Rules of procedure for the quality control committee of the GGM

Status November 1, 2016

1. Self-monitoring

1.1 Continuity of the self-monitoring
The continuous self-monitoring according to Section 3.2 of the quality control and test provisions must be carried out at least every week (exception is the temporary production, see § 2.6).

1.2 Proof of the continuous self-monitoring
1.2.1
The GGM member must have confirmed the continuous execution of the self-monitoring by the sampling institute in the sampling protocol with the external monitoring. It is recommended to use the standard sampling protocol. If the confirmation of the properly conducted self-monitoring is missing in the sampling protocol then the quality control committee will request the member by letter to subsequently submit the confirmation of the branch of the GGM within a period of 4 weeks after receipt of the request. If the member does not observe this deadline either the quality control committee will propose punitive measures to the management board.

1.2.2
In case of repeat tests a confirmation of the self-monitoring by the sampling institute is not necessary.

1.2.3
In case of self-Monitoring is performed by an external Institute it is unacceptable that this i nstitute will also perform the external tests of conformity according to point 2.

 

2. General rules of procedure for external tests of conformity

The external tests of conformity include the initial test within the framework of the admission monitoring, the standard test within the framework of the external monitoring and the repeat test. The following general rules of procedure apply to these tests:

2.1 Certified test and analysis institutes
Measures for determining the conformity (sampling, chemical analysis for determining the chemical composition) may only be carried out by test and analysis institutes according to the resolution of the Management Board 16/1999 (Annex 2). See also Point 1.2.3!

2.2 Authorization by the sampling institute
If the sampling is carried out by another institute or another person by order of the certified test institute then the sampling protocol is to be signed by this institute or this person. This institute or this person is to be authorized by the test institute. Otherwise the sampling is considered as not properly conducted and therefore as not carried out at all.

2.3 Procedure to take a sample
The sample should routinely be taken from the running line, preferably prior to the addition of the binder. Taking a sample from a different location, e.g. from the production stock, requires justification.

2.4 Rounding rule for assessing the chemical analysis
The stated weight percentages are rounded up to one digit after the decimal point and compared with the original analysis of the proof of exoneration. Even if the comparable analysis of a particular oxide is only by 0.1 wt.% outside of the admissible tolerance range of the chemical composition (defined in the annex to Section 3.1.2 and 3.3.3 of the quality and test provisions) the test will be seen as not passed.

The measurement uncertainty is taken into account for elements below 0.1 wt.% in determining the range limits.

2.5 Conversion FeO / Fe2O3
In case the iron oxide content is disclosed as FeO in the manufacturer’s declaration the measured value t determined by the analysis institute (as Fe2O3) has to be converted to FeO. Subsequently the comparison will be carried out.

Note: owing to the resolution of the Management Board 1/2001 (Annex 3) and the subsequently carried out amendment to the statutes this conversion is no longer relevant for approved fibres which are submitted after May 2001. Accordingly the ferric oxide content is principally to be stated as Fe2O3.

2.6 Complaint about a chemical analysis by a GGM member
If a GGM member  - based on own analytical tests – complains of  the results of a chemical analysis in the event of an external test of conformity which was not passed (initial, standard or repeat test) then it will be arranged that the analysis institute will carry out a second full analysis. This second analysis will be performed on the homogenised sample of the original one of the sampling institute which was processed by the analysis institute. If this second analysis confirms the first results of the analysis institute then the external test of conformity will be seen as not passed. In the event of a deviation which would lead to an assessment as „passed“ the analysis institute will carry out a third analysis, which will decide about „passed“ or „not passed“ for the external test of conformity. This third analysis will be carried out on the reference samples of the sampling institute.

2.7 Temporary production

2.7.1 In the case of temporary production of exonerated fibers by a GGM member in one or more plants, the form “temporary production” has to be completed and must be sent immediately after the end of each half year to GGM (receipt at GGM secretariat 31st of July resp. 31st of January. In case that the form with the required data for temporary production (date of start and stop of temporary production and chemical analysis for these dates) has not been timely forwarded, the external conformity control for the particular half-year will be seen as not passed. 

