Agreements

 

SATAS (South African Timber Auditing Services) negotiated formal agreements on co-operation with different national and international organisations. SATAS uses the recognised laboratory testing services of the University of Pretoria and Ten E Packaging.

 

Certification Conditions

 

DEFINITIONS

Material: Raw material or components used in the manufacture of the product.

Product:   The commodity at any stage of its manufacture

Certificate: The document that provides evidence of approval to use the SATAS logo.

Certification Requirements: The specific product requirements contained in the relevant product Specification.

Specification: The relevant product specification as defined in the certificate.

Certifier: The certification body SATAS    

Certificate holder: The company to which a Certification Permit has been awarded.

Acceptable: Satisfying the requirements of  SATAS         

CAD: Complaint, Appeal and Dispute.

SATAS: South African Timber Auditing Services

SANAS: South African National Accreditation Systems

 

1     REQUIREMENTS FOR PERSONNEL INVOLVED IN  QUALITY FUNCTION

 

1.1   The certificate holder shall appoint a competent person as management representative who will have the responsibility for ensuring that these requirements are implemented and maintained. The name of the person is to be submitted in writing to SATAS. Should there be a change in this position SATAS is to be notified in writing.

1.2   The management representative is also responsible to ensure that all personnel performing quality verification activities are competent in their duties.

1.3    SATAS reserves the right to establish competence of such personnel through evaluation and/or testing.

 

2       FEES

 

On receipt of a certification application a quotation will be prepared which will include the following:

 

2.1  Assessment fee: To cover the costs of the initial product testing and assessment of the applicant’s quality system.

2.2 Certification Royalty Fee: The certification Royalty Fee is payable monthly once certification has been granted. This fee may be increased provided that SATAS has informed the Certificate holder at least 30 days prior to the effective date.

2.3 Re audit or additional costs incurred through customer complaints.  The Certificate Holder shall be responsible for any additional costs incurred by SATAS in follow up of shortcomings detected during audits or in the investigation of valid customer complaints in respect of sub-standard product.  Any additional costs incurred by SATAS for re-evaluation in the event of changes to ownership, the structure or specification changes shall be borne by the Certificate Holder.

 
3       SERVICES PROVIDED BY SATAS

 

3.1   SATAS will carry out at least 1 audit per year at the Certificate Holder’s ………………….. to ensure that the certificate Holder continues to comply with these conditions.

SATAS will also carry out at least ….. unannounced product audits per year to ensure product compliance to the requirements of the relevant product specification. SATAS undertakes to notify all SATAS Certificate Holders and to supply the Certificate Holder with one copy of any standard amendment or revision in accordance with the scope of certification. The cost of such documents will be for the Certificate Holder’s account. SATAS reserves the right to increase surveillance visits provided that the Certificate Holder is given the reason for this in writing. The costs of additional visits will be borne by the Certificate Holder.

SATAS reserves the right to make use of sub contractors for product inspections and testing. A list ( MS 62) of Sub Contractors is available on request. 

SATAS provides product certification on different Timber products and information on this service is available on request.

 

4           OBLIGATIONS of THE CERTIFICATE HOLDER

 

4.1      The Certificate Holder will maintain the quality system as described in section 6 of these conditions and will ensure that product quality complies with the relevant product specification. Product tests are to be performed as described in the relevant product specifications. The Certificate Holder is to make alternate arrangements acceptable to SATAS if unable to perform the tests.

The Certificate Holder shall notify SATAS of:

a)    any changes in the manufacturing process,

b)    any rework and or grading/regarding activities of any imported  structural timber .

SATAS will evaluate the changes by means of conducting a re - assessment using the procedures for an initial assessment. The SATAS logo shall not be applied to product manufactured under the altered  process until the process and product has been approved by SATAS

Change in ownership or Management shall be reported to SATAS for re-evaluation to determine future certification status.

The Certificate Holder shall complete a new application where standards are changed to a degree that significantly affects the nature or design of the product. 

The Certificate Holder is to allow SATAS staff access, during normal working hours, to its premises and documentation to enable SATAS Auditors to conduct surveillance audits. Access is also to be afforded to SANAS auditors in order to witness and evaluate SATAS auditors performing system and product audits.

Reference to the SATAS registration, reproduction, or, use of the SATAS logo on the product shall be in accordance with the following.

The certificate Holder may copy or reproduce and use the SATAS logo in the registered format on any documentation relating to the product for which a certificate was issued.

The Certificate Holder may use the SATAS logo on all product in compliance with the relevant specification for which a certificate was issued in accordance with MS 25 “Schedule of Certification”.  The Certificate holder shall comply with the requirements as in par. 4.2 of this document on the use of the SATAS and SANAS logos. The Certificate Holder shall not make any misleading statements in its advertising/marketing or otherwise regarding the Certification. All brochures and documentation shall be audited to establish correct reference. Deliberate Incorrect reference to the certification logo or certificate shall lead to reconsidering of the Certification status.

In the event of a restriction or suspension on the use of the logo or cancellation of the certificate the Certificate Holder will stop the use of the logo on all documentation and product. All labels, stamps and documents bearing the SATAS logo is to be withdrawn to prevent inadvertent use. SATAS reserves the right to determine compliance by means of an audit on documentation as delivery notes and invoices, brochures and other marketing material. Refer to ISO/IEC guide 23 for detail regarding the use and control of marks.

