FSC36 SAFE FEED/SAFE FOOD: SQF Reliance System User Guide Registration to Certification (Version 1.0)

FSC36 SAFE FEED/SAFE FOOD: SQF Reliance System User Guide – Registration to Certification (Version 1.0)

FSC36 SAFE FEED/SAFE FOOD: SQF Reliance System User Guide - Registration to Certification

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PREFACE This user guide is intended for suppliers that are seeking certification/and re-certification in the FSC36 Safe Feed/Safe Food Certification Program. This user guide will assist suppliers with accessing the Safe Quality Food Reliance database and completing the certification process from registration to certification. The following issues are addressed in this user guide:  Company registration for new and existing users (re-registration)  Locating, viewing and editing company profile and contacts  Completing the FSC36 Safe Feed/Safe Food Certification Program A supplier must be registered within Safe Quality Food Institute on the SQFI website (www.sqfi.com) in order to seek FSC36 Safe Feed/Safe Food certification. Registration provides key contact and billing information for the certification. It is important that the correct key contact and email address are provided. Certification is independent of registration and cannot be completed until the supplier has registered within the SQF system. Document last updated Oct. 31, 2014.

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RELIANCE USER DEFINITIONS Buyer

A customer

Certification

The process of which a “Supplier” establishes a relationship with a Certification Body (CB). This process is independent of the registration process.

Certification Body

The approved business or company that completes the audit inspection and certification of the supplier. This is the same as the Certifying Body.

Existing Users

Those users who have their facility, or facilities, registered with Reliance. These users have an existing user account within the system. These users were a part of the original Safe Feed/Safe Food Certification Program prior to the American Feed Industry Association/SQF Partnership. These users are most likely associated with an FSC36 Safe Feed/Safe Food certified company already registered within the system.

Facility

The supplier’s premises. The production, manufacturing or storage area where product is produced, processed, packaged and/or stored, and includes the processes, equipment, environment, materials and personnel involved. The facility must be managed and supervised under the same operational management. The facility is the site audited during an on-site audit (refer “site”).

New Users

Those users who have not yet had their company, or companies, registered with Reliance. These users do not yet have a user account with Reliance. These users are most likely new to the SQF Program and/or FSC36 Safe Feed/Safe Food Certification Program.

Registration

The process in which a “Supplier” registers within the SQF database. The registration process is independent of certification.

Supplier

The facility or business that is seeking FSC36 Safe Feed/Safe Food certification. This use of the term “Supplier” is consistent within the SQF certification program.

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Table of Contents PREFACE ........................................................................................................................................................ ii RELIANCE USER DEFINITIONS....................................................................................................................... iii SECTION 1.0 FAMILIARIZING YOURSELF WITH THE RELIANCE DATABASE SYSTEM (ETQ/SQFAD) ........ 1 1.1 About the SQFAD Portal................................................................................................................ 1 1.2 SQFAD Applications....................................................................................................................... 2 1.3 Companies Application ................................................................................................................. 2 SECTION 2.0 SQF RELIANCE COMPANY REGISTRATION FOR NEW AND EXISTING USERS ..................... 3 2.1 First Time Registration and Login ................................................................................................. 3 2.1.1. Accessing the New Registration Form .................................................................................. 3 2.1.2. Entering Registration Information ........................................................................................ 4 2.1.3. Completing the Company Billing Information ...................................................................... 5 2.1.4. Completing the Company Site Information .......................................................................... 6 2.1.5. Registration Payment Amount .............................................................................................. 7 2.1.6. Completing Multiple Company Registrations at Once.......................................................... 8 2.1.7. Paying and Completing your Company(s) Registration ........................................................ 9 2.2 Company Registration for Existing Users (Re-registration) ........................................................ 11 2.2.1. Accessing and Logging in to the Reliance Database System (ETQ/SQFAD) ........................ 11 2.2.2. Resetting or Changing your Password ................................................................................ 12 2.2.3. Accessing and Completing the Company Re-registration Form ......................................... 14 2.2.4. Logging out of the Reliance System (SQFAD)...................................................................... 16 SECTION 3.0 LOCATING, VIEWING AND EDITING COMPANY PROFILE AND CONTACTS...................... 16 3.1 Locating your Company Profile ................................................................................................... 16 3.2 Accessing or Viewing your Company Profile ............................................................................... 17 3.3 Editing your Company Profile ..................................................................................................... 18 3.3.1. Editable Fields in Company Information Subform .............................................................. 18 3.3.2. Read-only Fields in Company Information Subform ........................................................... 18 3.3.3. Updating the Company Web Address ................................................................................. 19 3.3.4. Updating Food Sector Categories (FSCs) ............................................................................. 21 3.3.5. Adding and Removing Buyers ............................................................................................. 22 3.3.6. Adding and Removing a SQFI-Licensed Certification Body (CB) ......................................... 23 3.4 Viewing Company Registration and Certificate Status ............................................................... 24 3.4.1. Registration status .............................................................................................................. 24 3.4.2. Certificate status ................................................................................................................. 24 3.5 Viewing Company User Profiles and Access ............................................................................... 25 3.5.1. Contact Types...................................................................................................................... 25 SECTION 4.0 COMPLETION OF FSC36 SAFE FEED/SAFE FOOD CERTIFICATION ................................... 26 4.1 Audits .......................................................................................................................................... 26 4.2 Certification Notification............................................................................................................. 27

