Audit Process & Certification Journey

Responsible Sourcing Scheme (RSS) audits are independent, evidence‑based assessments conducted by qualified third‑party auditors. Their purpose is to verify that scheme members meet all RSS requirements and genuinely adhere to responsible sourcing practices. Each audit reviews documentation and processes across the scheme’s seven sustainability criteria to ensure that every claim is backed up with proof. Below is a simple certification journey showing what to expect from application to certification renewal.

The Route to certification

 

  1. Apply for Certification
    1. Complete the application process,
    2. You will be advised of the audit duration for the next 3 years.
    3. Pay the audit fee
  2. Arrange the Assessment
    1. The SCI assessor will contact you to arrange an audit date with you. This will be within 14 days of receiving your payment / completed audit information, and the date will be mutually agreed upon
    2. Your audit date and time will be confirmed by email, along with audit information
  3. Preparation
    1. Complete the pre- audit information and submit to SCI 7 days before the assessment
    2. Review the standard requirements and prepare for your assessment
    3. Collate the necessary information
  4. Audit
    1. This will be conducted remotely at the time agreed. The assessor will be looking to verify the information submitted for each substrate
    2. At the end of the audit, the assessor will provide you with information on any issues identified and how to respond
  5. Rectification
    1. If any findings have been identified, you will need to submit evidence of how these have been addressed (see separate document ‘ post assessment guidance’)
    2. The rectification period is 28 days from the audit date
  6. Review and Certification
    1. SCI will review the audit report produced by the assessor and any submitted corrective action documentation
  7. Certificate Issue
    1. You will receive your certificate, and the RSS website will be updated to show your certification status
    2. Your certificate will expire 1 year after your assessment and will detail the assessed substrates
  8. Maintaining Certification
    1. Maintain the requirements of the standard
    2. To renew your certification, you will be invited to confirm any changes to your operations or substrates. When this is received, an ongoing certificate will be issued. When invited to do so, a new certificate will be issued to you, and SCI will contact you to arrange your next audit. If you fail to have your surveillance audit within 14 months of the previous audit date, your certification may be suspended
Audit frequency and product changes

To keep certification up to date, RSS members must adhere to the following schedule:

  • Initial audit: Conducted within 12 months of joining the scheme.
  • Regular re‑audits: Required every three years to remain in good standing.
  • Audits for product changes: Significant changes in raw material origin or composition must be audited before the product can be marketed under RSS accreditation.
  • Annual confirmation: Each year, members submit a written statement confirming that their audited scores remain accurate and that no significant changes have occurred.

For details on post‑audit evidence submission, appeals and ongoing compliance, please consult the Post‑Assessment Guidance and Scheme Operating Protocol pages.

Auditor Contact Details

Medina House

2 Station Avenue

Bridlington,

East Yorkshire YO16 4LZ​
info@scinsites.com

Phone +44 20 3835 5101

Post Assessment Guidance

You will have received the non-conformance report indicating the outcome of your assessment

If there are no findings identified, there is no action required by you; the report of the assessor will be reviewed by an independent competent person for certification decision. In the event that any clarification is required, you will be contacted. Your new certificate will be issued by SCI.

Where findings have been identified, the evidence to demonstrate the actions taken to remedy non-conformance is required to be submitted to Supply Chain In-Sites within 28 days of the assessment. Occasionally, a site visit may be required to close findings; in this event, you will be advised of this, the reason and any cost.

Please note that if closure of all findings is not achieved within the timescale, your current certification may be suspended, or if this is your initial assessment, a further audit may be required to gain certification.

What is Documentary Evidence?

The evidence should reflect what the assessor would expect to see during the assessment. Examples of evidence include completed records, invoices for new equipment, retraining / awareness training of staff, documents being issued, etc. Where new processes or procedures have been implemented, this should be accompanied by staff training records. Where physical changes have been necessary, before and after photographs demonstrate the action taken

Please note that an intention or forward date agreed to rectify a nonconformance is not sufficient evidence.

Submitting Documentary Evidence

  1. Evidence should be submitted via email to evidence@scinsites.com
  2. Make sure your email title includes your organisation name and date of assessment (e.g. Jones Compost 12-03-26)
  3. Include an explanation of the action you have taken and the evidence you are submitting for each non-conformance, e.g. NC 1, repairs completed, see NC 1 photo 1 (before) and NC 1 photo 2 (after)
  4. Ensure evidence is clearly marked with the non- conformance number to which it relates, and include a simple title, e.g. NC2 training record, NC3 invoice.

Structural Work – where you feel that the rectification timescales cannot be achieved due to structural work being required, you may request an extension. Your request to SCI must be received in writing (email) within 14 days of your audit and include a justification and proposed timescale for the extension. The extension will relate to the specific non-conformance only, and you will need to provide evidence of quotes, etc. Please note that not all requests may be granted; for granted requests, you will be asked to provide evidence within a timescale deemed suitable by SCI and failure to meet this may affect your certification status. The evidence to close any other non-conformances must be received within the prescribed deadline (28 days for surveillance audits, 90 days for initial audits)

Contacting Supply Chain in-Sites

If you have any questions or comments regarding your assessment, please email Dave Walker (SCI  Scheme Manager) at dave.walker@scinsites.com