General Rules

IQMS CERT

GENERAL RULES FOR THE ASSESSMENT AND CERTIFICATION OF EDUCATION SYSTEMS
(ESCA)

Edition/Revision: 02/00
Date of issue: 12-03-2007
Date of approval: 04-04-2007

CONTENTS

1. INTRODUCTION
1.3 OBJECTIVE
2. PROCEDURE FOR GRANTING AND MAINTAINING EDUCATION A CC 
3. CONDITIONS FOR GRANTING AND RENEWAL OF CCs
4. RIGHTS AND OBLIGATIONS OF CC HOLDERS
5. IQMS CERT OBLIGATIONS
6. TEMPORARY / FINAL WITHDRAWAL OF IQMS CERT CERTIFICATE (CC)
7. USE OF CC CERTIFICATE / IQMS CERT CONFORMITY LOGO FOR EDUCATION SYSTEMS
8. APPEALS
9. CONFIDENTIALITY
10. MODIFICATIONS / REVIEWS
11. ECONOMIC TERMS

1. INTRODUCTION
1.1 DEFINITIONS / ABBREVIATIONS
The abbreviations and terms used in this text include the following:
IQMS CERT logo: IQMS CERT Conformity logo for Education Systems
CC : Conformity Assessment Certificate - IQMS CERT Certificate
ESCA : Assessment and Certification of Education Systems
RCS : Register of Certified Schools and Institutes
Organisation : School or Institute delivering English language training
1.2 IMPARTIALITY
The impartiality of IQMS CERT is ensured by its organisational structure and the function of the Certification Council.
In the context of its function as a Certification Organisation, IQMS CERT is not involved, in any way, in providing consulting services for the organisation and/or implementation of the Education Systems of the concerned organisations.
All organisations that come into contact with IQMS CERT by virtue of the procedure described in these General Rules are treated equally. The Certification process is the same for all interested parties and for the holders of CCs.
1.3 OBJECTIVE
These General Rules for the Assessment and Certification of Education Systems concern the procedures implemented by IQMS CERT, for the Assessment and Certification of Education Systems, according to the requirements of the IQMS CERT Code of Practice and of the present General Rules. The overall management and  granting of the Education System Conformity Certificate conforms with the requirements of the Code of Practice and the General Rules.
The CC is the document that denotes, after assessment, that the certified organisation has documented, implemented and maintains an Education System, according to the requirements of the above mentioned standards.
2. PROCEDURE FOR GRANTING AND MAINTAINING A CC
2.1 GENERAL
The procedure for granting and maintaining the IQMS CERT CC consists of the following stages:
• initial discussions / exchange of information;
• preliminary meetings / preliminary assessment visits;
• Assessment Audit;
• Reassessment Audits;
• Special Audits.
The principles, covered by valid international, European and national standards are applied during the above stages.
The organisation is obliged to inform IQMS CERT about all requirements specified by legislation (national, European or international), to which the products or services offered must conform to.
The IQMS CERT Auditors will verify the integration of these requirements in the organisation’s Education System as well as the granting, or not, of licenses and approvals by the relevant authorities and bodies. The IQMS CERT Auditors will also have access to the records of inspections carried out by the relevant authorities / bodies / other inspection / certification bodies.
When Audits are carried out abroad, the implementation of the relevant legislation in force, in the respective country, and the integration of the corresponding requirements in the Education System of the organisation, will be inspected.
2.2 APPLICATION
Organisations that wish IQMS CERT to assess and certify their Education System must complete an application form and submit it to IQMS CERT, accompanied by their Operation Manual, as well as a controlled list of the Education System procedures. The application form can be obtained from the IQMS CERT website or can be sent by mail.
As soon as the organisation submits the application form and the required documentation, preliminary discussions can begin.
In cases where the application is rejected, IQMS CERT will inform the organisation, in writing, stating the reasons for the rejection.
As soon as the application and the necessary documents are submitted to IQMS CERT by the organisation, an Audit Team is formed.
The names and professions of the above-mentioned auditors / technical experts, who constitute the Audit Team, will be announced, in due time, to the organisation.
When the composition of the Audit Team is made known to the organisation, the organisation has the right to ask for the replacement of a member(s) of the external Auditors of the appointed Audit Team if it has a serious objection (e.g. the organisation's competitiveness would be affected or the confidentiality of its technical know-how is endangered due to the relationship of the Auditor(s) with competitors). In such cases IQMS CERT appoints a new member(s) to the Audit Team and advises the organisation accordingly.