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SECTION 1.0

FAMILIARIZING YOURSELF WITH THE RELIANCE DATABASE SYSTEM (ETQ/SQFAD)

This section is an introduction designed to help users orient themselves with the SQF Assessment Database (SQFAD). When logging in to Reliance after having been registered, you will first land on what is known as your “Reliance Portal.” Your portal houses your user information, assignments and applications.

EXAMPLE SQFI RELIANCE USERS Josh Richards Supplier Primary Contact Lindsey Proctor Supplier Secondary Contact

1.1

About the SQFAD Portal

RELIANCE PORTAL

User Information – Houses your login information; your display name, user name and user ID number. This area also informs you as to when you last logged in. My Assignments – Houses any information that is in your hands. Do you need to re-register a company? Do you need to enter corrective actions? This area is your hot spot for all items that you must have completed within SQFAD at any given time. My Applications – Houses all of your applications. You can find all of your information within this area, including your companies, audits and registration history. You will spend the majority of your time within the system in your applications. More information on these applications is found below.

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1.2

SQFAD Applications

Please note that you will be working out of the area circled in red.

   

1.3

Registration and Invoicing: Here you can view registration charges associated with your company and re-register. Companies: On this screen you are able to edit your company information, create and add user profiles, and view details related to your company’s registration and certificate status. Audits: The audits application contains links to your audit report and allows you to access your corrective actions. Training: This application is made available for use only by auditors and Certification Bodies.

Companies Application

Within your portal, select “Companies” from “My Applications” to view the company information. A new tab will open for you, similar to that of a web browser. You will be able to navigate back and forth between tabs freely when working within the system. At the top of this tab you will notice what is known as a phase tracker. This phase tracker simply tracks the status of your SQFAD assessment database registration at any given time.

PHASE TRACKER Registered – During the “Registered” phase, your facility is considered active. You will not be able to reregister a company during this phase. Due for Re-registration – Begins 90 days prior to your company registration’s expiration. Notification is sent via automated email. You are able re-register your company during this phase. Expired – Your Company will enter the “Expired” phase on the date of your registration expiration.

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IMPORTANT: If your company enters the “Expired” phase, your current SQF certificate can be invalidated due to registration expiration.

SECTION 2.0

2.1

SQF RELIANCE COMPANY REGISTRATION FOR NEW AND EXISTING USERS

First Time Registration and Login

During registration, the certifying body and the certification sought are selected. It is important for a supplier to know whether or not the certifying body is approved to complete a FSC36 Safe Feed/Safe Food Certification Program. If the supplier is uncertain about selecting a certifying body, the supplier may choose “unknown” in the selection field and change the certifying body at a later date. However, before a certifying body is able to complete the supplier’s audit or certification, the certifying body must be correctly designated. 2.1.1.