2.7.2 A production of exonerated fibers only for an external monitoring is not required. The corresponding comment has to be entered in the form “temporary production”. 

2.7.3 In the case of temporary production of exonerated fibers at least one external conformity control has to be performed. 

2.7.4 As part of the self-monitoring the chemical analyses of the fiber samples both of the start and the end of the temporary production has to be carried out and sent to GGM secretariat making use of the form “temporary production” for each production campaign (see 2.7.1). 

2.7.5 The 4-months deadline according to 3.1 of these rules of procedure is not valid for the temporary production. For each production campaign the above-mentioned data have to be provided. 

The quality and inspection regulations also apply for the self-monitoring in the case of temporary production. In the case of a temporary production of less than one week the chemical analyses have to be carried out for the start and the end of the production.

 

3. Rules of procedure for the external monitoring / standard test

3.1 4-month Deadline

3.1.1
The calendar months are to be counted for the 4-month deadline as a minimum interval between two successive samplings. The date upon which the first sampling is carried out will also be counted for fixing the deadline. The second sampling may be performed at the earliest on the date of the fourth month that corresponds by its number with the date of the first sampling. If such a date is missing in the last (fourth) month then the second sampling may be carried out at the earliest on the last day of this month.

Examples:

Date of the first sampling: 10 April 2006
Next sampling at the earliest from: 10 August 2006

Date of the first sampling: 31 May 2006
Next sampling no earlier than from: 30 September 2006

3.1.2
When the samples are not taken at the production line but exceptionally from the stock which is only justified if there is no production of exonerated fibers, then the production date of the product from which the sample was taken is decisive for calculating the 4-months deadline. In this case the production date is always to be noted in the sampling protocol. Otherwise the relevant sampling is not considered to have been properly conducted and therefore is considered not to have been carried out.

3.1.3
If the execution of the sampling is missed in a six -months period or if a sampling is considered to have not been carried out in a six month period according to these rules of procedure the 4-months deadline for the next regular sampling will begin on the last day of the six month period (30 June or 31 December). The next sampling within the framework of the standard test may in this case be carried out at the earliest on 30 October or on 30 April of the following sixmonths period. If on the other hand the standard test is not passed, because the proof of conformity is not successful with the sample taken then the standard case will continue to apply for calculating the 4-months deadline, i.e. the deadline begins with the date of the sampling or production (3.1.1 or 3.1.2 of the rules of procedure).

3.1.4
If a production line is shut - according to Section 3.3.3 of the quality control and test provisions - within the 4-months deadline then no standard test is to be carried out by the GGM member for the relevant six -months period. Otherwise, i.e. with a shutdown outside of the 4-months deadline the standard test is absolutely necessary.

3.2 Deadline for sending the samples of the standard test to the analysis institute and for sending the results of the analysis to the GGM Office

The sample is to be sent as soon as possible after the sampling to the analysis institute together with the sampling protocol. The deadline for the receipt of the documents by the analysis institute is set 4 weeks after the date noted in the sampling protocol. If the documents are received by the analysis institute after this deadline without a plausible reason then the sampling will be considered as having not taken place. The GGM member will be informed thereof. Likewise the sampling will be considered as having not taken place when the results of the analysis have not been sent to the GGM office within 6 weeks.

3.3 Samplings that were not conducted properly and therefore are considered as ineffectual

3.3.1
A conducted sampling is considered as ineffectual in the following cases:

  • Execution of the sampling by a non-certified test institute or an institute or a person, that / who was not properly authorized by a certified test institute (violation of rules of procedure 2.1 or 2.2).
  • The sampling protocol has not been properly signed.
  • The date of the sampling is not noted in the sampling protocol nor can it be proven otherwise without doubt by the GGM member.
  • The production date is not noted in the sampling protocol in the event of a sampling from the stock nor can it be proven otherwise without doubt by the GGM member.
  • The date of the sampling and the production date do not originate of the same six -months period in the event of a sampling from the stock (example: sampling after the 30 June, production date from the first six -months period).
  • The 4-months deadline as a minimum interval to the last sampling which was carried out within the framework of the external monitoring has not been observed (3.1 of the rules of procedure).
  • The 4-weeks deadline for sending of the sample and the sampling protocol has not been observed (3.2 of the rules of procedure).