IQMS CERT must be informed at least 7 days in advance of the start of the audit if the organisation wishes any consultant who has been involved in the development of the Education System to be present during the audit.  The consultant may be present as an observer, without being able to intervene during the audit process.
In cases in which the organisation has one (1) or more peripheral offices/locations which:
• are part of the same business entity;
• are under the same control;
• are essentially doing the same job;
• are under common management;
• use the same Education System.
Then the assessment and certification of the peripheral offices must, if requested by the organisation, be carried out on each of the peripheral offices, on the condition that only audited locations are eligible to be mentioned in the CC.
2.3 INITIAL DISCUSSIONS / EXCHANGE OF INFORMATION
IQMS CERT will inform all interested parties about the assessment and certification process and the duration and the fees for each audit. Initial discussions are free of charge for the organisation.
During the initial discussions, matters concerning the scope of certification, the Code of Practice - Certification Standard, the implementation guide, the units to be certified, will be clarified as will any other matter raised.
2.4 PRELIMINARY MEETINGS / PRELIMINARY ASSESSMENT VISIT
During the preliminary discussions the IQMS CERT personnel responsible, taking into account all documents submitted by the organisation, agrees in cooperation with the organisation on the audit details (i.e. audit schedule, processes, scope of application etc.) and clarifies any ambiguities. The above mentioned procedure may take place at the organisation’s premises, as a Preliminary Assessment Visit, if requested by the organisation.
The duration of the Preliminary Meetings / Preliminary Assessment Visits cannot exceed a total of two days.
If, during the documentation review of the organisation’s Education System documentation, significant deviations are detected from the requirements of the Certification Standard or any other normative document and the present Rules, the organisation is informed in writing in order to implement corrective actions, which is a prerequisite for conducting the Assessment Audit. The corrective actions must be communicated to IQMS CERT in due time and in writing. The Assessment Audit cannot proceed until the corrective actions have been completed.
2.5 ASSESSMENT AUDITS
IQMS CERT designs the Audit Program, which is communicated to the organisation in due time.
In order for IQMS CERT to conduct the Assessment Audit, the organisation must have fully implemented its Education System and have corresponding Education records for at least three (3) months; conducted a self-assessment (Internal Audit) of its complete Education System and held a staff’s exchange of experience meeting (Management Review).
During the opening and closing meetings the organisation’s management and its authorised representative (responsible for its Education System), must be present.
The assessment of the organisation’s Education System is not restricted only to the points covered by its Operation Manual but is extended to all activities of the organisation which, according to the documented opinion of the IQMS CERT Auditors, are relevant or affect the operation of the Education System of the organisation, as regards its field of certification.
Deviations from the requirements of the Code of Practice - Certification Standard or the General Rules can be divided into the following categories:
Major Non-Conformity: the total absence or inappropriate documentation of a procedure / process required by the Code of Practice, or the non-implementation of such a procedure / process, or the non-implementation of the requirements of the General Rules.
Minor Non-Conformity: an observed deviation, of minor consequence, in the documentation or implementation of a Procedure/Process of the Education System with respect to the requirements of the Code of Practice.
Observation: a) a single observed deviation in the documentation or implementation of a Procedure/Process of the Education System which might become a Non-Conformity in the future; b) an element of the documentation or implementation of the Education System, which has a tendency to be or may become a potential future reason for a Non-Conformity.
A significant number of Minor Non-Conformities (as defined above) systematically focused in a specific procedure of the Education System are considered as a Major Non-Conformity.
IQMS CERT does not grant the CC until the effective corrections of all Major Non- Conformities are verified through assessment, and the organisation has committed itself to the correction of all Minor Non-Conformities within a specific period after which IQMS CERT may require the assessment of the implemented actions.
The organisation is obliged to notify IQMS CERT in writing of the correction and corrective action relating to Non Conformities. IQMS CERT may, in such cases, inspect these points and the corresponding corrective actions on site, conducting a Special Audit or by submission of relevant documentation by the organisation. In cases in which the Audit Team discovers that the corrective actions are not being implemented, the IQMS CERT does not grant the CC and informs the Certification Council.
In cases where serious problems are detected during the first stages of the Audit, which means that the Education System of the organisation does not comply with the Code of Practice and the present rules to a great extent, the Lead Auditor is obliged to report it immediately to the general management of the organisation with no delay in order to immediately stop the audit and decrease the cost. An Audit Report, in which the decision is justified, without the analytical documentation of the detected Non-Conformities, is then submitted to the organisation.