Accessing the New Registration Form

For “New Users,” The Reliance Company registration link is housed on the SQFI website, www.sqfi.com, under the “Suppliers” tab, then “New Users” from the menu on the left. A link will appear within the text under the heading “Database Registration.” Select this link to open ETQ/SQFAD. This will bring you to the “New Registration” form.

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You can also access the company registration link by clicking here. 2.1.2.

Entering Registration Information

On the first screen, please indicate whether your company is registered with SQFI. If you are unsure of whether your company has previously registered with SQFI, please contact SQFI by emailing [email protected].

IMPORTANT: If a user indicates “Yes” a message will appear requesting that the user contact SQFI. If your company has previously registered, do not click “No” to continue. Refer to the section titled “Company Registration for Existing Users (Re-registration).” Selecting “Yes” will take you to a new company registration form.

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2.1.3.

Completing the Company Billing Information

When entering Reliance’s company registration, you will enter what is known as a company registration form. As a new user, you will be entering anonymously simply because you do not yet have an existing user account established within Reliance.

You will begin by entering your billing contact and billing company information. This information is what will appear on your invoice/receipt once your company registration has been submitted. Fill in the appropriate billing contact information. The billing contact will be saved as a contact for the registered facility within Reliance. Fill in the appropriate billing company information. Unless your billing company name and address are the same as the facility being registered, this information will not be saved within Reliance. NOTE: Any field denoted with a red asterisk is required. Text must be entered within these fields in order to submit your company(s) registration.

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2.1.4.

Completing the Company Site Information

IMPORTANT: Enter your site address correctly. You will not be able to edit the address later without discussing this with your Certification Body.

If the company being registered is the same as that of the billing company, simply select the check box titled “Company Information for site being created is the same as the Billing Information above.” This will populate all of the billing information into the company being registered fields. As a result, you will not need to enter the same information multiple times.

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If the company being registered is not the same as the billing information already entered, then ignore the check box, and enter the new company information into the correct fields.

NOTE: If you mistakenly selected the “Company Information for site being created is the same as the Billing Information above” check box, simply unselect the check box to empty the populated fields. You will then be able to enter the new, correct information into empty fields.

2.1.5.

Registration Payment Amount

In order for the company registration fee to populate, you must first select the annual gross sales range to which the company you are registering falls. Simply select the drop down box within the “Gross Sales” field to view each annual gross sales range.

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For the purpose of FSC 36: SAFE FEED/SAFE FOOD Certification Program, you will select the gross sales range “> $100,000 USD < $5 million USD,” which is equivalent to the registration fee of $250 yearly.

This option was selected to accommodate the correct dollar registration fee within the system and is NOT correlated to your annual revenues. Once you have selected the appropriate range from the “Gross Sales” field, the “Classification” and “Amount” will automatically populate for you as read-only fields. These fields are not editable, as they are associated with the particular annual gross sales range you selected.

2.1.6.

Completing Multiple Company Registrations at Once

If you are completing multiple company registrations at once, after completing the above steps for your first company (p. 3 – 5); select “Add New Company,” to which a new company registration sub-form will appear for you within the company registration form.

Complete the additional company registration sub-form as you did the first company registration subform. You can register as many companies as you need to within one company registration form. NOTE: If you mistakenly selected “Add New Company,” or you want to delete an additional company from the registration form, you can remove a company registration sub-form at any time by selecting the “X” at the top right corner of the sub-form. You may also reorder your companies within the registration form by utilizing the

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2.1.7.

Paying and Completing your Company(s) Registration

When you have completed filling out your company registration sub-form(s), you can calculate the total cost by selecting “Calculate Total.” The “Total Amount Due” will populate for you to the right.

You may now choose your payment method. You have three options: check, wire transfer or credit card (Visa, MasterCard or American Express.) Registration Payment Completed by Wire Transfer or Check Select “Wire Transfer” or “Check” in the “Payment Method” area. If you would like to change your payment method, simply select “Credit Card” within the “Payment Method” area.

