Renewing your accreditation
To renew your accreditation for a further 3-year period, you must follow these steps.
Trading Standards will charge for accreditation related activities. For more information see Accreditation costs.
Prior to the expiry of your accreditation you are advised to submit a completed application three months before the expiry date. Failure to do so may delay the renewal process being completed by Trading Standards before the expiry date and may jeopardise the accreditation of the organisation.
Step 1 – Apply to be accredited
Log in to Business Connect, then select and complete Trading Standards accreditation form 1.
Once an application has been submitted, you will receive an automated email. As part of the application process, you will be required to provide us with the documents listed below.
- Details for each accredited individual (if not submitted in the application form) , which includes :
- Name, location and contact details,
- Unique personal identifier,
- Unique email address, and
- Each category and sub-category sought.
- A signed status declaration; in accordance with Regulation 17(external link) of the Weights and Measures Regulations 1999
- An up-to-date version of the Quality Management Systems (QMS), which includes all elements of Schedule 7(external link) of the Weights and Measures Regulations 1999
- A notice of non-compliance in accordance with Schedule 5(5)(external link) of the Weights and Measures Regulations 1999
- A certificate of accuracy in accordance with Schedule 5(7)(external link) or /and Schedule 5(9)(external link) of the Weights and Measures Regulations 1999
- A mark of verification in accordance with Regulation 14(external link) of the Weights and Measures Regulations 1999
- Tests procedures for each category / sub-category sought
- Test sheets for each category / sub-category sought
- An up to date version of the Surveillance Plan
- Any other relevant documentation associated with the QMS.
Step 2 – Application received
Once Trading Standards receive a complete application, your Client Manager will assist you through the renewal process.
If necessary, the Client Manager may request any outstanding required documents.
Step 3 – Systems Audit
The Client Manager will conduct a Systems Audit of your Quality Management Systems (QMS) and the associated documentation. The Systems Audit is carried out to ensure these documents meet the requirements of the legislation.
The Client Manager will raise any issues revealed during the audit.
- If the issues are major, the Client Manager will contact the Management Representative, request them to amend the documentation and conduct a new Systems Audit. When the documentation meets the requirements and is approved by Trading Standards, the Client Manager will provide a Systems Audit Report.
- If the issues are minor, the Client Manager will provide a Systems Audit Report, which will include details of the amendments required.
A Systems Audit can be carried out by other accreditation bodies or organisations
Applicants can choose to have their Systems Audit completed by Trading Standards or by other competent bodies or organisations that are listed in the Weights and Measures Regulations 1999:
- Lloyd's Register Quality Assurance Limited
- The Standards Association of New Zealand
- The Accreditation Council
- The Ministry of Business, Innovation, and Employment (MBIE)
- Any other body or organisation that satisfies the Secretary that it is competent
All are required under the legislation to achieve the same outcome; to assess applicants Quality Management Systems (QMS) and ensure that it meets the requirements of the Weights and Measures Act 1987 and the Weights and Measures Regulations 1999.
For applications where the Systems Audit has been undertaken by an assessment body other than Trading Standards, an application form must be submitted along with a full Systems Audit Report to Trading Standards for assessment and approval before the accreditation process can proceed.
Only Trading Standards can make the decision as to whether an applicant will be granted accreditation under the Act.
Step 4 – Management Representative Audit
The Client Manager or a Trading Standards Officer will conduct a Management Representative Audit of the appointed individual. The Management Representative Audit is carried out to ensure they understand their role and responsibilities, that the annual reviews and internal audits have been conducted, the Surveillance Plan has been completed for the last 3-year period and that the accredited individuals are still competent.
The Client Manager will provide a Management Representative Audit Report, which will state:
- If the individual is approved or not, and
- Any conditions of accreditation.
When a request is made by the Client Manager it is the Management Representative’s responsibility to respond in a prompt manner. Failure to do so may jeopardise the accreditation of the organisation.
For a face-to-face meeting outside of a Trading Standards office, a request for off-site work form must be completed.
For more information, see Health and Safety at Work Act – shared duties and expectations.
Step 5 – Develop a Surveillance Plan
The Management Representative will develop a Surveillance Plan in agreement with the Client Manager.
The Surveillance Plan will record and track the surveillance activities completed by Trading Standards for all accredited individual(s) and accreditation category(ies) under an accredited organisation.
The Surveillance Plan is to be managed and maintained by the Management Representative, and it is their responsibility to ensure all surveillance activities are completed.
Find out more about the Surveillance Plan.
Step 6 – Letter of Accreditation
Once the above steps have been completed, the Client Manager will issue a Letter of Accreditation. This letter will be valid until the expiry date, as stated on the letter, unless revoked sooner.
The Letter of Accreditation will be issued to the Manager Representative and state the name and personal identifier of the accredited organisation and list the name(s) and personal identifier(s) of the individual(s), including the categories and conditions of accreditation for each individual.
Step 7 – Verification of working standards
The accredited organisation has to submit their test equipment to a Trading Standards laboratory for verification.
The Trading Standards laboratory may provide a verification report for the equipment. Once a report is issued, the equipment is then deemed a working standard and can be used to complete verification and inspection work.
If the equipment is not compliant, the accredited organisation cannot use the equipment for verification or inspection work.
Find out more about working standards.