VERIFICATION REGULATIONS

4C VERIFICATION REGULATIONS
VERSION 2.1 | APRIL 2016
7. REQUIREMENT: Implementation of a documented Procedure for annual decision making on
conformity assessment status both at individual BP level and at aggregate level.
GUIDANCE: The Managing Entity has a general understanding of how the BP perform in relation
to the requirements of the 4C Code of Conduct and may have visited some of them.
The procedure describes how the ME defines the assessment for individual BP, number of BP
visited, who performs the visits, how information of not visited BP is gathered and assessed,
how is the information aggregated.
EVIDENCE: There is written evidence at ME level that describes the way in which the ME obtains
or makes a judgement on the individual assessments of its BP and on the aggregated level.
Improvement Plan
8. REQUIREMENT: Improvement Plan is developed after each verification and implemented.
GUIDANCE: An Improvement Plan has been elaborated and is being implemented, meaning that
activities have been either finalized or are in process according to defined deadlines (does not
apply for initial verification).
EVIDENCE: Improvement Plan. Verification of activities on the ground (not applicable at initial
verification).
IMS documentation and communication
9. REQUIREMENT: Evidence of communicating the IMS and its requirements to all BP, this includes
what is required of them and that they should allow for internal or external assessments.
GUIDANCE: There is evidence that ME informs all BP on the content of the 4C requirements: the
Internal Management System and the 4C Code, and the sanctions for non-compliance with the
requirements among others.
EVIDENCE: Evidence can vary between the ways of communication used, e.g. posters, radio
broadcasts, meetings, trainings. This will depend on the method used by the ME as defined by
them.
10. REQUIREMENT: Mutual commitment by the ME and BPs in implementing the 4C System
requirements.
GUIDANCE: This refers to the BP being aware of the 4C requirements, especially from its
relation with the Managing Entity, e.g. in relation to IMS, Code, allowing internal or external
assessments. Commitment can be verbal.
EVIDENCE: BP know specifications required by ME, quality in terms of social, environmental,
economic, duties and benefits of the agreement to work with the ME. Examples: members of
cooperative, already implies contact and knowledge of expected specifications. For exporters:
there might be a contract at level of farmer group. "
11. REQUIREMENT: Implementation of a documented Procedure for obtaining agreement
with all BPs to be part of the 4C Unit, including approval and removal criteria and process,
requirements for the ME and BPs on record keeping
GUIDANCE: The ME puts in writing the way in which it engages with BP, how they commit (both
sides), and the type and responsibilities of record keeping required.
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