In this case, the audit, after mutual agreement, can continue either as a Preliminary Assessment Visit or may be totally stopped in order to give the organisation the necessary time for the correction of the Non-Conformities, which have been detected. The Assessment Audit cannot be conducted for two (2) months following the Preliminary Visit.
In cases where the Audit Team has problems with, or is not getting co-operation from the organisation’s personnel, the Lead Auditor informs the organisation’s management, and if necessary, may decide to stop the Audit.
After the audit is completed, the IQMS CERT Auditors submit the Audit Report to the organisation.
2.6 REASSESSMENT AUDITS
Before the expiry of the CC, and if the organisation has not asked for its withdrawal, a Reassessment Audit is always carried out. The Reassessment Audit is carried out according to the conditions defined in section 2.5.
2.7 SPECIAL AUDITS
Special audits are carried out:
a) in cases in which the verification of corrective actions, in order to eliminate Non- Conformities detected during the Assessment Audit, must be carried out on site;
b) in cases where there are indications or evidence (i.e. complaints by the customers of the certified organisation, violation of existing legislation detected by the corresponding authorities) that the requirements of the Code of Practice and the present rules are not satisfied;
c) in cases where this is requested by another physical or legal entity after an  application is submitted by them and this is agreed with the organisation.
2.8 EXTENSION OF CERTIFICATION SCOPE
In order to extend the Scope of Certification, the organisation must submit a new Application along with all relevant documentation to IQMS CERT. The procedures described in section 2.5 are followed. Depending on the case, an Assessment Audit may be carried out in combination with the Reassessment Audit.
3. CONDITIONS FOR GRANTING AND RENEWAL OF CCs
The CC is valid for one (1) year, with “issue date” and “valid until date” coinciding with the relevant academic year. There are also cases of granting a CC of a shorter validity, if requested by the organisation in writing in its application and for justifiable reasons.
The granting of a CC by IQMS CERT is decided upon by the Certification Council of IQMS CERT, after recommendation by the IQMS CERT following the auditors’ report.
The Certification Council may also, with justification, decide on:
• the non granting of the CC;
• the temporary or permanent withdrawal of the CC.
The decision of the Certification Board is made known, in writing, to the organisation and other interested parties, as required.
After the granting of the CC has been approved by the Certification Council of IQMS CERT and before it is awarded and delivered to the organisation, a contract is signed between IQMS CERT and the organisation, which determines the rights and obligations of IQMS CERT and the certified organisation.
4. RIGHTS AND OBLIGATIONS OF CC HOLDERS
4.1 The holder of a CC of IQMS CERT can use it with no restriction for professional purposes, advertising purposes or to prove the conformity of his Education System to the Code of Practice.
4.2 The holder of a CC is obliged to:
• Continuously and effectively apply the Code of Practice through the Education System;
• Continuously improve the Education System;
• Implement corrective actions with respect to the Major and Minor Non-Conformities detected during Audits, in the specific time period agreed to with the Audit Team, and with respect to the Observations detected, until the next Audit is conducted;
• State that he has and promote the CC of his organisation, only for the premises and processes, referred to in the specific CC and with a strict reference to the Code of Practice according to which the CC has been granted;
• Suspend, in at least one week, the use or advertisement of the CC if it is withdrawn for any reason, and must not refer to it anymore. In such cases the corresponding IQMS CERT certificate must be returned to IQMS CERT and IQMS CERT must be informed accordingly about the withdrawal of every reference to the CC Certificate and IQMS CERT logo;
• Not bring forward significant changes to the Education System implemented during the Assessment Audits, without informing the IQMS CERT in writing (i.e. changes in structure, extension of activities or ending provision of services, changes in location, in the representative for Education matters etc). In case of every change, the information must be submitted in writing, within twenty (20) days of the implementation of the change otherwise, IQMS CERT may undertake all foreseen measures;
• To maintain and place at IQMS CERT’s disposal during the audits carried out, records of all customer complaints, with respect to its Education System and of the corresponding implemented corrective actions. Failure to keep such records will be recorded as a Major Non-Conformity by the IQMS CERT Auditors on the respective Audit Report;
• Acknowledge the CC granted by IQMS CERT to other organisations, as proof of the existence and implementation of a Education System which conforms to the corresponding certification Code of Practice and the present rules;
• To use the CC Certificate and/or IQMS CERT Logo, according to the requirements described in paragraph 7 of the present Rules and the signed contract, between IQMS CERT and organisation,
• To not use or make any reference to the CC Certificate or IQMS CERT Logo in cases of withdrawal of the CC.