4.2    Conditions for use of SANAS and SATAS logo

SANAS:  The use of the SANAS logo is subjected to the rules and regulations as published in SANAS  latest procedure R04. This procedure is  available on website :  www.sanas.co.za. 

4.2.1 SATAS: the following conditions shall be met by all SATAS Certificate Holders. Format and display or reference to certification

The logo

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The logo shall only be displayed in the format as displayed above.

Any enlargements or reductions in size shall retain the same proportions as in the SATAS master logo.

The SATAS logo shall not be larger or more prominent than any other logo on the Certificate Holders documentation.

The colour of the logo on product shall be in accordance with the relevant product Standard.

When used on paper the colour of the logo shall be in black.

All documentation that makes reference to the SATAS logo, shall clearly identify products referred to in the document, which do not fall within the scope of certification.   

The logo shall only be applied to product manufactured on the premises and falling within the scope of certification as given in MS 25 Schedule of Certification number ….. The product standard number shall also appear in conjunction with the SATAS logo. 

The SATAS logo shall not be used in such a way as to imply that SATAS accepts responsibility for the quality of the product.

On suspension or termination of certification all reference to SATAS and the use of the SATAS logo shall be stopped on all product and documentation.

 
4           PERIOD OF CERTIFICATION

 

5.1  The certificate is issued for a period of 3 years and may be issued for further 3 year periods after re- evaluation of the Certificate Holders quality system by SATAS.

5.2 All changes to Certification conditions are discussed with the client or clients before implementation. The implementation date will be determined by SATAS and the client taking the impact of the change into consideration.

5.3 These certification conditions come into effect on issue of the certificate and may be terminated by either party after a 18 month period provided that 60 day notice is given. SATAS may however terminate these certification conditions at any time.

5.4       SATAS may suspend the certification if the Certificate Holder fails to maintain the conditions of the certification scheme.

5.5   The suspension and reasons is to be given to the Certificate Holder in writing.

5.6   Failure by the organization to carry out the appropriate corrective action may result in the cancellation of the Certification agreement by SATAS.

5.7 The Certificate Holder has the right to file a CAD in writing to the Managing Director of SATAS within 1 month of the event which caused the CAD. There after the CAD will be dealt with in accordance with Procedure P10. The complete procedure is available on request.

 

6             QUALITY SYSTEM 

 

The Certificate Holder will develop and maintain arrangements for instructions/ procedures covering the following.

6.1   An overall production flow diagram clearly identifying all control and test points.

6.2   The control of all quality documentation.

6.3   The control of all inspection and test equipment.

6.3.1 Test equipment required for controls during the production process to be kept in working order.

6.3.2 New equipment to be checked prior to release and verified at intervals no longer than one year.

6.3.3 Calibration records and certificates to be kept.

6.4     Incoming Material

6.4.1 Purchased material shall comply with specific requirements

6.4.2   Where required certificates of compliance covering each batch of material shall be kept.

6.4.3   Purchase 0rders shall clearly describe the material

6.4.4   All incoming material to be verified as complying with the specified requirements.

6.5        Control (manufacturing control)

6.5.1   Details of process control (to include storage arrangements)

The Certificate holder will develop and maintain manufacturing documentation that fully describes the relevant manufacturing processes  , including all inspection/test points including final inspection

6.5.2 The Certificate Holder shall carry out as a minimum the process control as detailed in addendum….. of this document.

6.6   Nonconforming Material/Corrective action

6.6.1   Procedures are to be implemented to continually monitor processes and to evaluate records to detect and remove the cause of defects.

6.6.2   All material that does not comply with specifications shall be clearly identified either by marking or locality

6.6.3 The Certificate Holder is to keep a record of all complaints and to take appropriate corrective action in respect of complaints where product deficiencies are found. Corrective action procedures are to include arrangements for handling of complaints including call back or other alternative action to satisfy the client. Immediate action to restore product conformity.

Action taken is to be recorded.

6.7        Quality Records

6.7.1   Records shall be kept of all control tests and inspections including calibrations, calibration checks and final inspections.

The responsibility for control of records is to be allocated.

 The control of records including storage identification retention periods and disposal is to be defined.

6.8      Internal Audits

6.8.1     A schedule shall be drawn up for the performance of regular internal

quality audits and the schedule is to cover all the areas of the certificate holders quality system

 

7             STORAGE of PRODUCT

 

7.1   Demarcated storage areas or holding areas shall be provided for product bearing the SATAS certification logo

7.2 Quarantined and rejected material is to be held in separate demarcated areas.

7.3   If demarcation is not practical all product in storage shall be clearly marked.

 

8             ADDITIONAL PRODUCT TYPES

 

Products falling within the scope of the relevant specification but not covered on the holder’s certificate may not be marked with the SATAS logo until such time as it has been approved by SATAS. SATAS has to be notified of any modifications to the manufacturing process or quality system which may affect product conformity. SATAS will decide on action to be taken and will notify supplier accordingly.

 

9          CERTIFICATE

 

9.1    The certificate Holder may display the certificate at the address that appears      

on the certificate.

9.2  The Certificate however remains the property of SATAS and is to be returned  

to SATAS if at any time the agreement with SATAS is terminated.