Introduction
I. Rule for Initial IFA and GRASP cycles
II. Create a new cycle by shortening the valid to
III. Create a new cycle via extension
Please note that creating a new cycle for the Add-On should not be done on a regular basis (GRI 6.7.1 f) (ii)) but is exceptionally used and only allowed to be able to align the Add-On cycle to the respective Leading Cycle.
CBs shall keep record with a justification when changing cycles.
Please note that in this article we refer to the regular Rules which would be 4 months extension or 4 months assessed + 12months assessed cycle with the same CL.
The following rule applies for GRASP: If the Add-on cycle was/is no longer than 4 months, the CB may do a re-certification (upcoming cycle) using the previous Checklist (a new inspection is not required) -- > e.g. 4 months CL1 + 12months CL1
This rule is applicable if you start a new cycle in the database for the leading cycle (e.g. IFA) and the GRASP. It can be either an initial certification (very first acceptance and certification/assessment of a producer) or the case of a CB change (as it is also considered as a first acceptance/certification by the system).
Scenario: If the leading cycle expires (IFA) after the Add-on cycle, the Add-on cycle will be extended up to the valid to date of the leading cycle.
Example 0: A CB took over a new client. The IFA product and the GRASP will be accepted (meaning it would be an initial acceptance in the system). The Audit Date for IFA and GRASP is 5.06.2023, DoCD for IFA is the 25.7.2023 and for the Add-on 5.06.2023
The Cycle will be as follows
IFA cycle: 25.7.2023 – 24.7.2024
GRASP cycle: 5.6.2020 – 4.6.2024
Please contact Customer Support Team (customer_support@globalgap.org) in such cases with the information: GGN + to extend the valid to of GRASP. We will then extend the GRASP valid to date to the valid to date of the main certification (e.g.IFA). Please contact us before you proceed with accepting the "next" cycle.
Again, please note: Only if both cycles, main certification (e.g. IFA) and GRASP are new cycles (in the database system), the GRASP cycle is allowed to be extended to the valid to date of the leading (IFA) certification cycle.
When the cycle should be changed in such a way to start/end earlier, it will be necessary to shorten the validity of the cycle. The validity of the cycle may be amended by the CB by shortening the “Valid to” date (under Certification Modification) to the date when the leading cycle certificate (e.g. IFA) expires. Once the GRASP cycle was shortened you can proceed with re-accepting the next cycle. The new cycle will receive the same ‘valid to’, to which the current/previous certificate has been shortened.
Example 1: creating a new cycle by shorting the ‘valid to’ and where a new CL is required for the upcoming cycle
Leading cycle current: 2.3.2020 – 1.3.2021, next: 2.3.2021 – 1.3.2022;
GRASP cycle current: 2.6.2020 – 1.6.2021
Example above: Current GRASP cycle runs from 2.06.2020 – 1.06.2021. However, the new cycle should run from March to March.
1. CB shortens GRASP’s ‘valid to’ under Certification Modification to the ‘valid to’ of the leading cycle e.g. in this case to 1.3.2021
2.Once the ‘valid to’ was shortened the new GRASP cycle can be re-accept with a date prior to 1.3.2021.
3. If the GRASP audit was already done or will be done prior the current GRASP cycle ends (together with the IFA inspection) then the GRASP CL can be uploaded for the upcoming GRASP cycle 02.6.2021-01.6.2022.
If the GRASP audit was not done yet and scheduled for after the next cycle begins (02.03.2021) you can enter an extension.
Note: The new cycle will not start from the Assessment date but immediately after the ‘valid to’, meaning on the 02.03.2021 until 01.3.2022.
Example 2: creating a new cycle by shorting the valid to and where no new CL is compulsory for the upcoming cycle
Leading current cycle: 2.03.2020 – 1.03.2021, next cycle: 2.03.2021 – 1.03.2022
GRASP current cycle: 2.11.2020 – 1.11.2021 (Audit 30.10.2020)
Current GRASP cycle runs from 2.11.2020 – 1.11.2021. However, the new cycle should run from March to March. The ‘valid to’ would have to be amended to a date in March e.g. 01.03.2021. Once amended a new cycle will be generated once the next cycle is re-accepted.
