The Certification Overview provides a high-level outline of the certification process. The following paragraphs explain the key elements of this process.

Application. An interested client may contact info@zenithnet-zero.com to discuss and request an application for certification. The application is reviewed to determine whether certification is possible. If the application is accepted, Zenith Net Zero will coordinate with the client to develop the audit programme and to plan and prepare for the initial audit. If the application is declined, the decision is transparently communicated, and the client is directed to the Dispute Process for complaints or appeals.

Stage 1. This is a pre-assessment to evaluate whether the client’s management system is ready for the full audit. The pre-assessment includes an evaluation of the context, an assessment of the client’s understanding of the requirements, a review of the documented information, and identification of any gaps to be addressed before progressing.

Stage 2. This is a formal audit to determine whether the client’s management system is effectively implemented and compliant with the standard. The dates and schedule of the audit are agreed upon in advance. The client is advised of the personnel on the audit team to allow for any valid objection.

Conducting the audit. The audit begins with a formal opening meeting with management to introduce the audit team, and to review assessment requirements. During the audit, the team will obtain and verify information, identify and record findings, and prepare conclusions. The planned schedule for the audit may be adjusted in response to findings. The audit ends with a formal closing meeting which reviews the findings and presents the conclusions, including recommendations regarding certification. A timeframe is agreed upon for the client to present a plan to address any nonconformities identified. The client is presented with a copy of the audit report.

Granting of certification. Upon satisfactory completion of the audit, after the receipt of an adequate plan to address nonconformities from the client, the results are reviewed, and a certification decision is determined.

Where certification is granted, the client will be issued a certificate which identifies:

• The legal name of the certified organization
• The address for all sites included within the certification scope
• A clear description of the certification scope (the activities, products and services at each site, as applicable)
• The audit criteria (e.g., the management system standard and its revision date)
• The initial certification date, the current issue date, and the expiry date
• A unique identification code for certificate traceability
• The contact information, certification mark, accreditation mark and authorizing signature of ZenithNet-Zero

Refusing of initial certification. Initial certification may be refused for the following reasons:

• Assessment finds serious nonconformity
• Corrective action documentation does not satisfy requirements, such as
  • documentation is not submitted within stipulated time frame
  • nonconformity is not adequately addressed

A decision to refuse certification will be rendered transparently, and the client may register an appeal through the Dispute Process.

Maintenance and renewal of certification. Certification is maintained and renewed through periodic monitoring and reassessment, according to applicable requirements. Surveillance and recertification assessments are conducted at regular intervals to ensure the client continues to satisfy the requirements of the standard.

Expanding or reducing certification scope. A certified client may apply to amend the scope of certification by adding or removing activities, or by adding or removing sites where activities are performed. The application is reviewed to determine whether a special audit is necessary. A scope change application may be timed to coincide with the client’s regular assessment cycle.

Special audits. Special audits are unannounced or short-notice assessments carried out to investigate complaints, or to follow up on modifications, or to follow up on a suspended certification.

Transfer of certification. Where a certified client decides to change assessors, a transfer of valid and active certification file to the new assessor is possible

Suspension, withdrawal and cancellation.  The following examples illustrate the types of conditions under which certification may, as appropriate, be suspended, partially or fully withdrawn, or cancelled.

• Voluntary request for suspension or cancellation by the certified client
• Valid complaint from an interested party
• Nonconformity not adequately addressed within the stipulated timeframe
• False information provided as evidence of conformity
• Assessment finds persistent or serious nonconformity
• Client non-cooperation resulting in:
  • Assessment not scheduled as necessary to meet certification requirements
  • Assessment not adequately supported (e.g., requested information or resources not supplied)
  • Scheduled assessment not realized or is interrupted
• Misuse of marks and/or statements
• Non-compliance with contractual obligations

Suspension may result in withdrawal of certification if the issues which resulted in suspension are not adequately resolved.

Certification may be partially withdrawn by reducing the scope of certification to exclude elements of the management system which have persistently or seriously failed to meet requirements.

Upon notification, the client must discontinue use of all advertising matter that contains any reference to a certified status.

Restoring certification. A suspended certificate may be reinstated under the following circumstances, as applicable:

• The necessary assessment is completed
• The assessment successfully realized
• Corrective actions are effectively implemented within the allowable time limit
• The issue that caused suspension is effectively resolved

The reinstatement decision will be based on the assessment findings, the evaluation of effectiveness of corrective actions, and will consider any input from interested parties.

The effective date on the new certificate will be the date of the decision, and the expiration date will be based on the previous certification cycle.

Requests for information. Interested parties may contact info@zenithnet-zero.com to request information. Existing clients may contact their representative directly.

Zenith Net Zero will state the status of certification of a client’s management system upon the request of any interested party.

Complaints and appeals. All concerns are managed through our dispute process. Concerns should be addressed to: info@zenithnet-zero.com