If you would like to continue with your payment by “Wire Transfer” or “Check,” then select “Submit.”



You will receive an email with a subject line titled “SQFI – Reliance Registration Invoice” with your invoice attached within two business days. This invoice will be emailed to the billing contact email address entered in the registration form. If you do not receive an email containing your invoice within two business days, check to see if the email was captured in your spam filter. For additional assistance, please contact SQFI at [email protected].

NOTE: Registration payments made by wire transfer or check can take up to 10 calendar days for SQFI to receive and process payments. Companies making registration payments will not be active within the system until payment has been received and processed in full by SQFI. It is highly recommended that if you have an SQFI audit within two weeks from when you are registering your company(s) that you pay by credit card. A company is immediately activated within Reliance if your credit card payment is successful.

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Registration Payment Completed by Credit Card (Preferred) Once you select “Credit Card,” empty credit card fields will populate for you in the “Credit Card Information” area. Fill out each field with the appropriate information.

NOTE: For the “Security Code” field, an image for assistance is provided for you on how to locate the security code on your credit card. Simply roll over the image with your mouse to enlarge the image for viewing purposes.

Once having entered all of your credit card information, check the check box titled “I verify the above information is accurate.”

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After selecting the “I verify the above information is accurate” check box, a “Submit Payment” button will appear. Select “Submit Payment” if you are ready to pay for your company registration(s). 

If your credit card payment was approved, then the company(s) registered will be active in the Assessment Database. An email will be sent to all primary contacts created within the registration form containing a username, temporary password and the link to the Assessment Database login page. If you do not receive this email containing your login information with 24 hours, please check to see if the email was captured in your spam filter. If not, contact SQFI for further assistance at [email protected].

2.2

Company Registration for Existing Users (Re-registration)

Re-registration is required annually. Once registered within the SQFI system, the database will notify the key contact for the supplier 90 days prior to registration renewal as a reminder. It is the responsibility of the supplier to ensure re-registration is completed. Thus, it is important the key contact is correct for the supplier. 2.2.1.

Accessing and Logging in to the Reliance Database System (ETQ/SQFAD)

For existing users, The Reliance Company registration link is housed on the SQFI website, www.sqfi.com, under the “Suppliers” tab, then “Existing Users” from the menu on the left. A link will appear within the text under the heading “SQF Assessment Database.” Select this link to open the Reliance Database System (ETQ/SQFAD). This will bring you to the login page.

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You can also access the company registration link by clicking here. If you believe your company is already registered with SQF but are not sure what your login information is, please contact SQFI for assistance at [email protected] or (202)220-0635. After opening the Reliance login page, type your user name and password into the fields as demonstrated below. If logging into Reliance for the first time, you will be prompted to change your password and select your time zone for security purposes.

2.2.2.

Resetting or Changing your Password

If at any time you have lost your password, simply type in your user name then select “Forgot your Password?” Your username must first be entered in order to use this feature. This will generate an automated email from the system to the email address on file. If you do not receive this email immediately, be sure to check your spam filter.

Once receiving your password, you will be prompted to change that password when re-entering the system for the first time. Simply type in the temporary password you received via the distributed email, then your desired password. The password rules will be listed for you, as shown below.

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When completed, select “OK.” Do note that you also have the opportunity to change your login information in your user profile within the system (refer to the section titled “Viewing my User Profile and Access”). To change your password at any time, you must first know your existing username and password. Simply type in your username and password into the correct field, then select “Change Password.”

Your user name and password must first be entered in order to use this feature. After selecting “Change Password,” you will be prompted to change your password. Simply type in your existing password, followed by your desired password. The password rules will be listed for you, as shown below.

When completed, select “OK.” Do note that you also have the opportunity to change your login information in your user profile within the system (refer to the section titled “Viewing My User Profile and Access”). It is important to note the “End User License Agreement” housed on the Reliance login page. By signing into the Reliance system using your personal user name and password, you are acknowledging your understanding and acceptance of the terms and conditions listed in the “End User License Agreement.”

