The Certification Process

The process below highlights the milestones to attaining The Information Standard. To find out more about each stage click image:

Key

1. Getting Started

We have developed a unique online tool which allows a team approach to completing applications (using a log-in and ID) and breaks down the component parts of the standard, to make writing your application easier and more thorough. It will also help you to establish the levels of work involved through gap analysis and will then form the basis for your application when you reach the later stages of the certification process.

For more information or to request your free login details please call 0844 8910002 or e-mail information-standard@uk.g4s.com

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2. Applicant Training Course

We can offer an Applicant Training Course on your site which is designed to effectively support your organisation in achieving The Standard. These courses are run by our Licensed Evaluators who will clearly explain the assessment process and be on hand to answer any questions. The course will focus on preparing applicants to understand the requirements of the standard, how you can gain business benefits from engaging with the standard and how to submit a high quality application and how to prepare for the assessment visit.

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3. Application

At this point you are formerly registering with G4S Assessment Services and you confirm your intention to complete the remaining stages of the certification within 6 months. This area is particularly important if your business is eligible for a subsidy because you must have submitted your application form to G4S Assessment Services by the relevant cut off date to be eligible.

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4. Pre-Assessment

The pre-assessment phase creates the opportunity for information producers to establish whether they are ready for certification before they submit an application. We carry out a pre-assessment of your application against the standard and identify weaknesses that need resolving before formal assessment. You will receive a detailed gap analysis and a measure of strength against each indicator based on your current material giving you an excellent foundation from which to build on your application and the piece of mind to take the next step in making your final submission.

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5. Submission

Make your final submission to G4S Assessment Services for official assessment against the standard. Once you have submitted your application form, we will acknowledge receipt and then create an assessment agreement for you, specifying the cost of assessment and the timescale for its conclusion.

We will then assign an Evaluator (if you have not had an Applicant Training Course or Pre-Assessment whereby one would already be assigned to your organisation), who will get in contact with you early on to plan your submission date and on-site assessment date.

The Evaluator will subject the submission to a rigorous review.

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6.Assessment of Sample Materials

An integral element of the evaluation process will be the assessment of a sample of the information producer’s materials by an approved body with specialist expertise. This assessment will help both to ensure the fitness of the information producer to meet and sustain the requirements of the standard, and to re-enforce the credibility and authority of the standard among end users and the wide community of interest.

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7. Preparation

In advance of the visit from the evaluator, take the time to check that you are now clearly documenting how your organisation’s current processes and systems map against the five parts of the standard. During the assessment, it will be important to show that you say what you do, and that you do what you say – and record it!

You should also make sure that all staff and managers involved in the information production systems are aware of the evaluator’s visit and are available on the day. This is particularly important for lead managers as the evaluator may want to speak with them about further, corrective action.

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8. On Site Assessment

Once your Evaluator has reviewed your submission, they will carry out the on-site assessment

Initial evaluation will form the basis of the certification decision. Subsequently, surveillance evaluations will assess whether the information producer is maintaining compliance with the standard.

During the evaluation, the evaluator will make detailed notes regarding the information producer’s conformity with the standard and any non-conformities with the standard will be documented. This information will be used as the basis for the evaluation report.

At the closing meeting, the evaluator will present his/her findings verbally, and include a verbal summary of all non-conformities that have been identified during the evaluation, but will not comment on likely outcome for certification. A written summary of the non-conformities discussed at the closing meeting will be provided after completion of the evaluation.

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9. Non Conformities

Non-conformities may be identified during the evaluation process, and the evaluator will assess their nature and significance based on evidence and observations made during evaluation.

Information producers must resolve all non-conformities identified to the satisfaction of the evaluator before a certification decision can be taken. We will then verify whether the non-conformities have been corrected, on the basis of either evidence submitted or a further visit as appropriate.

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10. Certification

The certification decision will be based on:

The outcome of the initial evaluation

• The assessment of the actions taken by the information producer to resolve all non-conformities identified
• The assessment of the sample materials
• Any other relevant information

The decision will be taken by an appropriately qualified person, who is independent from the evaluator.

Certification decisions will take one of two forms:

• Successful

Where G4S deems that an information producer meets the requirements of the standard, certification will last for three years and will be subject to surveillance each year.

• Not successful

Where G4S deems that an information producer does not meet the requirements of the standard, certification will not be granted. If the information producer is not certified, it may re-apply for certification at an appropriate time. Re-application would always entail the full process of evaluation, starting at the beginning.