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Operating Procedures of the GHG Validation / Verification Body Accreditation Committee (GVAC)

PUBLIC POLICY GHG-PL-702 Issued: 2020-12-30, Revision: 3

References ANAB-PR-1021: Complaint Procedure
ANAB-PR-1024: Appeal Procedure
GHG-PL-701: Accreditation Policy for ANAB Validation / Verification Body Accreditation Program
ANSI Constitution and By-Laws
IAF MD 6:2014, Application of ISO 14065:2013
ISO 14064-3:2006, Greenhouse gases - Part 3: Specification with guidance for the validation and verification of greenhouse gas assertions
ISO 14065:2013, Greenhouse gases - Requirements for greenhouse gas validation and verification bodies for use in accreditation or other forms of recognition
ISO 14066:2011, Greenhouse gases - Competence requirements for greenhouse gas validation teams and verification teams
Robert's Rules of Order
1.1The objective of this document is to govern the operation of the Greenhouse Gas Validation/Verification Body Accreditation Committee (GVAC).
2.1For the purpose of this document, the relevant definitions given in ISO/IEC 17000, Conformity Assessment – Vocabulary and general principles, and ISO 9000, Quality management systems – Fundamentals and vocabulary, apply.
2.2ALTERNATE: A GVAC member from the same organization as the GVAC voting member and who may vote and act on behalf of the voting member at meetings, when the voting member is absent.
2.3TERM BALLOT: A type of GVAC electronic ballot which is open for a defined period of time allowing the GVAC’s voting members to vote and change their vote at any time within the allotted period.
3.1The ANSI National Accreditation Board (ANAB) operates accreditation programs for conformity assessment activity, including greenhouse gas (GHG) validation/verification bodies. These programs are designed to ensure that these conformity assessment bodies meet international standards as well as standards or technical criteria specified by law or through voluntary initiatives.
3.2The GVAC, as part of ANAB's structure, is responsible for oversight of ANAB Greenhouse Gas Validation/Verification Body accreditation programs.
3.3The specific duties and responsibilities of the GVAC include:
a)providing input on accreditation requirements (when applicable), ANAB Accreditation Rules, and key policies governing the operation of the accreditation program;
b)ensuring consistency of decision making as well as the criteria used therein;
c)promoting and providing guidance to market the program;
d)providing guidance regarding international initiatives related to the program;
e)determining areas of research required to improve the program;
f)reviewing and making accreditation decisions; and
g)serving as ANAB's interested parties in providing input on risks to impartiality as it relates to the GHG programs.
4Committee Organization
4.1The GVAC strives to limit membership to between 10 and 18 members so that it may operate effectively. Membership shall strive to reflect a balanced representation of all GHG validation /verification interested parties including experts in the field of GHG accounting and quality oversight. Any single membership category shall be limited to less than one half of the voting GVAC membership. Additional GVAC member nominations that may affect conformance to this requirement shall be limited. Criteria for membership may include:
a)experience in the field of GHG accounting and/or validation and verification;
b)experience in the field of conformity assessment and/or environmental assessment; and
c)commitment to actively participate in GVAC meetings.
4.2While total membership shall be limited in accordance with 4.1; the GVAC should disseminate information to and receive input from stakeholders.
4.3The ANAB Vice President, Management Systems and Validation and Verification shall be designated as an ex officio member and shall appoint a non-voting staff secretary to the GVAC. The GVAC shall officially communicate in writing, via the staff secretary or another appointed ANAB staff person, with all V/VBs with regard to accreditation actions, review of complaints and nonconformity challenges, if applicable.
4.4The GVAC members shall be identified as representing one of the following interested parties:
c)GHG program;
d)V/VBs; and
e)at large.
4.5Members representing V/VBs under section 4.4 shall not participate in accreditation decisions or related discussions. Members representing V/VBs shall not serve as the GVAC Chair or Vice Chair.
4.6Members may designate an alternate from the same organization subject to the approval of the Chair. Members and their alternates shall work to ensure that there is a continuity of knowledge between themselves on GVAC issues to ensure consistency in decision making and coordination within the GVAC.
4.7The GVAC may establish subcommittees and task groups to advise it on its activities. Participants on such subcommittees and task groups other than the subcommittee or task group leader need not be members of the GVAC. The Chair, with consultation from GVAC members, shall select subcommittee and task group volunteers and liaisons based on their recognized technical expertise or experience, subject to the conditions of the ANAB-AG-1005, Statement of Committee Member Confidentiality and Conflict of Interest, which shall be executed prior to participation on such groups.
5Chair Nomination, Appointment, and Responsibilities
5.1The Chair shall preside over the meetings of the GVAC as provided for under this procedure.
