NIILA | Northern Ireland Institute of Licensed Accreditation

The accreditation process in six steps

Basics

Application

Assessment

Decision

Monitoring

Amendment

Step 1 – Basics of accreditation

If you are interested in the topic of accreditation or are thinking about getting accredited for the first time, you have come to the right place. We would like to provide you with all the information you need to answer your questions and help you with your project.

An accreditation is an official recognition or authorisation by an institution or authority. In many areas, accreditation is required or recommended in order to fulfil certain standards and quality requirements. This applies, for example, in the education sector for universities and degree programmes, but also in medicine for hospitals and laboratories.

To find out which requirements must be met in order to be accredited, you should first check whether there are specific guidelines or requirements. These may vary depending on the sector and may depend on national laws and internationally recognised standards.

Our aim is to ensure that you have the best possible understanding of the accreditation process and can complete it successfully. That’s why we offer detailed answers to basic questions about the accreditation process. Whether it’s how long the process takes or which documents need to be submitted, we are here to help and advise you.

If you have any further questions or are interested in becoming accredited, please do not hesitate to contact us! Our competent team is at your disposal and will be happy to help you. We look forward to hearing from you and supporting you on your way to accreditation.

Who can be accredited?

The NIILA accredits bodies that offer and carry out conformity assessment activities. This includes various types of conformity assessment bodies (accreditation activities).

Accreditation activities of the NIILA

  • Accreditable types of conformity assessment bodies (CABs) and corresponding standards
  • Certification bodies for management systems (DIN EN ISO/IEC 17021-1)
  • Certification bodies for persons (DIN EN ISO/IEC 17024)
  • Validation and verification bodies (DIN EN ISO/IEC 17029)
  • Provider of proficiency tests (DIN EN ISO/IEC 17043)

Step 2 – Application for accreditation

The preparation for the application for accreditation is of crucial importance as it represents the starting point for the entire procedure. It is a meticulous process that the conformity assessment body must start well in advance and which is only finalised when the application is submitted.

During this preparation phase, the body lays the foundations for its application for accreditation. This means that it must ensure that all spatial conditions are available and can cover the intended scope of accreditation. This includes suitable rooms or laboratories in which the required activities can be carried out.

In addition, sufficiently qualified staff must also be available to fulfil the required tasks. The body should ensure that sufficient specialised personnel are available and have the appropriate expertise to guarantee the successful implementation of the procedure.

Last but not least, certain equipment requirements must also be met. Depending on the type of accreditation, this may mean special equipment or technical devices. These should be procured and ready for use in good time so that they can be used effectively during the procedure.

All of these aspects must be thoroughly planned and prepared – starting with a detailed analysis of the requirements through to the procurement and provision of all necessary documents. Only when all these requirements have been met is the body ready to submit the application for accreditation.

Thorough preparation is therefore essential. Only with a well-prepared application can the conformity assessment body prove that it is suitable for the desired accreditation and thus demonstrate its competence and reliability.

Submit your application HERE.

Step 3 – Assessment phase

Once the application for accreditation has been reviewed in the application phase, the next important phase begins: the assessment. In this section, you will learn everything about the preparation, implementation and follow-up of an assessment.

Preparing for an assessment is crucial to the success of the procedure. As an applicant, you are now required to submit all the necessary documents and data without delay. It is important to note that failure to submit these documents may result in the application being rejected. You should therefore ensure that you have all the required documents to hand before you actually submit your application.

To ensure smooth preparation, you should find out in advance what specific documents and information need to be submitted. This can vary depending on the type of application and often includes things like financial documents, proof of qualifications or references.

Once you have collected all the required documents, they can be sent to the relevant office. It is important to ensure that all documents are fully completed and correct – errors or incompleteness could delay the process or even lead to failure.

Once your documents have been received, the actual assessment phase begins. Your application will be carefully examined and assessed by expert assessors. The reviewers have the task of checking the accuracy and plausibility of your documents and assessing your application in the context of the statutory provisions and guidelines.

Further questions or information may be requested during the assessment. It is important that you as the applicant answer these requests promptly and provide additional documents so as not to delay the process unnecessarily.

Once the assessment phase has been completed, the follow-up takes place. This determines the outcome of the procedure – your application is either approved or rejected. If your application has been rejected, you will usually receive a reason for this decision as well as possible recommendations for action for a new application.