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2.2.3.

Accessing and Completing the Company Re-registration Form

To re-register an existing company, first locate your company profile within the “Companies” application.

Clicking on the “Companies” application will open a new tab. On this tab you will see a list of sites for which you are listed as a contact. Click on the site you would like to re-register. IMPORTANT: Users can only re-register companies (i.e. make a registration payment) with an ‘Expired’ or ‘Due for Re-registration’ status. See example below.

IMPORTANT: Click the “Re-register” button to launch the re-registration form. This button is only available if your site is “Due for re-registration” or has an “Expired” status.

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NOTE: Within Reliance, it is important that you utilize the features. It is suggested that you do not use your web browser back, forward or refresh buttons when within the system. To refresh the page at any time, select “Refresh” within the Reliance toolbar. This toolbar will be made accessible to you when within an application at any time, as the toolbar moves up and down your screen as you scroll up and down a form. To navigate back and forth, simply utilize the tabs as you would in a web browser. EXAMPLE

After selecting “Re-register” users are brought to the re-registration form—featured below. You will notice your company billing information is pre-populated. This occurs because the system is aware that you are logged in and attempting to re-register a company.

NOTE: Any field denoted with a red asterisk is required. Text must be entered within these fields in order to submit your company(s) registration. See sections 2.1.3 – 2.1.7 (p. 5 – 11 of this user guide) to complete the re-registration and payment for your company.

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2.2.4.

Logging out of the Reliance System (SQFAD)

To log out of the Reliance system at any time, simply enter your portal, then select “Log Out” via your user information, or at the top right hand corner of your screen. You will be prompted to save any incomplete information prior to logging out of the system.

SECTION 3.0

3.1

LOCATING, VIEWING AND EDITING COMPANY PROFILE AND CONTACTS

Locating your Company Profile

When logging into SQFAD after having been registered, you will first land on what is known as your “SQFAD portal.” Your portal houses your user information, assignments and applications. Within your portal, select “Companies” from “My Applications.” A new tab will open for you, similar to that of a web browser. You will be able to navigate back and forth between tabs freely when working within the system.

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In the “Companies” application, you can locate any company you are currently listed as a contact for, regardless of the number of companies. Under the “My Companies” view from the left navigation bar, you will be able to view each company you are associated with in the right window.

3.2

Accessing or Viewing your Company Profile

To access a company, simply select the company name, as shown below.

If you are a contact for multiple companies, you can easily search for a company via the “Search View” field, by completing a search, or by sorting your companies per column. Then click on a company name in order to enter the “Company Profile.”

Entering your company profile will open a new tab where you can view your company profile. As mentioned above, you have the ability to navigate the system via the database tabbing. This works exactly like that of a web browser. To access other pages outside of the tab you are currently in, simply select the desired tab you would like to access. If closing out of a tab (via the “X” on the right hand side of the tab), you will be directed back to the tab you were most recently on prior to closing out your current tab.

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NOTE: Within Reliance, it is important that you utilize its features. It is suggested that you do not use your web browser back, forward or refresh buttons when within the system. To refresh the page at any time, select “Refresh” within the Reliance toolbar. This toolbar will be made accessible to you when within an application at any time, as the toolbar moves up and down your screen as you scroll up and down a form. To navigate back and forth, simply use the tabs as you would in a web browser.

3.3

Editing your Company Profile

Beneath the phase tracker is what is known as your “Company Profile Form.” Here you are able to view and edit company information. You are able to edit many items within your company profile; however, some fields are read-only as SQF audits are site specific. Below is a breakdown of fields that may be edited by the user and which fields are read-only.

3.3.1.      

Phone Number and Fax Number Company Website Company Description Applicable Food Sector Categories Buyers Certification Body

3.3.2.     