3.3.2
A sampling, which according to these rules of procedure is considered as ineffectual, cannot be taken into account with the standard test. The GGM member will be informed thereof by the quality control committee. So far as the deadline for carrying out the standard test (30June or 31 December) has not yet passed the member has the possibility to arrange a sampling according to the rules. Otherwise the rules of procedure 3.4 and 3.5 shall apply.

3.4 Failed standard test

3.4.1
The standard test will be assessed as failed by the quality control committee, if the necessary sampling is not carried out by the GGM member in time by the end of a six -months period (30 June or 31 December) or according to these rules of procedure is considered not to have been carried out so that a proper sample is missing on the whole for the relevant calendar six month period which can be subjected to a test of conformity by the analysis institute. 

3.4.2
The standard test will be assessed as failed by the quality control committee , if according to the results of the analysis of the analysis institute the proof of conformity cannot be provided by the GGM member. 

3.5 Procedure after failed standard test 

3.5.1
In the event of a failed standard test according to 3.4.1 the quality control committee will inform the GGM member in writing about the sampling not having been performed. In the current 6 months period an extraordinary sampling has to be carried out in short-term. This extraordinary sampling is considered as repeat test for the period lapsed. The proof of conformity for the current 6 months period have to consider the 4 month deadline. Additionally, the internal documentation of self-control has to be provided to the GGM office for the lapsed six months period to be evaluated by the chemical expert. 

3.5.2
In the event of a failed standard test according to 3.4.1 the quality control committee will inform the GGM member in writing about the negative result. The reasons for not passing the standard test are to be stated in the letter. The quality control committee will point out to the GGM member that a repeat test is necessary. At the same time the quality control committee will request the GGM member to prove to the GGM office the executed sampling of the repeat test within 4 weeks after receipt of the letter.

4. Rules of procedure for the repeat test

4.1 Deadline for repeat tests

The deadline for the sampling which is to be carried out for a repeat test amounts to 4 weeks. The member must prove to the GGM office the executed sampling within this deadline. The deadline will begin with the receipt of the letter of the quality control committee, by which the member is informed of not having passed the standard test and of the requirement of a repeat test.

The 4-months deadline (3.1 of the rules of procedure) does not apply to repeat tests.

4.2 Samplings that were not conducted properly and therefore are considered as ineffectual

The rules of procedure 3.2 and 3.3.1 shall also apply accordingly to the repeat test. This means that in the cases stated in Subclause 3.3.1 – with the exception of the 4-months deadline, which is not valid for the repeat test – the executed, however not properly conducted sampling will therefore be considered as ineffectual..

4.3 Failed repeat test

A repeat test will be assessed as failed by the quality control committee in the following cases:

  • The necessary sampling is not carried out by the GGM member in time within the 4-weeks deadline according to Subclause 4.1 or according to Subclause 4.2 is considered to have not been carried out so that a proper sample is missing for the repeat test which can be subjected to a test of conformity by the analysis institute.
  • According to the results of the analysis of the analysis institute the proof of conformity cannot be provided once again.

In the event of a failed repeat test the external monitoring is considered not to have been passed on the whole (cf. Section 3.4 of the quality control and test provisions).

4.4 Procedure after failed repeat test

If a repeat test is not passed, i.e. external control is Overall considered as not passed, the quality control committee will propose punitive measures to the Management Board.

Example:
The chemical analysis of the repeat test showed a deviation from the admissible tolerance range. For the event of a further failed repeat test over the course of the next 3 years the member’s right to use the RAL quality mark will be revoked. The revocation will be carried out for the GGM member.

5. Other rules of procedure

5.1 Confirmation for an approved fibre of another GGM member

If a GGM member submits documents for an exonerated fibre which is to be newly included in the manufacturer’s declaration and refers in this respect to the exonerated fibre of another company then all documents which are required according to the statutes are to be submitted. The requirement to provide an animal test report shall be deemed satisfied if the requesting GGM member submits a certificate issued to itself credential of the other company, for example, a license agreement.