If your application is approved, you will receive the relevant accreditation documents and all further information on the implementation of your project.

To summarise, it can be said that the preparation of an assessment is of great importance. Carefully compiling all the necessary documents and submitting them on time is crucial for a successful procedure. Smooth communication with the assessors during the assessment process can also ensure that any queries can be clarified quickly.

Step 4 – Decision

The assessment phase is an important step in the accreditation process. In this phase, it is checked whether the assessed body fulfils all requirements and has demonstrated its professional competence. It is a critical assessment to determine whether the organisation meets the standards and is able to provide high-quality services.

Once the assessment phase has been completed, it is now up to an independent decision-making body – the Accreditation Committee (AkA) – to decide whether or not to accredit the body in question. The AkA consists of expert members who are appointed by the NIILA. The composition of the committee varies depending on the specific case and each decision is made individually.

It is important to note that the members of the respective accreditation committee were not involved in the assessment itself. This is to ensure that an objective decision is made and that no personal interests are involved.

In order to make their decision, all members of the committee receive comprehensive documentation on the process and the assessment team’s recommendation regarding possible accreditation. This gives them a sound insight into the process and helps them to make an informed choice.

As soon as a final decision has been made, the body concerned will be informed. The method of notification may vary depending on the situation. However, it is customary for successful accreditations to be publicised in order to strengthen confidence in the accredited body.

It is important to emphasise that the accreditation process is fair and objective. Careful assessment and an independent decision by the committee ensure that only qualified bodies can be accredited and thus maintain high standards.

Step 5 – Monitoring phase

Once accreditation has been granted, it is important to monitor it continuously. This serves to ensure that the accredited body continues to have the confirmed competence and fulfils the specified requirements.

The monitoring process begins after accreditation has been granted and extends over a period of up to five years. During this period, the conformity assessment body is regularly audited by the Northern Ireland Institute of Licensed Accreditation (NIILA).

During this surveillance phase, various aspects are examined to ensure that the accredited body maintains its expertise. These include internal audits, reviews of documentation and processes and on-site visits to assess performance.

The monitoring takes place at certain intervals and serves to ensure that all relevant criteria are met. They also check whether any changes or further developments within the scope of application have been taken into account.

If it is established during a surveillance that an accredited body no longer meets the required standards or has lost its competence, various consequences may occur. These range from improvement requirements to the withdrawal of accreditation.

In order to confirm or renew an accreditation, the accredited body must undergo a reassessment after the accreditation cycle has expired. This re-assessment checks whether all requirements have been met and whether the competence continues to exist.

Surveillance within the scope of accreditation therefore serves to ensure that accredited bodies maintain their competence and meet the defined standards. This creates confidence in their performance and ensures that they can continue to fulfil their tasks successfully.

Step 6 – Change of accreditation

If you, as an accredited body, wish to make a change to your NIILA accreditation, the necessary steps and the process of the change are explained for you here. An accreditation change may be required for various reasons, the most common and important being an extension of the scope of accreditation. In such cases, the accredited body wishes to extend its range of services and therefore has further conformity assessment activities assessed by NIILA.

There are many possible reasons for changing your accreditation. Perhaps your areas of operation have changed or new technologies or procedures have been introduced that should fall within the previous scope of your accreditation. The decision to extend the scope is up to you as the accredited body, but to ensure that all requirements are met and that your organisation continues to meet the highest standards, certain steps must be taken.

The first step is to clarify which specific areas or activities you would like to expand in your range of services. Once these have been defined, you should contact NIILA and inform them of your plans. Questions can be clarified and, if necessary, further information can be requested.

The next step is an assessment process. This typically includes a review of all relevant documentation and an on-site visit where NIILA experts review your facilities and processes. This review process ensures compliance with the accreditation standards and ensures that all necessary requirements are met.

Once the assessment process has been completed, you will receive written notification from NIILA of the outcome of the review. If everything has been successful and no further changes or actions are required, your accreditation will be extended accordingly. It is important to note that this process may take different lengths of time depending on the scope of the planned change.

As soon as the extension of your accreditation has been finalised, you will be officially informed and can offer your extended range of services. It is advisable to share this information with your customers to inform them of your updated expertise.

Overall, NIILA provides you with a clear process for making a change to your accreditation as an accredited body. By following these steps and working closely with NIILA’s experts, you can ensure that your organisation stays up to date and continuously improves its services.