5.2Elections of Officers shall occur annually. GVAC Officers serve one-year terms. The GVAC shall elect its own Chair and Vice Chair at the first meeting of each calendar year. Each Chair or Vice Chair may serve for a maximum of three consecutive years. If the elected Chair is not able to serve in that capacity for a meeting, the Vice-Chair shall serve as Chair. If both are unable to serve in their respective capacities, the GVAC shall elect a member from among its present members to serve as Chair for that meeting. In the case of resignation of the Chair, the Vice Chair automatically becomes Chair for the remainder of the year.
5.3The Chair shall ensure that meeting agendas are established, declare the opening and closing of meetings, preside at meetings, ensure the observance of this procedure, accord the right to speak, put questions to a vote and announce decisions. The Chair shall rule on points of order and subject to this procedure, shall have complete control of the proceedings and over the maintenance of order at the meeting.
5.4The Chair (or appointed member) participates in the ANAB Accreditation Panel responsible for investigating and making decisions on appeals on accreditation decisions, considering and providing advice on company-wide risks to impartiality and other ISO/IEC 17011-related matters, including IAF, ILAC, and regional forums.
6Member Appointment, Qualifications, and Orientation
6.1A Nominating Subcommittee shall be convened as necessary to identify new members and/or evaluate the reappointment of current members.
6.2The GVAC Chair shall appoint the Nominating Subcommittee Chair and at least two other voting members to serve one year on the Nominating Subcommittee.
6.3Announcements regarding openings on GVAC shall be made public, except in the case of vacancies created by members leaving before their term expires, per 6.7. The qualifications required for service, the criteria for selection, and a description of the positions to be filled shall be included in the announcement, along with relevant deadlines and required documentation. Position announcements shall be drafted by the Nominating Subcommittee and approved by the Chair.
6.4Applicants interested in serving on the GVAC may express their interest to ANAB staff and/or the Nominating Subcommittee. Following receipt of the applicant’s information, the Chair of the Nominating Subcommittee or staff secretary shall distribute each applicant’s summary of qualifications to the Nominating Subcommittee members. Applicant information shall be reviewed and evaluated on the basis of each applicant’s ability to meet the criteria as set forth by the Nominating Subcommittee and approved by the Chair.
6.5The Nominating Subcommittee shall determine the categories for the positions to be filled for the following year as well as the knowledge, skills, and attributes required to complement the existing composition of the GVAC. Current GVAC members who have terms expiring by the end of the year shall be required to notify the Nominating Subcommittee Chair in writing of their interest in staying on the committee. The Nominating Subcommittee will consider rotation schedules and further requirements to maintain a well-rounded and complementary GVAC. The following factors shall also be considered:
a)maintaining a wide variety of sectors that reflect the population being served;
b)breadth of experience in the field of GHG accounting and validation/verification;
c)experience in the field of conformity assessment and/or environmental assessment;
d)commitment to actively participate in GVAC meetings, work collaboratively as a team, exercise good judgment, communicate effectively, and support the decisions of the GVAC; and
e)agreement to sign and abide by the ANAB Statement of Committee Member Confidentiality and Conflict of Interest Agreement, which shall be executed prior to each term.
6.6Based on the information submitted by applicants and the recommendations of the Nominating Subcommittee, no more than two (2) finalists per category shall be selected by the Nominating Subcommittee for the final stage of the selection process. The candidates shall be placed on a ballot which will be disseminated to all members of the GVAC for a vote. In the event of a tied vote, the Nominating Subcommittee shall reconvene by conference call to formally vote to elect the member. The newly elected members shall be invited to participate as observers at the next GVAC meeting, after which they become voting members.
6.7Members shall be appointed for three years and shall be eligible for reelection until the member resigns or ANAB removes the member due to performance-related concerns. Vacancies created by members leaving before their term expires may be filled by the Nominating Subcommittee. Upon appointment, such members will serve the remainder of the vacating member's term.
7Member Participation
7.1GVAC members shall participate in the following manner:
a)attending at least two meetings a year;
b)serving as volunteers on task groups/forces (e.g. complaints, nonconformity challenges) as appointed by the GVAC Chair;
c)evaluating the overall accreditation process and making recommendations for improvement to the program;
d)providing timely feedback and responses to ballots and requests from ANAB;
e)attending a new GVAC member orientation; and
f)signing and abiding by the ANAB Statement of Committee Member Confidentiality and Conflict of Interest Agreement, which shall be executed prior to each term. Alternates must also sign and abide by the agreement.
7.2Participating in-person is encouraged at face-to-face meetings. Members may also participate in face-to-face meetings via teleconference with the approval of the Chair. Members should notify the GVAC secretary of an absence at a planned meeting in advance of the meeting. Absence by both a GVAC member and that member’s voting alternate member at two or more meetings in one calendar year may be construed by the GVAC as a lack of interest in serving on the Committee. If a GVAC member's participation falls below the minimum of two meetings per year, the staff secretary will remind the member of the expectation. If the member subsequently fails to meet the attendance expectation, that member will be dismissed from their term and the staff secretary shall inform the Nominating Subcommittee of the opening.
