certified products are reprocessed, divided and segmented in the production and processing sites marked by the certificate.

h.        The certifying agent of the certified product has failed to take effective measures for major complaints and problems in the relevant party.

i.          The certification of certified products is related to administrative penalties, which are related to the violation of the relevant laws and regulations of the state's agricultural products and food safety management.

j.          The certifying agent of the certified product of refuses to accept the supervision by the certification authority or the certification authority.

k.        Other situations that the certificate need to be revoked.

4.1.6 Conditions for the cancellation of certification

In one of the following cases, the certificate shall be written off within 30 days, and it shall be announced to the outside world:

(1)      The expiration of the validity period of the certification certificate and the failure to apply for the continuation of the certificate.

(2)      The products that have been certified are no longer produced;

(3)      The certified principal of the certified product shall apply for cancellation;

(4)      Other cases that need to be cancelled.

4.1.7 Conditions for updating the certification registration certificate

a.         During the validity period of the certification certificate, the certification organization passed the recertification t / inspection of organic products, which proved that the system documents established by the certified organization were effectively operated and continued to meet the requirements of the certification audit basis.

b.        Withinthe validity period of the certification certificate, the holder of the certification certificate has changed (legal person, enterprise name, address, production/business scope, etc.), providing change application, accompanied by the background information and the photocopy of the valid certificate.

c.         Other changes in the certificate holder within the validity period of the certification certificate.

d.        Within the validity period of the certification certificate, the certified organization cannot continue to meet the requirements of the certification registration by the certified organization.

e.         Within the validity period of the certification certificate, the reasons for the certification authority or the enterprise need to redistribute the certification certificate.

f.         Within the validity period of the certification certificate, when the conversion period of the organic product conversion certificate is completed, the application of the certification organization will meet the requirements of the renewal of the certification by the certified organization, (only the organic product certification organization is applicable).

g.        Within the validity period of the certification certificate, others need to update the certification certificate.

4.1.8 Supervision of the conformance of conditions and restrictions

CHTC has the right to put forward the above conditions and supervise the conformance of the above conditions and the corresponding restrictions. If the certification organization frequently asks for the use of substances and activities that are restricted by the corresponding standards, CHTC will make the relevant conditions to reduce its use.

4.1.9 In order to ensure effective implementation of suspend conclusion, CHTC should make their customers with forced implementation arrangements, to ensure that customers continue to avoid publicity during the suspension of certification, the company will suspend during the Moratorium on the use of certification certificates and certification marks of the notice of enterprises, and the announcement on the company's website, the certification suspend the information publicly available, the suspension period is generally not more than 3 months, in case of special circumstances shall not exceed 6 months (special circumstances need to submit a written application and approval). If necessary, CHTC shall take any other measures considered appropriate.

4.1.10 Conditions for the restoration of certification registration

a)         Complete non-conformance correction or (and) corrective measures and confirm by the certification body;

b)        The reason for the suspension was eliminated;

c)         The complaint is verified to be a false accusation or the case is not true to the relevant party;

d)        After being punished, the rectification is qualified and the evidence is submitted.

e)         Other conditions that need to be recovered (including 4.5 contents);

f)          For the Certified Business of organic products, it is necessary to recover the certificate after the expiration of the certificate.

4.1.11 No approval of the registration of the registration:

a)         Providing false information and dishonesty;

b)        The failure to establish a management system or the established management system has not been effectively implemented;

c)         The use of prohibited substances or pollution by prohibited substances in the process of production and processing;

d)        Product detection found the presence of prohibited substances.

e)         The quality of the products applied for certification does not conform to the mandatory requirements of the relevant state regulations and / or standards;

f)          In one year, the quality and safety of the major products or the certification of the organic certification for the quality and safety of the products has been revoked.

g)        Did not complete the nonconformities, corrective actions or corrective actions within the prescribed time limit, or submitted corrective or corrective actions failed to meet the certification requirements.

h)        The environment was polluted by monitoring (inspection).

i)          Others are not in conformity with the requirements of the rules and (or)organic standards and can not be corrected

4.2 Approval procedures for approval, maintenance, updates, expansion, reduction, suspension, cancellation, revocation, and reinstatement of certification decision

4.2.1 The Audit Department  shall review the audit material issued by the audit team according to the requirements and sign the opinion report to the Technical Committee.

4.2.2 The Technical Committee and director of professional committee according to the contract review provides the evaluation opinions (approve, maintain, update, expand and reduce, suspension, revocation, cancellation, recovery) and audit materials submitted by audit department and signed opinions, respectively to examine the evaluation opinions and audit materials, on the basis of Certification Decision Management Measures certification decision report to the general manager.

4.2.3 According to the opinions of the Technical Committee, the general manager of makes the decisions to approve, maintain, update, expand, reduce, suspend, revoke, cancel and recover. If the certification is not approved, the reasons shall be clearly stated, fill in the cancellation, suspension, revocation of the certificate and the approval form. If the approval is exception, it should be approved according to the corresponding guidelines and procedures, and there is a definite time limit and the reasons for recording exceptions.

