a) Application and Review
- Client submits application including organization details, scope, sites, processes, and applicable standards.
- AVSMS reviews the application to ensure it has the competence to conduct the audit.
- A decision is made to accept or decline the application.
- If accepted, a contract is signed.
b) Acceptance or Decline of Application for Certification
Following the review of the client’s application, AVSMS determines whether it has the competence, capacity, and impartiality to perform the requested certification.
Based on this review AVSMS may decline the application if:
- The requested scope is outside the certification body’s accredited scope or competence,
- There is a potential conflict of interest that cannot be effectively managed,
- The client’s organization, processes, or locations do not meet minimum readiness for certification,
- The certification body cannot maintain impartiality due to a relationship or contractual issue,
- The client has a history of misrepresentation, non-cooperation, or previous certification withdrawal due to noncompliance.
c) Documentation and Client Communication
- In cases where the application is declined, the reasons for rejection shall be formally documented by the AVSMS.
- The client shall be notified in writing, and the explanation shall be clear, specific, and based on objective evidence.
d) Audit Planning
- Audit team is selected based on required competence.
- Audit plan is prepared and shared with the client.
- If applicable, remote auditing methods are assessed.
e) Stage 1 Audit (Readiness Review)
- Review documented information (manuals, procedures, legal compliance).
- Evaluate site-specific conditions and readiness for Stage 2.
- Identify areas of concern that could be nonconformities.
- Confirm audit scope and Stage 2 logistics.
f) Stage 2 Audit (Certification Audit)
- Conducted on-site or partially remote if applicable.
- Evaluate the implementation and effectiveness of the management system.
- Verify compliance with the standard.
- Identify nonconformities (NCs), if any.
- Hold closing meeting to present findings and next steps.
g) Certification Decision
- The audit team submits the report and recommendation.
- Independent, impartial technical reviewer/Certification Committee makes the certification decision.
h) Award of the certificate
If does not discover any serious facts which would contradict lead auditor findings stated in the certification audit report and proposal of lead auditor for certificate awarding, Certification Decision Committee shall issue the consistent statement to the lead auditor´s statement and shall award the certificate.
Certificate is issued, valid for typically 3 years
I) Surveillance Audits (Year 1 & 2)
- Conducted at least once a year to verify continued conformity.
- Focused on key processes, internal audits, management review, complaints, etc.
J) Recertification Audit (Year 3)
- Client shall resubmit the Application information within 3 months before the expiry of certificate to calculate the audit time for the recertification audit. The recertification activity shall include the review of previous surveillance audit reports and consider the performance of the management system over the most recent certification cycle.
- Recertification audit activities may need to have a stage 1 in situations where there have been significant changes to the management system, the organization, or the context in which the management system is operating (e.g. changes to legislation).
- Recertification activities will be successfully completed prior to the expiry date of the existing certification; the expiry date of the new certification can be based on the expiry date of the existing certification. The issue date on a new certificate shall be on or after the recertification decision.
- Following expiration of certification, AVSMS can restore certification within 6 months provided that the outstanding recertification activities are completed, otherwise at least a stage 2 shall be conducted. The effective date on the certificate shall be on or after the recertification decision and the expiry date shall be based on prior certification cycle.
K) Special Audits
- A special visit may require to be made to the certificate company’s premises in the following circumstances
- AVSMS has reason to believe that the documented systems are inadequately maintained with major deficiencies in operation.
- Upon intimation by the certified company, of any significant change in the certified documented system. Including extension of scope visit will decide, whether the extension of scope sector can be granted or not.
- As a result of a complaint, by any party, any adverse publicity or contravention of the conditions of certification or other information received and suspended client. The special visits will be undertaken after due notice has been given and details agreed between AVSMS and visits will be undertaken after due notice has been given and details agreed between the certified company. Due care is taken of the following.