Editable Fields in Company Information Sub-form

Read-only Fields in Company Information Sub-form

Company Number Company Name Company Type Company Address Site Type

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SQF audits are site specific. SQFI manages all company address information. If you have a change needed at any time to any of the read-only fields listed above (bottom of p. 18), please contact your Certification Body or SQFI at [email protected] to assist in having this information updated on your behalf.

3.3.3.

Updating the Company Web Address

To enter your company website, simply select the hyperlink icon—as shown below.

In the new window, enter the “Link Description” and the desired web address. You may also enter a company email address. Primary contacts may add multiple sites to the company profile.

To add new websites, simply select the “Add Record” button at the bottom left hand corner of the last website listed.

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A new “Link Description” and “URL” field will appear for you.

NOTE: When entering a web address within SQFAD, you must ensure that the entire link is placed within the “URL” field, including http://. Copy and paste the web address directly into the “URL” field to ensure the web address is entered correctly. When entering a generic email address, you must include the word “Mailto:” prior to the email address itself to ensure that the email address links correctly on your company profile. To remove an unwanted link, simply select the

to the right of the “URL” field.

To delete an unwanted website, scroll over the website on the company profile and select the red “X” that appears to the right of the link description—as shown below.

You may also have a “Company Description” added to your company profile—as shown below.

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3.3.4.

Updating Food Sector Categories (FSCs)

To select your applicable food sector categories, or FSC’s, simply click on the search icon to the right of the “Applicable Food Sector Categories” field.

This will open a new window enabling you to select and choose the particular FSC’s that apply to your facility. This field is very important, as it represents the FSC’s to what you will be audited against.

Select all applicable FSC(s). Once your selections have been made, you can have your selected FSC’s added to the right window by clicking on the “Add” button, as shown below.

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Select “OK” to return to your company profile. You will now notice your selected FSC’s listed. To remove any unwanted FSC simply scroll over that FSC and select the “X” that appears to the right, as shown below.

3.3.5. Adding and Removing Buyers The purpose of this field is to provide access of your certification information within the SQF Reliance System to your customers, or buyers of your finished products or materials. If a Buyer would like to be added to the SQFAD system, the Buyer’s representative must contact SQFI at [email protected] requesting to be added into the system. Once added into the system, you may add the buyer to your company profile and share your audit reports. Click on the search icon to the right of the “Buyers” field. This will open a new window, enabling you to choose from a list of available buyers to add to your company profile.

Adding a buyer to your company profile only grants that buyer access to your audit and corrective action reports. Your buyer will NOT be able to view any additional information within SQFAD. Select the buyer(s) from the left hand window via the check box. You can select multiple buyers at once, adding them to the right hand window with one click.

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NOTE: If a buyer does not appear within the system, and you have searched for that buyer within the “Search View” field, the buyer does not exist within SQFAD. Select “OK” to be brought back to your company profile. Your buyer will be visible on your company profile. You may also remove an unwanted buyer in the future by simply scrolling over the unwanted buyer, and selecting the “X” that appears on the right.

3.3.6. Adding and Removing a SQFI-Licensed Certification Body (CB) The purpose of this field is to allow a supplier the ability to change their Certification Body. Click on the search icon to the right of the “Certification Body” field.

IMPORTANT: Selecting a Certification Body should be the first item you update within your company profile when entering SQFAD for the first time. To have a CB added, select your desired CB from the left hand and click the “Add” button.

Once you have chosen a Certification Body, they will be able to view your company profile from their end within SQFAD. They will also be able to prepare audit materials for your facility. Select “OK” to return to the company profile.

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NOTE: As of October 2014, there are only two SQFI-Licensed Certification Body’s which conduct audits for the FSC36 Safe Feed /Safe Food Certification Program. The contact information for both approved Certification Body’s is as follows:

Eurofins Scientific, Inc. Contact: Crista Righi Telephone: (515) 265-1461 Email: [email protected]

3.4

Validus Contact: Brian Bennett Telephone: (571) 830-6603 Email: [email protected]

Viewing Company Registration and Certificate Status

3.4.1. Registration Status Your most current registration status is accessible on your company profile at any time. This information is housed beneath your selected Certification Body within your company profile.