4.2.4 Should judge the objective evidence to judge the conformance needs according to the relevant rules and procedures.

4.2.5 For enterprises that expand the scope of certification should submit the application for certification change, and can be audited after the qualification of the  professional project management personnel

4.2.6 The general office shall form monthly reports about the suspended and revoked operators. The Technical Committee is responsible for follow up, during the suspension communication and exchanges shall be strengthened with operators, not continue to use certificate or certification mark, actively urge operators to act during the suspension period for reinstatement of certification. If the pause still fails to eliminate the reason for the suspension, CHTC should make a certificate cancellation / recall or reduce the scope of the certification.

4.2.7 In case of the revocation and cancellation/termination (by request of client), CHTC requires the operator immediately stop the use of certificates and certification marks, and return the certificates, including external publicity, advertising, etc., otherwise CHTC will notify the competent authorities. If the serious consequences are caused, legal means will be adopted.

4.2.8 Certified for recovery after the suspension of business, the Technical Committee and approved by the general manager, together with the Enlarged, Pause, Recovery, Cancellation, Revocation of the Approval Form to convey to the general office, made and issued the Notice of Resumption of Use of Certification Certificate and Certification Mark by the General Office.4.2.9 Written notice of decision denying certification approved by the vice general manager authorized by the general manager or the general manager shall be issued by the audit department to those operators, attached with reasons.

4.3 Making, issuing, registering and announcements of certificates

4.3.1 According to the general manager's approval Certification Decision, general office makes and issues certificates, and registers management. General office shall make up to date announcements on CHTC's websites of the certified operators. Before Februray 28, the International Department will report to the EU commission on the issue of EU certificates. 

4.3.2 According to the General manager's decision on the maintenance, suspension, cancelation, revocation, and reinstatement of certificate, the general office shall issue the Notice of Maintenance Certification Registration to the holder of the certificate, or Notice of Suspension of Certification and Certification Mark, or Notice of Recovery of Certification and Certification Mark, or Notice of Cancellation of Certification and Certification Mark, or Notice of Revocation of Certification and Certification Mark. The international department shall report the information to the European commission in real time when the EU organic certification is cancelled and/or revoked. When the scope is reduced, the certificate should be updated and reissued, and the certificate of the certified operator should be withdrawn, and the certificate shall be revoked from the operators whose certificate that canceled or revoked within 15 days.

4.3.3 CHTC shall require the suspended products not to be put on the market, and not to continue to use certification marks and certification, and not to advertise or mislead their certification qualifications. Products with potential defects are required to be recovered when practicable and take other corrective measures. Rectification measures and plans shall be reported to the Technical Committee. After rectification is completed, a summary of the rectification is submitted to the Technical Committee in time. At the same time, an application for examination or inspection is put forward, and the Technical Committee shall be audited or inspected according to the situation. After the adoption, the general office issued the Notice of the Recovery Certification Certificate and Certification Mark The enterprises that have not taken measures to eliminate the reasons for the suspension during the period of the moratorium are announced by the general office

4.3.4 Where CHTC finds irregularities or infringements affecting the organic status of products, it shall without delay inform the competent authority. In case of irregularities or infringements found with regard to products under the control of other control authorities or control bodies, it shall also inform those authorities or bodies without delay.

4.4 Approvals, maintenance, renewal, expansion, reduction, suspension, cancellation, withdraws, restoration and re-certification of the dispute settlement decision.

4.4.1 Once the objection to the decision of approval, maintenance, renewal, expansion, reduction, suspension, cancellation, revocation, certification and re-certification, the director of the Technical Committee shall convene the plenary session of the Technical Committee and form the final opinion, which is approved by the general manager. The general manager has the final verdict on the dispute.

4.4.2 Before taking the formal notice of suspension/revocation, Intention to Suspend/Revoke Certification letter shall be sent to the operator by general office. Operator is given 14 days from the date on the letter to response, response shall be carried out in accordance with the Procedure for Control of Appeals/Complaints and Dispute Handling. Otherwise, CHTC will commence suspension/revocation and send Notice of Suspend/Revoke Certification and Discontinuing Using Certification Marks.

4.5 Explanations of the relevant matters

4.5.1 If the certification is not approved, the applicant should be clearly explained to the applicant for the reasons.

4.5.2 If approves the exceptions, it shall be approved by the Technical Committee and approved by the general manager. According to the specific circumstances of the application organization, we should specify the time limit for exceptions, and accurately record the reasons for the exceptions in the approved records.

4.5.3 CHTC has the right to set limits on the exceptions and, if necessary, monitor the satisfaction of the restrictions, and find out the situation which is not satisfied, it requires the applicant to take corrective measures in time.

4.5.4 If the application certification organization frequently requests to use methods or standards to restrict substances or activities, CHTC shall ask for certification organization to formulate measures and time to gradually reduce this use.

4.5.5 Based on the relevant rules of ISO 17065 and CHTC's organic product certification control conditions, and other related documents to analyze and determine objective evidence for compliance needs.

4.5.6 When a request is made by either party, CHTC should correctly indicate that the customer's management system certification is suspended, revoked or reduced.