1.CB shortens the ‘valid to’ of GRASP to the ‘valid to’ of the leading cycle. In this case to the 1.03.2021
2.When the Add-On cycle was not older than 4 months as in this case, no new audit is required-meaning the same Checklist may be used for the upcoming cycle which is 2.03.2021 - 1.03.2022). As in this case the cycle was shortened to 1.03.2021 meaning the GRASP cycle is four months long, that is why the same CL may be upload for the next cycle.
Important: the acceptance and assessment date cannot skip a previous cycle, meaning the latest date that can be chosen in the past is the ‘valid from’ of the previous cycle.
GRASP Cycle 1: 02.11.2019 – 01.11.2020 (expired)
GRASP Cycle 2: 02.11.2020 – 01.03.2021 (current)
GRASP Cycle 3: 02.03.2021 – 01.03.2022 (next)
Steps:
a) reaccepting the next Add-On cycle - the acceptance date cannot skip the previous cycle therefore the latest date that can be chosen in the past is the ‘valid from’ of the previous cycle in this case 2.11.2020 and
b) re-certifying next cycle by uploading the GRASP Checklist with the Assessment Date that was used in the previous cycle is not possible: the earliest assessment date is the ‘valid from’ date of the previous cycle that can be used - in this case 2.11.2020.
In such cases mentioned under b) the CB shall keep record and document this to have evidence why a different assessment date was selected!
Add-on cycle current: 2.11.2020 – 1.03.2021 (original Audit 30.10.2020)
Add-on cycle next: 2.03.2021 – 1.03.2022 ( same CL from previous cycle but the following data needs to be selected : Acceptance and Assessment date 2.11.2020)
Please note that Cert fees (25€) will be automatically invoiced for each assessed cycle.
Where the add-on cycle is older than 4 months a new inspection/assessment for the add-on shall be done as explained in Example 1.
If the current GRASP cycle is close to expire and the audit has not been done yet for the upcoming cycle, entering an extension of up to 4 months for the Add-on would be possible.
Example 3.1: creating a new cycle by entering an extension
Leading current cycle: 2.04.2020 – 1.04.2021
GRASP current cycle: 2.01.2020 – 1.01.2021
Current GRASP cycle runs from 2.01.2020 – 1.01.2021. However, the new cycle should run from April to April. The upcoming cycle needs to be reaccepted and if not ready to be certified as usual enter an extension under Certification>Certification Extension. Otherwise please proceed as explained under Example 3.2.
1.In order to be able to enter an extension GRASP needs to be re-accepted.
2. Extend the certificate under Certification>Certification Extension, for example until 30.04.2020.
3. Once you have done the assessment contact us with the request to de-accept GRASP.
4. Customer Support will de-accept GRASP enabling you to create a new cycle
5. Once we confirm the de-acceptance you can proceed with accepting the upcoming cycle.
6. Uploading the GRASP CL: Please note the Cycle will run from the day of DOCD 12months minus 1 day.
Therefore,
Please note that with step 2) and 6) Cert fees (25€) will be automatically be invoiced.
Example 3.2: Amended example where no extension needed because Assessment was done
Similar procedure as mentioned under Example 2
a) reaccepting the Add-On cycle (the acceptance date cannot skip the previous cycle therefore the latest date that can be chosen in the past is the ‘valid from’ of the previous cycle in this case 2.4.2020) and
b) re-certifying by uploading the GRASP Checklist with the Assessment Date that was used in the previous cycle is not possible: the ‘valid from’ date of the previous cycle can be used (in this case 2.04.2020) (Do not forget to keep record and document this to have evidence why a different assessment date was selected)
