Regulations on Technical Committee on Accreditation

APPROVED by the Decree of the National Accreditation Agency of Ukraine No. 96 dated 28.12.2002

Amendments were made by decrees of National Accreditation Agency of Ukraine No. 114 dated 16.02.2004 and No. 120 dated 20.02.2007

REGULATIONS ON TECHNICAL COMMITTEE ON ACCREDITATION

1. General

1.1. These Regulations on Technical Committee on Accreditation (hereinafter – Regulations) according to the Law of Ukraine “On accreditation of conformity assessment bodies” determines activity directions of the Technical Committee on Accreditation of the National Accreditation Agency of Ukraine (hereinafter – NAAU), structure and organization of activity, including the functions and authorities of management and members of the committee.

1.2. The Technical Committee on Accreditation (hereinafter – the Committee) is included into the structure of NAAU and is created by the order of the Chairman of NAAU.

1.3. The Committee is a non-profit organization. The work of the committee members has a voluntary character.

1.4. In its work the Committee abides by the Law of Ukraine, normative documents concerning accreditation and this Provision.

2. Functions and sphere of activity

2.1. The principal functions of the Committee are:

a) development of methodical recommendations on accreditation issues;

b) elaboration of special requirements and additional criteria for accreditation in relevant sectors, development and submission of proposals to NAAU;

c) participation in the work of allied technical committees of international and regional organizations.

2.2. The committee, on the instructions of NAAU, can:

a) develop draft normative documents concerning accreditation;

b) take part in development of rules, procedures and programs concerning accreditation;

c) take part in organization of translation into the state language of national standards of other countries;

d) take part in development of qualifying requirements for assessors and experts;

e) take part in development of programs of training and attestation of assessors and experts;

f) give the advisory help during analysis of documentation for accreditation.

3. Membership in the committee, duties and rights of the committee members

3.1. The membership in the committee can be collective or individual.

3.2. The collective members can be enterprises, organizations, scientific and technical engineering societies (unions), conformity assessment bodies and other interested corporate persons. The collective members take part in the work of the committee through plenipotentiaries.

3.3. The individual members of the committee can be scientists, experts and other physical bodies, who want to take part in its work.

3.4. The number of the committee members is not limited.

3.5. Members of the committee are obliged:

a) to take permanent participation in work of the committee and to be present on its meetings according to the decision of the committee;

b) to provide a proper performance of the tasks authorized to them;

c) to know the normative and legal statements and normative documents on accreditation issues;

d) to inform timely through the responsible secretary to the Chairman of the committee about probable changes of conditions and the work order in the committee and also their reasons;

e) to answer the questions and give proposals concerning requests of the management of the committee (Chairman, deputies, and responsible secretary).

3.6. The Committee members have a right:

a) to make proposals concerning new work projects, improvement of activity of the committee and elimination of defects in its work, and also to require their consideration;

b) as agreed with the Chairman of the committee to print results of works executed in the frame of activity of the committee;

c) to leave the committee, having informed the Chairman of the Committee about it not later than for two months before leaving;

d) to apply to the NAAU Commission on appeals;

e) to represent interests of the committee in other organizations by a decree of the Chairman of the committee.

3.7. For neglecting of duties provided in these Regulations, the committee member can be dismissed from its membership. The decision concerning this question is made by the Presidium of the committee.

3.8. The acquisition of collective membership in the committee foresees the following procedure:

a) an interested organization (enterprise) elects the plenipotentiary;

b) a representative gives an application according to the set form (Annex А) to the committee;

c) an application is considered at the Presidium meeting and the resolution about the affiliation of the candidate is adopted.

3.9. The acquisition of individual membership in the committee foresees the same procedure, as in the item 3.8, except the sub item а).

4. Structure and organization of activity

4.1. Organizational structure of the committee consists of: Chairman of the Committee, his deputies, the Presidium of the Committee, subcommittees, and the Secretariat.

Chairman of the Committee is assigned and dismissed by the decree of Chairman of NAAU. Deputies Chairman of the committee are assigned and dismissed by the decree of Chairman of NAAU according to presentation submitted by the Chairman of the Committee.

4.2. Subcommittees are headed by the deputies according to the sectors.

4.3. The Presidium of the committee consists of the Chairman of the committee, his deputies – chairmen of subcommittees, representatives of NAAU (with the right of advisory vote). The decision of Presidium is considered to be approved, if 2/3 of members of the Presidium voted affirmatively.

4.4. The principal functions of the Presidium are:

a) to consider and approve annual reports of subcommittees;

b) to examine questions concerning the membership in the committee;

c) to consider and approve plans of work and reports of the committee;

d) to consider and approve the decisions of subcommittees made in the framework of their competence. The decisions of subcommittees, approved by the Presidium, are drawn up as the decision of the committee;

e) to consider and make decisions on putting to the vote of the committee the proposals of subcommittees about the dismissal of the members from the membership of the committee;

f) to make a decision on holding the committee meeting and approve their agenda;

g) to consider and approve proposals for electronic voting of the committee;

h) to consider and make a decision concerning procedure of performance of electronic voting, its improvement or cancellation;

i) to approve the results of electronic voting.

