Database Update: Certification, Extension, Recertification and Trustee Change

The purpose of this article is to clarify any doubts that users of the database may have as a result of the various communications that the GLOBALG.A.P. Secretariat has published in recent weeks regarding the current functioning of the database for acceptance, certificate extension and recertification activities.

• It is important to note that all these activities can be carried out in the database.
• What has changed is the time at which data can be entered into the system.

General Rule:

• As a general rule, the ability to re-accept products prior to the expiration of the cycle has been disabled, but this does not interfere with certification or extension of certificates.
• It is simply necessary to wait and carry out these activities only when the cycle expires, at which point you can proceed to accept the cycle for re-certification or extension.

This may cause a slight delay in the issuing of certificates or certificate extension. However, once the cycle is over, the GGNs can easily be re-accepted and certified or extended.

This will allow customers to receive certificates and extensions on time and doesn't affect the CB's KPI score as the late data entry was caused by the system itself.

Important:

For this activity, it is very important to ensure that:

• The acceptance date recorded is before the expiry date of the certificate
• The acceptance date is also before the audit date
• Try to register a date about a week before the 'valid to date' of the certificate, if the client has a valid contract with the certification body at that time.

Specific cases:

In specific cases where the certification body has carried out the registration and re-registration process in the database before 25/02/2025 and the cycle of the GGN has expired or the certificate renewal has expired, in order to certify these GGNs it is necessary to carry out a short extension of approximately one week so that the database recognises that there is a current cycle and allows the certification of this GGN.

In specific cases where the certification body has carried out the registration and re-registration process in the database before 25/02/2025, we must follow this process.

This is independent of the general process described above and is only a way to facilitate certification when the database doesn't allow it for a technical limitation.

In cases where the cycle of the GGN or the certificate extension has expired but the cycle has been re-accepted before 25/02/2025, in order to certify these GGNs it is necessary to carry out a new extension (short extension just to solve the database problem) so that the database recognises that there is a current cycle and allows the certification of this GGN.

Warning on Cycle Shortening:

If you need to shorten a cycle, please do not use the tab Certification > Certification Modification. This will create a broken cycle which cannot be addressed by current workarounds. Manual correction will result in delays for your customers. If you need to shorten a cycle, please contact us on the day when the certificate shall be ended immediately.

Trustee change:

Please take into account that for trustee changes, we can de-accept as well, but as usual, only on request of the outgoing Certification Body.