The RSS Audit Process
An RSS audit is an independent review of the information and evidence behind your substrate scores. Most audits are carried out remotely by Supply Chain In-sites (SCI), the scheme’s appointed independent auditor.
The process confirms that the scores for each ingredient are accurate and supported by appropriate evidence. New manufacturer members must complete their first audit within 12 months of joining the scheme.
You do not need to have every answer before you begin. Start by identifying the products, mixes and bulk ingredients within scope, then use the Version 11 guidance and supporting tools to work through each ingredient and its supply chain.
Your RSS audit: the simple version
A practical check of where your growing media ingredients come from and the evidence behind their responsible sourcing scores.
List products and mixes
Identify the products, mixes and bulk ingredients that are in scope.
Map each supply chain
Record suppliers, source locations, volumes and transport for each ingredient.
Gather the evidence
Use the Version 11 decision trees and calculator to organise evidence for the seven criteria.
Independent review
The auditor checks the documents, asks questions and may arrange a site visit.
Scores confirmed
You receive the audit outcome and confirmed scores. Once the requirements are met, membership can move to accredited.
Keeping your audit current
Complete the first full audit after joining.
Confirm that products, mixes and previously audited scores remain accurate.
Complete a comprehensive re-audit.
Tell RSS if an ingredient, supplier, source or mix changes.
You are not expected to have every answer on day one. Start with the products and ingredients in scope, then work through the evidence one supply chain at a time.
What is included in the audit?
The RSS assesses bulk ingredients that make up more than 5% by volume of a growing media mix. Each manufacturing site is assessed individually, taking account of the ingredients, processes and supply chains used at that site.
The member completes an initial self-assessment using the RSS decision trees, calculator and supporting tools. SCI then independently checks the information and evidence provided and confirms the final score for each ingredient.
RSS uses the confirmed ingredient scores and the proportions used within each mix to calculate the overall score for each finished product.
How do I prepare for the audit?
Before the audit, you will need to:
- Agree the scope, cost and audit date with SCI.
- Identify the sites, products, mixes and bulk ingredients to be assessed.
- Map the supply chain for each ingredient.
- Complete an initial self-assessment using the Version 11 decision trees and calculator.
- Gather the evidence supporting each answer and claimed score.
- Submit the required information to SCI at least seven days before the agreed audit date.
- Ensure that appropriate members of staff are available during the audit to answer any questions.
The Version 11 guidance notes contain worked examples showing how the requirements may apply to different ingredients and supply chains.
What evidence will I need?
The evidence must be appropriate, verifiable and directly relevant to the score being claimed. The exact requirements will vary depending on the ingredient and its supply chain.
Evidence may include:
- Supply-chain maps and supplier information.
- Records showing the source, volume and proportion of each ingredient.
- Transport distances and methods.
- Utility, water-use or production records.
- Supplier certifications, audit reports or self-assessment questionnaires.
- Environmental permits, risk assessments or management plans.
- Invoices, reports, photographs or other supporting records.
The decision trees identify the questions that need to be answered, while the documentary evidence checklist in the Version 11 guidance provides further support.
What happens during the audit?
Audits will be conducted remotely where possible. The audit normally includes:
- An opening meeting to confirm the scope, attendees and audit plan.
- A review of the self-assessment and supporting evidence.
- Questions or requests for clarification from the auditor.
- Confirmation of the evidence supporting each score.
- A closing meeting explaining the findings and next steps.
The auditor can ask for clarification about information already submitted but cannot complete missing sections of the self-assessment on the member’s behalf. Submitting complete information in advance will help the audit run smoothly.
What happens after the audit?
SCI will prepare an audit report showing the evidence reviewed and the scores confirmed for each ingredient.
Where further evidence is needed, the member will normally have 28 days to provide the additional information. If sufficient evidence is not received within this period, the relevant criterion may receive a score of zero.
SCI will issue a certificate listing the substrates that have been assessed. RSS will then use the confirmed scores to calculate the overall scores for the member’s finished products.
Once the initial audit has been completed and the scheme requirements have been met, the member can move from provisional to accredited membership.
How is the audit kept current?
An SCI certificate is valid for one year from the assessment date. Members must complete an annual declaration or self-assessment to confirm that their products, mixes and previously audited scores remain accurate.
A full reassessment is required every three years.
RSS must also be informed if there are significant changes to:
- The ingredients being used.
- The supplier or source of an ingredient.
- The proportion of ingredients within a mix.
RSS and SCI will confirm whether the change requires further validation or reassessment before the updated product is marketed using the RSS accreditation.
Who should I contact?
Questions about your audit?
For technical questions, audit costs or arranging an assessment, please contact:
David Walker
Supply Chain In-sites
dave.walker@scinsites.com
020 3835 5101
For questions about RSS membership, product listings or the use of the scheme logo, please contact the RSS team.