The following information is an outline of Fathom's Certification Services for the RCSA SDS standard. Supporting this is a range of policies and procedures which can be provided on request. This certification program complies with AS ISO/IEC 17021-2006 "Conformity Assessment - Requirement for bodies providing audit and certification of management systems", and other relevant requirements by the Joint Accreditation System of Australia and New Zealand (JAS-ANZ).

The RCSA SDS

Fathom recognises that the intent of the RCSA Service Delivery Standard (RCSA SDS) is to raise the level of professionalism across the recruitment industry in Australia and New Zealand.
To this end it has developed a program for audits which:

• Sets a standard for best practice across the recruitment industry, which reflects the requirements of current legislation and regulations
• Supports Members of the RCSA in improving the management and operations of their recruitment practices
• Supports the interests of candidates, clients and staff, and
• Seeks to provide added value by comparing individual corporate performance against industry benchmarks
• Seeks to provide this in a cost effective manner to all Members.

RCSA Standards Council

Fathom provides this service on behalf of the RCSA. It submits recommendations on audits to the RCSA Standards Council for consideration. Complaints or appeals may also be addressed by the Council.

Preparing for Audits

Fathom has prepared information which will help you prepare for the initial assessment against the RCSA Service Delivery. Please contact us for more information.

Audit Sites

Fathom create a dedicated and secure web site using Microsoft's SharePoint on which you can store your documents and on which we upload the audit reports.

Audit Schedule

First Triennial
The objective of the first triennial (3 year certification period) is to help the certified Member to establish and mature their service delivery management system. To this end, the following audit schedule will generally apply:

• Recruitment agencies of less than 15 FTE staff in a single office:
  • First audit at 6 months
  • Second audit at 12 to 16 months
  • Third audit at 24 to 26 months

• Recruitment agencies of 15 to 25 FTE staff:
  • First audit at 6 months
  • Second audit at 12 months
  • Third audit at 18 to 20 months
  • Fourth audit at 27-28 months

• Recruitment agencies of more than 25 staff and/or multiple offices:
  • Audits may be conducted every 6 months

The frequency and type of audits may vary from this depending on any change in the business, the number of non conformances and the overall level of performance as indicated by the Rating. Most audits will be conducted onsite however where appropriate, some audits may be conducted remotely, known as "Desk Top Audits".

Second Triennial
The objective of the second and subsequent triennials is to help the certified Member maintain the management system. To this end, the following audit schedule will generally apply:

• All recruitment agencies regardless of size:
  • First audit at 12 months, onsite
  • Second audit at 24 months, onsite

Conduct of Audits

Initial Assessment
The initial assessment involves a 6 step approach:

• Apply for certification using the application form
• Prepare for the audit. The checklist will be useful for this
• Conduct the assessment - this is done in 2 stages: Stage 1 is the document review which reviews your manual and relevant documentation; stage 2 is the onsite audit for interviews and observation of processes
• Report is prepared by the auditor, including a recommendation on certification
• Approval is sought from the RCSA Standards Council
• Celebrate when all the hard work is over!

The approach for surveillance audits is very similar. Please contact us for more information.

Audit Report

The audit reports prepared by Fathom include comments on observations and findings, conformance classifications and a rating on the level of observed practice against current industry best practice.

Classifications
A conformance classification is provided for each of the 46 requirements in the RCSA SDS as well as the recruitment operations areas (candidate and client management, payroll and invoicing etc). The classification indicates whether or not the required standard is met and whether there are opportunities for improvement. The classifications for the RCSA SDS are:

• SAT - Satisfactory
• OPT - Satisfactory, with an Optional Opportunity for Improvement
• REC - Satisfactory, with a Recommended Opportunity for Improvement
• MIN - Minor Non-Compliance - a minor breach of conformance or low risk area
• MAJ - Major Non-Compliance - a significant breach of conformance or high risk area

Ratings
The Ratings indicate the level of achievement or quality of the item or procedure audited. The ratings are on a scale of 0 (zero) to 10 (ten). An average of at least 5.0 is required in each section to meet requirements for certification.

Certificate and Certification Mark

Certification in the RCSA SDS allows you to display the Certificate and use the certification logo on your marketing materials, on websites etc. You may make reference in tenders and other documents to your certification. Suggestions on how you may market your certification status, and guidelines for the use of the certification mark are provided to you on certification.

Suspension and Withdrawal

In certain circumstances it may be necessary to suspend or withdraw certification. Generally this can occur when a Client consistently fails to correct non-conformances, or fails to meet the necessary certification standard.

Audit Cancellations

Changes to agreed an audit date can be requested if unforeseen circumstances arise, however penalty fees may apply.

Confidentiality

Fathom has a policy and legally enforceable agreements in place to safeguard the confidentiality of information obtained or created while providing certification services. We will always seek approval from the Client before placing any information in the public domain, such as testimonials, links through our website etc.

Conflict of Interest

Fathom understands the importance of impartiality in carrying out management system certification activities. We manage potential conflicts of interest by requiring all Auditors to consider any potential conflict of interest prior to each audit, and by recording all audits and consulting work undertaken to ensure no auditor can conduct an audit within 2 years of providing relevant services to that business.

Complaints and Feedback

Fathom is committed to improving our services and welcomes any comments or complaints that our customers may wish to offer in relation to the services we provide. Such feedback helps us to identify the things that we do well or need to improve.

Appeals Process

Appeals against certification recommendations and decisions may be made initially to Fathom. Appeals may be escalated to the RCSA standards Council and the RCSA Board of Directors as appropriate.

Certification Register

Organisations which become certified will be listed on Fathom's Certification Register, on the public website at www.fathombusiness.com.au. The Member Directory of the RCSA will also display information informing the market that the business is certified.

Contact Fathom

For more information on these services please contact Fathom Business Architects on 61 3 9667 2495, or email info@fathombusiness.com.au.