IMPORTANT: The “Registration Expiration Date” is the specific date that your company is set to expire. It is crucial that your company is re-registered prior to this date to ensure that you are active and registered within the system. 3.4.2. Certificate Status Your most recent certificate information will also be made available to you on your company profile beneath your assessment database registration status. Companies who have not yet completed an audit are considered registered but not yet certified. Please see the screen shots below to better visualize how this will reflect in SQFAD depending upon variations in certificate status.

NOT YET CERTIFIED

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CERTIFIED

3.5

Viewing Company User Profiles and Access

At the bottom of the company profile form you will find user profiles associated with your company. Here you may add additional user profiles and indicate whether a user is a primary contact, a billing contact or both. 3.5.1. Contact Types Primary Contact – Primary contacts are those users who will work within SQFAD regularly. These individuals will have the most editing rights within your company profile. There is no limit to how many individuals can be listed as primary contacts. This contact can edit the following fields:       

Company Phone and Fax Numbers Company Website Company Description Applicable Food Sector Categories Buyers Certification Body Registration/Re-registration Forms

     

Add/Remove/Reorder Company Contacts Own User Profile Create Internal Audit Plan Schedule Internal Audit Corrective Actions Print Audit and Corrective Action Reports

Billing Contact – This level of access is for users who will register or re-register your company(s). The billing contact can be the same individual as the primary contact. There is no limit to how many billing contacts there are for a particular company. This contact type will be granted editable access to the following information:  

Own User Profile Registration/Re-registration Forms

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FSC36 SAFE FEED/SAFE FOOD: SQF Reliance System User Guide - Registration to Certification

SECTION 4.0

COMPLETION OF FSC36 SAFE FEED/SAFE FOOD CERTIFICATION

Once registration or re-registration is complete, it is the supplier’s responsibility to contact the selected Certification Body and notify them of your registration status to begin the certification process. The SQF Reliance System will not notify the supplier’s selected Certification Body after the supplier completes registration. The supplier must notify the Certification Body that registration is complete. The supplier and Certification Body are responsible for establishing a timeline for completing the FSC36 Safe Feed/ Safe Food Certification Program. After the certifying body has been notified that the supplier’s registration is complete, the certifying body initiates the audit process. The certifying body selects the most appropriate qualified auditor for the supplier’s certification audit. For the FSC 36 Safe Feed/Safe Food Certification Program, an on-site audit is required every two years. An on-site audit is completed the first year and a desk audit is completed the second year. Both audits are completed by the same certifying body. Should a supplier choose to change certifying bodies, an onsite audit is needed. The scope of the audit should be clearly defined before the audit. The entire site, including all premises, support buildings, silos, tanks, loading and unloading bays and external grounds must be included in the scope of certification. Where a supplier seeks to exempt parts of the site for any reason, the request for exemption must be submitted to the certifying body in writing. However, all parts of the premises and process that are involved with the production, processing and storage of products are included in the scope and cannot be exempted.

4.1

Audits

The “Certification Body” works with the supplier to select a date for the audit and a qualified auditor for the certification audit. The supplier and the certifying body shall agree on the audit scope before the certification audit begins. After the auditor completes the on-site audit, the auditor completes the audit checklist online within the SQF database. The supplier is required to close nonconformance items before the certification can be issued. The Certification Body is responsible for issuing the certification. For desk audits, the certifying body collects sufficient information from the supplier to ensure compliance with the requirements is maintained. The certifying body completes the audit form for the supplier online within the SQF database. Any nonconformance items must be closed by the supplier before the certification can be issued.

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FSC36 SAFE FEED/SAFE FOOD: SQF Reliance System User Guide - Registration to Certification

4.2

Certification Notification

After all nonconformance items, if any, are closed, the certifying body issues the FSC36 Safe Feed/Safe Food Certification Program. The certifying body notifies SQFI that the facility is certified. SQFI notifies AFIA and AFIA posts all FSC36 Safe Feed/Safe Food certified facilities on its website (www.afia.org).

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