VERIFICATION REGULATIONS

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4C VERIFICATION REGULATIONS VERSION 2.1 | APRIL 2016 7.2 Verifier selection and engagement by 4C Units .............................................................. 26 7.3 Preparation for verification by 4C Verifier companies .................................................... 28 7.4 On-site Verification by 4C Verifiers ................................................................................... 36 7.5 Evaluation by 4C Verifiers .................................................................................................... 38 7.6 Reporting by 4C Verifiers .................................................................................................... 43 7.7 Licensing decisions by Coffee Assurance Services .......................................................... 44 8. 4C VERIFIERS APPROVAL/ DISAPPROVAL BY COFFEE ASSURANCE SERVICES ................................................................................................... 44 8.1 Requirements for 4C Verifier organisations/ companies ............................................... 45 8.2 .......................................................................... 48 8.3 Maintaining approval status of 4C Verifier companies ...................................................50 8.4 Approval/ sanction process for 4C Verifier companies ................................................... 51 9. FURTHER QUALITY MANAGEMENT PRACTICES FOR THE 4C VERIFICATION SYSTEM ....................................................................... 53 9.1 Verification data and document management by 4C Verifiers and Coffee Assurance Services 53 9.2 Maintenance and monitoring of the 4C Verification system by the Coffee Assurance Services (Oversight mechanism)..................................................................................................................... 53 9.3 Complaint and appeal mechanism and its monitoring by Coffee Assurance Services54 9.4 Communicating changes to Verification requirements .................................................. 54 9.5 Public Information on Verification system provided by Coffee Assurance Services .. 55 9.6 Data access ............................................................................................................................. 55 10. ANNEXES ............................................................................................. 59 10.1 Overview of documents to be used by involved parties within the 4C Verification system 59 10.2 4C Internal Management System IMS (v.2015) ............................................................. 60 10.3 Templates ............................................................................................................................... 64 10.4 Transition Period Requirements for 4C Units ................................................................... 64 © 2016 | Coffee Assurance Services | Page 4 of 72
4C VERIFICATION REGULATIONS VERSION 2.1 | APRIL 2016 1. INTRODUCTION The Common Code for the Coffee Community (4C) was created through a participatory, extensive, transparent and balanced consultation with coffee stakeholders worldwide, and was owned and operationalized by the 4C Association. As of April 2016 2 , the 4C Association evolved into the Global Coffee Platform, continuing to own and periodically revise the Baseline Common Code as a global baseline reference for principles and practices that serve to pave the way in the understanding and implementation of sustainability in coffee production and processing. The 4C Code of Conduct Baseline Common Code against which compliance can be demonstrated through the 4C Verification System and 4C Licensees issued. Their content requirements are identical. As of April 2016, Coffee Assurance Services (CAS) GmbH & Co. KG is taking responsibility to assure compliance against the 4C Code of Conduct through operating the 4C verification system. CAS customizes the Baseline Common Code for 4C Units without any changes of the content; more precisely, CAS uses the version 2.0 of the 4C Code of Conduct launched in May 2015, which was the result of a participatory and inclusive multi-stakeholder consultation and agreement. As such, the 4C Code of Conduct cannot be changed by Coffee Assurance Services but follows the revision cycle of the Global Contact Coffee Assurance Services at info@veri-cas.com for information in relation to verification and licenses on the 4C Code of Conduct. The 4C Code of Conduct is an entry-level standard that defines economic, social and environmental principles for baseline sustainable production, processing and trading of green coffee, and is backed up by the 4C Verification system which is described in this document. Disclaimer: Under no circumstances shall Coffee Assurance Services be legally liable for violation by 4C Units of any 4C Verification rule and associated consequence(s). 2. PURPOSE OF THE DOCUMENT This document describes the 4C Verification System including the requirements of the verification process, requirements for the verifiers, requirements for data management, quality requirements and additional requirements for operators of the 4C Code of Conduct and related concepts. It aims to inform everyone 2 Following the strategy decisions by the membership of the 4C Association at the 5 th Extraordinary General Assembly in March 2016. © 2016 | Coffee Assurance Services | Page 5 of 72
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