4.5. Each year the committee reports to NAAU about the results of the activity for the last year.

4.6. The proposals concerning the suspension or the final termination of subcommittees activity can be applied by the Chair of committee or the committee members if there is one of such reasons:

a) Chairman of the Committee informs about the ending of performance of the tasks, which were set to the subcommittee;

b) the purpose and tasks, at which a subcommittee works, lost their actuality;

c) a subcommittee’s activity does not give satisfactory results.

4.7. The Chairman of NAAU makes a decision about creation, suspension or termination of the committee and subcommittees’ activity, which is approved by the relevant order.

4.8. The main form of the committee’s work is a meeting. The committee’s meetings are conducted according to decisions of the Presidium of the committee.

Every subcommittee sends to the committee’s meeting their representatives not less than 20 % from total number of subcommittee’s members. The committee’s meetings are legal if representatives of all subcommittees take part in it. In case of need the quota of participation of subcommittee representatives can be changed according to the Presidium decision.

All decisions at meetings are made by voting. The decision is considered to be approved, if the majority of the committee members present at the meeting voted affirmatively.

4.9. If one member of the committee pertains to several subcommittees his vote at the decision of general questions is counted one time.

5. Function and authorities of the chair of the committee and his deputies

5.1. Chairman of the Committee:

a) organizes preparation of projects, programs and working plans of the committee and is responsible to the Chairman of NAAU for their performance;

b) prepares and delivers the reports about the activity of the committee to NAAU;

c) represents the committee in organizations and enterprises;

d) organizes preparation of the drafts of the documents and submits them for consideration to NAAU;

e) controls the performance of the committee’s obligations, which are included into its competence;

f) conducts a voting of the committee;

g) provides holding of electronic voting, data processing and registration of voting results of the committee questions;

h) forms temporary working groups (in case of need);

i) signs the committee decisions.

5.2. Deputy Chairman of the Committee:

a) assists the Chairman of the Committee in performance of his functions;

b) performs functions delegated by the Chairman of the Committee, and functions of the Chairman during his absence on his behalf;

c) develops working plans for subcommittees according to the sectors of activity;

d) organizes and manages works of subcommittees, conducts working meetings;

e) considers the proposals of the committee concerning improvement of normative documents and methodical recommendations on accreditation;

f) attracts experts, specialists of other organizations to work in subcommittees (in temporary working groups);

g) conducts a voting of the subcommittee;

h) forms temporary working groups (in case of need);

i) provides holding of electronic voting, data processing and registration of voting results on subcommittee issues;

ii) forms a group of representatives of subcommittee for participation at committee meetings;

iii) assigns a representative for assessment of accreditation work results and making recommendations on accreditation to NAAU or refusal on accreditation of conformity assessment bodies.

5.3. The secretary of a subcommittee is appointed (in case of need) by the Chair of a subcommittee and performs such functions:

a) provides information to the subcommittee members on questions, which are submitted for consideration of the subcommittee;

b) prepares and provides holding the subcommittee meetings;

c) coordinates the work of working groups and experts, which are involved in work of subcommittees;

d) provides consideration and granting materials and documents drafts sent to the committee;

e) prepares summary proposals of subcommittee members;

f) supervises performance of the plans and work programs of the subcommittee;

g) draws up the subcommittee decisions;

h) corresponds with organizations, makes registration and keeps records of the documents.

5.4. Each year subcommittees report to the committee for results of activity for the last year.

6. Functions of the Secretariat of the Committee

6.1. The current organizational maintenance of the Committee’s activity is carried out by its SecretariatChairman of the Committee forms the Secretariat. Structure of the Secretariat includes the responsible secretary.

The responsible secretary performs such functions:

а) coordinates work and exercises a general management of the Secretariat;

b) organizes the Committee meetings and keeps the meeting minutes;

c) is responsible for the organization of paperwork;

d) collects and processes the responses to the drafts of the documents;

e) signs the Committee decisions.

6.2. The responsible secretary is assigned from the employees of NAAU and dismissed by the order of the Chairman of NAAU.

7. Procedure of electronic voting

7.1. The Committee and subcommittee can make decisions by means of electronic voting:

a) Chairman of the Committee approves the list of electronic addresses of the Committee members;

b) proposals on voting are submitted by the Chairman of the Committee to the Committee, and by the chairs of subcommittees for the members of the relevant subcommittees for voting on proposals of subcommittees;

c) the term of taking of “votes” for given proposals are established by the Chairman of the Committee (and the Chairman of a subcommittee for his proposals), it depends on volumes and complexity of the voting subject;

d) electronic voting is considered to be valid, if answers from the half of the Committee’s (subcommittee) members are received in fixed term, including those who voted not by the electronic mail;

e) the decision is considered to be approved, if the majority of the Committee members voted affirmatively;

f) the results of electronic voting of the Committee are approved by the decision of the Presidium, and the results of voting of the subcommittee by the Chairman of the subcommittee;

g) Chairman of the Committee is responsible for reliability and conformity to the provision on electronic voting concerning voting of all committee members, and the Chairman of a subcommittee is responsible for the same questions concerning voting of a subcommittee members at the suggestion of the Committee.