7.3A membership roster shall be maintained and published by ANAB as needed.
7.4The staff secretary shall monitor the performance and participation of GVAC members to assist the Chair and the Nominating Subcommittee in periodically evaluating member performance.
8GVAC Meetings
8.1The GVAC shall hold a minimum of two regularly scheduled meetings each year. A schedule of the meeting dates, times and locations shall be established at the beginning of each year. The staff secretary or appointed staff person shall distribute the schedule to the GVAC members. The schedule may subsequently be changed in consultation with the Chair or the staff secretary.
8.2Special meetings of the GVAC may be called by the GVAC Chair as needed.
8.3The staff secretary or appointed staff person shall give notice to all GVAC members of all meetings approximately two weeks before the meeting date. The notice should include a preliminary meeting agenda containing the principal items to be considered.
8.4The staff secretary or an appointed ANAB staff person shall be responsible for the preparation of a meeting report of all GVAC meetings. The meeting report shall be issued in a timely manner to all GVAC members, but no later than two weeks prior to the next meeting. The meeting report shall be distributed electronically. Measures shall be taken to safeguard the confidential meeting report to ensure that only authorized individuals have access to them. The meeting report shall be approved at the next GVAC meeting.
9.1Decisions binding on the GVAC shall be made by a quorum of voting members participating in the decision, unless otherwise delegated by the GVAC.
9.2A quorum is established as a simple majority of the current GVAC voting membership. This includes voting members participating by phone or other electronic means.
10GVAC Decisions
10.1The following actions shall require approval by simple two-thirds (2/3) of the eligible votes cast. Therefore, the number of votes in favor must be at least twice the number of votes against. Abstaining votes, including those absent, are not considered. The voting may be at a meeting or by letter/electronic ballot. The voting results are to be recorded and kept on file according to ANAB records management procedures, as follows:
10.1.1Accreditation action related to granting, denying, extending, reducing, suspending and withdrawing ANAB GHG accreditation.
10.2Except for actions in 10.1., all other actions at a GVAC meeting at which a quorum is present may be taken by a simple majority of the voting members present. In the event a quorum is not present at the GVAC meeting, all substantive decisions made at the meeting must be affirmed by a majority electronic term ballot, or at a subsequent GVAC meeting with the required quorum.
10.3If an electronic term ballot is needed, the voting period should normally last at least fifteen days and the results of the ballot shall remain confidential within the GVAC until the ballot is closed.
10.4Results of letter ballots report the overall decision and not the individual vote.
10.5When a negative vote is cast, the electronic term ballot shall remain open until the Secretary has forwarded the views and objections of GVAC members to the Chair. The Chair shall determine whether the expressed views and objections shall be considered by correspondence or at a meeting. Comments or objections from GVAC members that require response by an entity outside of the GVAC shall be forwarded to the outside entity without specific identification of the GVAC member.
10.5.1An effort to resolve all expressed objections shall be made, and each objector shall be advised of the disposition of the objection and the reasons therefore.
10.5.2Unresolved objections shall be reported to the GVAC members to afford all members an opportunity to respond to them or to reaffirm or change their votes normally within fifteen working days.
10.6Accreditation decisions are made by the GVAC voting membership following review of assessment materials and staff recommendation(s). The GVAC shall receive a copy of the staff review of the assessment and shall have access to accreditation reports from ANAB assessors regarding the V/VBs’ conformance with ISO 14065, ISO 14064-3, ISO 14066, IAF Mandatory Document for the Application of ISO 14065, and all applicable GHG program requirements.
11Parliamentary Procedure
11.1On questions of parliamentary procedure not covered by this policy, Robert’s Rules of Order (latest edition) shall apply.
12Complaints, Nonconformity Challenges and Appeals
12.1Complaints against applicant or accredited V/VBs or ANAB, nonconformity challenges, and appeals on adverse accreditation decisions; shall be handled according to the appropriate established procedures.
13.1ANAB shall safeguard confidentiality of all information obtained in the course of accreditation activities at all levels of the organization, including any committees and / or external bodies or individuals, such as assessors, acting on the Program's behalf.
13.2Except as required in this policy, information about a particular V/VB shall not be disclosed to a third party by any GVAC member or alternate, ANAB staff, ANAB accreditation assessors, Accreditation Program subcommittees and task group participants, or by any ANAB subcontractors without the written consent of the V/VB. Where the law requires information to be disclosed to a third party, the V/VB shall be notified that such information has been or will be provided.
14.1Any substantive changes to this policy document must be approved by the GVAC.

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