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We talk a lot about the initial audit, and for good reason: it’s the one that earns you your certification. Less talked about is what happens after the initial audit, what you can and can’t do, and what you have to do to keep your certification.
Once you are certified, you are authorized to use the Qualiopi trademark. This means that you can mention your certification on your communication materials, for example. You must, however, comply with the brand’s rules of use.
As a result, you may only use the trademark to inform and promote your Qualiopi-related services, and you must indicate for which category(ies) of actions you have been certified. You can’t modify the Qualiopi logo in any way when you use it: you can’t make it transparent, or use it without the banner or white background, for example. It must also be at least 23mm by 10mm. Nor can you use the brand or logo on your training completion certificates, or on your communication materials for a particular training course.
If you lose your certification, you can only use the mark within the time allowed to reapply for certification, after which you are no longer entitled to use it.
Finally, the state may ask you for a list of instances where you have used the trademark. This means you need to keep track of usage with a date.
Once certified, you can update your listing on certain sites. In particular, you can update Datadock (which is valid until the end of the year), the Dakelio-Carif database of training organizations, or the Caisse des Dépôts for the CPF.
You can also change your website and communication materials, in line with our usage guidelines.
Please note that if you lose your authorization to use the Qualiopi brand, you will have to update all your referencing sites and communication media immediately.
Once you’ve been certified during the initial audit, you’ll need to maintain your certification through surveillance:
The surveillance audit for organizations certified before 2021 is carried out between the 14th and 28th month following certification.
/!\ The initial audit carried out before 2022 can be performed remotely. The surveillance audit must then be carried out on site.
/For organizations having obtained Qualiopi quality certification before January 1, 2021, the renewal audit will take place during the 4th year of validity of the certification, before it expires.
Certification may be suspended or withdrawn by the certification body, notably in the event of failure to maintain the conformity of your services, non-compliance with contractual commitments or rules governing use of the certification body’s mark. We recommend that you read your contracts carefully. Withdrawal of certification requires the certification process to be repeated in its entirety.
It is also important to note that as of January1, 2021, funding bodies will have to :
Beyond that, they will continue to set their own priorities and criteria for funding, as well as contractual terms and conditions, particularly with regard to services rendered: certification is therefore not a guarantee of funding, and an audit may be carried out following a report from a funding body.
To be ready for surveillance and renewal audits, it’s important that the procedures and measures put in place for the initial audit are appropriate for your organization. Procedures that are too long or too complex for your training or workforce will not be sustainable in the long term, and will pose a problem for subsequent audits.
With the right measures, on the other hand, it will be easier to stay up to standard. The idea is not to have to prepare for the surveillance or renewal audit in the same way as you prepared for the initial audit, but to prove that you have continued to implement the new measures in a spirit of continuous improvement.
All you have to do is make these processes part of your routine, systematize them and improve them. Don’t forget to systematize your monitoring too.
Finally, the key element of Qualiopi lies in the principle of continuous improvement: if you are constantly seeking to improve the quality of your training offer, by gathering and analyzing feedback from the various parties involved, and by analyzing your socio-economic environment, you shouldn’t have too much work to do in preparing your audits.
As you are no doubt aware, the auditor can find non-conformities if you don’t fully comply with the quality reference indicators.
There is a gradation of non-conformities, i.e. minor and major. It should be noted that the fourth minor non-conformity becomes a major non-conformity. Certification is not possible if only one major non-conformity is notified. This non-conformity can, however, be lifted, thanks to an action plan and the transmission of proof of implementation of your corrective actions. Please note that you have a maximum of three months in which to implement your corrective actions.
If these are validated by the auditor and the certification body, the major non-conformity can be lifted. Otherwise, you will have to wait a further three months before you can request a new audit (i.e. six months after your initial audit!). You can also apply for assistance in resolving non-conformities.
With the January1, 2022 deadline approaching, it’s essential to be well prepared for your audit to avoid this scenario, which would make it very difficult to obtain Qualiopi on time.
If, unfortunately, you have not obtained certification by January1, 2022, there will be several impacts:
You can ask for a new audit, but you will lose access to public and mutualized funds as long as your structure is not certified. Others may decide to concentrate on other markets (excluding public/mutualized funds), or to be supported by another structure.