4.3 The organisation concerned undertakes the responsibility to provide clear information to the IQMS CERT Auditors, with respect to its Education System. The organisation must facilitate the audit procedure by taking the proper organisational measures and undertaking the responsibility for its representative to be present at the location of the organisation together with all the responsible (authorised) staff.  These personnel will be available during the Audit for possible information, explanations or discussions with the IQMS CERT Auditors. At the same time all documents and records of the organisation related to the Audit must be ready and available.
4.4 The organisation is obliged to accept the dates, specified by IQMS CERT, for the conducting of Reassessment, unless very serious reasons apply, which must be stated in writing to the IQMS CERT.
5. IQMS CERT OBLIGATIONS
5.1 IQMS CERT is obliged, within its power, to logoet and promote the CC, and the IQMS CERT logo. The collective activities of logoeting and promoting the Certification Schemes of IQMS CERT, are decided for by IQMS CERT, in cooperation with the Certification Council.
For this purpose, a RCS is maintained by IQMS CERT, with the objective of publishing the granting of the CC and the monitoring of its maintenance.
The RCS includes the name of the organisation, the category or type of products and/or services covered by the field of implementation of the CC, the Code of Practice according to which the Assessment was carried out and Certification was granted, as well as other information which may be required.
In cases of final withdrawal, the organisation is removed from the RCS. In cases of temporary withdrawal, an appropriate note is made on the RCS by IQMS CERT.
5.2 IQMS CERT carries out the audits using qualified personnel. If an organisation expresses justified complaints about the efficacy and objectivity of a specific Audit, IQMS CERT carries out a new Audit, at its own expense, and if necessary with a different Audit Team.
5.3 IQMS CERT is not responsible for liability for damage due to defective products or services of the certified organisation. In such cases, the organisation is obliged to inform IQMS CERT immediately and in writing.
5.4 IQMS CERT is obliged to inform the certified organisations about modifications to the Code of Practice according to which the CC was granted to the specific organisation, in order to allow the organisation within a specified period, to plan and implement these modifications in their Education System or to renounce the CC.
6. 6. TEMPORARY/FINAL WITHDRAWAL OF THE IQMS CERT CC.
IQMS CERT may proceed with the withdrawal of a CC Certificate in cases of violation of the requirements of the Code of Practice, the present rules, the signed contract and for the following reasons:
• When important changes are detected, during the validity of the CC,  which IQMS CERT was not informed of, according to the requirements described in section 4.
• When the correction of Major Non-Conformities, detected during the Audits, is not implemented within the time period agreed between IQMS CERT and the organisation;
• When the organisation uses the CC Certificate and the IQMS CERT logo in a misleading manner;
• When false or misleading information is given to the Audit Team, during the Audits conducted by IQMS CERT;
• When the organisation does not fulfil, in due time, it’s economic obligations, concerning the Certification Procedure;
• If the organisation ceases to trade or the owners become bankrupt, etc.
In cases of violation of the above-mentioned requirements, during which the quality of the services offered by the organisation is not affected, the withdrawal may be temporary. If the organisation does not implement the required corrective actions, the withdrawal becomes final.
7. USE OF THE CC CERTIFICATE/ IQMS CERT CONFORMITY LOGO FOR EDUCATION SYSTEMS
7.1 After the granting of the CC, the organisation may use the IQMS CERT Conformity logo for Education Systems, on documents, advertising material, etc.
7.2 The logo of the ECM/QS is available from IQMS CERT and must only be used as specified by IQMS CERT:
7.3 The use of the IQMS CERT logo is voluntary. The logos can be used under the following conditions:
• In combination with the name of the certified organisation / or the certified division of the organisation and with a strict reference to the certified scope of the CC;
• With reference to the certificate number;
• With a clear reference to the certification Code of Practice;
• With the indication CERTIFIED EDUCATION SYSTEM, according to the following example;
CERTIFIED EDUCATION SYSTEM
IQMS CERT Certificate No XXXXXX
• With a clear reference to activities or units in cases where the CC does not cover all activities and / or units of the organisation.
The above indications may also be translated into any other language. The logo of the IQMS CERT may be printed in monochrome and proportions smaller or larger than the logos in paragraphs 7.2 and 7.3.
