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Do you know what to do once you’ve studied the standards and prepared your evidence? How does the initial audit work, how long does it take to obtain certification, how much does it cost your organization, and what can cause you to miss out on certification?
Article summary:
Certification is obtained via an initial audit. So you need to be prepared. Depending on their structure, some organizations choose to appoint one person to be in charge of preparing for certification, while others ask everyone to take part, rather like a group project. A small project group seems to be the wisest solution for meeting deadlines. Ideally, and depending on the size of your organization, this team would be made up of a member of the administrative team, a member of the teaching team and a person in charge of HR.
Whatever your choice, all your teams will need to be made aware of the new measures and objectives of Qualiopi, such as continuous improvement and welcoming people with disabilities. Before requesting an audit date, you need to have fully read and understood the standards, and above all have adapted them to your organization in order to put in place sustainable strategies and measures. These measures should be formalized before the audit.
At the end of this audit, you are certified for three years. However, there will be a surveillance audit between the 14th and 22nd month, and a renewal audit at the end of the three-year period. So you’re in for the long haul. We strongly recommend that you build your own quality system in line with your means, resources and DNA.
At the audit, you’ll need to present your evidence to the auditor. The auditor will take a sample of your training records, and will ask you to provide evidence of these. This is why it’s so important to prepare for certification, and to ensure compliance in advance.
Failure to provide proof on the day of the audit will result in non-compliance.
The guide defines the audit procedures to be implemented by certifiers.
The certification procedure includes :
Depending on the certification body and the application period, you may obtain an audit date within 15 days / one month. Most of these organizations communicate their deadlines.
The duration of the initial audit is at least one day, but depends on several criteria (see decree).
An organization with a certification or quality label registered on the ex-Cnefop list (and still valid at the time it applies for Qualiopi certification) can request a shorter duration for the initial audit, which then concerns only certain indicators.
To access public and mutualized funds, you must be certified before January 1, 2022. However, we advise you to get certified as soon as possible: as of December 31, 2020, only 10,000 organizations had been certified, out of a total of 40,000 organizations wishing to undergo certification.
This means that we can expect a bottleneck from summer 2021 onwards, with longer delays before we can pass the audit, and therefore a risk of not being certified on time. It is therefore imperative to prepare as much as possible now, in order to pass the audit as quickly as possible.
The exact price varies according to the certification body you choose and the services offered. On average, however, certification costs €1400 excluding VAT.
Some certification bodies also charge application, travel or renewal fees. So it’s a good idea to find out about the different organizations beforehand, and see which one is best suited to your needs.
You can ask for information and quotes from different certification bodies to compare them. But be careful not to waste too much time, to avoid the bottleneck in the last half of 2021.
You have a non-conformity when an indicator is not fully respected. Non-compliance can be either minor or major. A minor non-conformity (partial compliance with an indicator) does not call into question the quality of the service delivered, unlike a major non-conformity.
The existence of at least 5 minor non-conformities that have not been resolved by the time the certifier takes a decision constitutes a major non-conformity.
Certification cannot be issued until a major non-conformity has been resolved.
If you receive a refusal of certification, you will not be able to submit a new application for 3 months. Once this period has elapsed, you must inform the certifier of any non-conformities that have been reported to you, and demonstrate that they have been resolved.