7.4 The IQMS CERT logo is the exclusive property of IQMS CERT, the logo of which has been registered, and it can also be declared in other countries for its consolidation.
The IQMS CERT logo exclusively refers to the organisation to which it has been granted and its allocation is not allowed in any way.
7.5 The holder of the CC is authorised to use the CC and the IQMS CERT logo under the following conditions:
In no case must the CC and the IQMS CERT logo be connected with the specific products in a way that may give the impression that the products are certified,
The organisation commits itself to stop the use of the IQMS CERT logo if it is justifiably asked to do so by IQMS CERT or when the validity period of the corresponding CC expires.
When the scope of application of the CC certificate cover only part of the products and services or part of the organisation’s activities, the Education System of the organisation must contain a reference and the organisation is obliged to notify its clients of this fact, in cases of supply of products and services not included in the scope of certification of the CC certificate. The notification must be carried out before the order of the respective products and services.
7.6 In order to ensure the proper implementation of the above paragraph, the holder of the IQMS CERT logo is obliged to place at IQMS CERT's disposal all documents/records and places where it intends to place the IQMS CERT logo as well as all advertising material, which will refer to it and to ask for its approval, before their use. The non-fulfilment of this requirement and every misuse of the IQMS CERT logo is a reason for IQMS CERT to take the measures, described in paragraph 6 of the present rules.
8. APPEALS
The interested organisation may submit an appeal against the decisions of IQMS CERT for Certification matters, within a month of the notification of the relevant decision.
9. CONFIDENTIALITY
IQMS CERT, the Certification Council, its Auditors, Administrative staff and all external collaborators of IQMS CERT undertake the responsibility to handle all documents and information obtained during the implementation of the Assessment Procedures of the respective organisations as strictly confidential.
10. MODIFICATIONS - REVIEWS
These General Rules may be modified or reviewed, partially or totally, only after a decision of the Certification Council of IQMS CERT.
All modifications or reviews are provided in writing to the organisations which have been granted a CC, along with information determining the temporary limits of adjustment of the organisations to the new requirements. The organisation may renounce the CC in case of disagreement with the above mentioned modifications.
11. ECONOMIC TERMS
11.1  Cost and Fees (VAT not included)
Initial Discussions / Exchange of Information:
• No cost
Preliminary Meetings / Preliminary Assessment Visits (Optional): € 900,00
• Assessment of Operation Manual and related documents;
• Assessment of fulfilment of requirements;
• Report.
Assessment Audit (Yearly fee): € 1800,00
• Evaluation of IQMS CERT Questionnaire;
• Assessment of Operation Manual and related documents;
• Assessment of effectiveness of the Education System on-site;
• Report and Registration / Certificate;
• Yearly registration fee.
Reassessment Audits (Yearly fee): € 1400,00
• Evaluation of IQMS CERT Questionnaire;
• Assessment of Operation Manual and related documents;
• Assessment of effectiveness of the Education System on-site;
• Report and Registration / Certificate;
• Yearly registration fee.
Special Audits: € 1400,00
• Evaluation of IQMS CERT Questionnaire;
• Assessment of Operation Manual and related documents;
• Assessment of effectiveness of the Education System on-site;
• Report and Registration / Certificate;
• Yearly registration fee.
11.2  Expenses
Airfares, travel and accommodation expenses, are not included and will be charged at actual costs.
11.3  General Terms and Conditions
The organisation has to provide at no cost to IQMS CERT Auditors free, safe and unrestricted access to work at all times.
For travel or any other delays, which are not caused by IQMS CERT the cost is
€ 900,00 per Auditor per day.
11.4  Payment
a) Initial granting of the CC.
The yearly fee is paid to IQMS CERT along with the Application for the Assessment and Certification of the organisation. After the Assessment Procedure has been carried out and before the signing of the contract between IQMS CERT and the organisation (paragraph 5.2) and the granting of the corresponding CC, the yearly fee is paid, covering the current academic year.
The yearly fee is not refundable, irrespective of the results of the Assessment and granting or not of the CC.
b) Renewal of the CC.
After the completion of the Reassessment Audit and before the signing of the contract between IQMS CERT and the organisation for the renewal of the corresponding CC, the yearly Reassessment Audit fee is paid to iqmcert.
11.5  Pricing
Each year the price-list described above, may be readjusted according to decisions of IQMS CERT.