GENERAL FORESTFIT CERTIFICATION QUESTIONS
ForestFit Certification was developed by merging and building on existing industry initiatives, standards, regulations and codes of practice. It was jointly developed by the forest industry and the NSW Government, in partnership with Australian Forest Contractors Association (AFCA).
The many benefits of ForestFit certification for your business include: The benefits of ForestFit certification for forest contracting businesses may include: - Streamlines auditing and reduces auditing burden. - Designation of a ‘preferred contractor status’, in recognition of your skills and performance. - Promotion of continuous improvement across business, work health and safety and environmental performance. - Streamlined compliance and auditing processes. - Reduction in costs and staff turnover.
ForestFit aligns with the requirements of other forest industry certification schemes and audit programs. This is to create consistency across the industry and streamline auditing and compliance activities. These include Responsible Wood, Forest Stewardship Council and the Green Triangle WHS Audit program.
ForestFit is working to establish a formal ‘deemed to comply’ relationship with Responsible Wood Sustainable Forest Management certification. Deemed to comply is where a ForestFit certified contractor may not need to be audited for Responsible Wood certification as you are deemed to comply with the Responsible Wood standard.
All ForestFit certified businesses are listed on the searchable ForestFit Certified Business Register.
Certified The forest contractring business is certified, and their certification is in good standing. Suspended The forest contracting business’ certification is temporarily suspended. This may be due to a variety of reasons including non-payment of fees or temporary suspension to investigate complaints. Terminated The forest contracting business has been removed from ForestFit Certification. This may be due to a variety of reasons including consistent non-payment of fees or failure to comply with ForestFit certification requirements. Terminated forest contracting businesses will be listed on the register till their certification renewal date. Withdrawn Certified forest contracting business have voluntarily removed themselves from ForestFit Certification..
If a forestry business is not listed on the register, it is likely that they have not been certified in the last five years or have never been certified under ForestFit Certification.
The certification standards and criteria will be reviewed by ForestFit two years after initial scheme roll out and then every five years.
The review of the certification standards and criteria will be completed by the ForestFit Technical advisory panel that is comprised of subject matter experts in forest industry and certification schemes.
Certified businesses as well as the broader industry will have the opportunity to provide comments and feedback on any proposed changes to the standards and criteria. Once the standards and criteria have been finalised, all scheme participants will be formally informed of the changes and provided an adequate transition period to ensure their systems, processes and practices align to the updated standards and criteria. ForestFit will provide support and coaching during the transition period.
CERTIFICATION PROCESS AND COSTS
Any forest contracting business in Australia that undertakes one or more of the following operations can get certified to ForestFit: • Harvest operations. • Haulage operations. • Civil operations. • Silviculture operations. • Minor forest products (e.g. firewood).
ForestFit certification involves a three-stage process: 1. Readiness Assessment and application 2. Certification assessment. 3. Maintain certification. The Participant Guide provides more detail for each stage of the process. You will need to sign in to the ForestFit portal to access the Participant Guide.
1. General requirements (mandatory) 2. Business sustainability 3. Work health and safety 4. Environmental practices. Each standard has specific requirements that must be met to be certified to that standard.
Certification assessments are performed by qualified and experienced, independent third party assessors to maintain the robustness of the process.
Yes, you can choose your own assessor from the approved list of assessors on the ForestFit portal.
There is no set timeframe for the certification process as all businesses are different. As an estimate, certification may take up to 90 days from your initial application.
Certification costs vary as each business is unique. The certification costs are comprised: 1. The ForestFit administration fee based on the number of full-time equivalent workers in your business. 2. The certification assessment fees based on the standards selected for certification and the type of assessment (i.e. initial, surveillance or renewal assessment). 3. The travel time and costs for undertaking the certification assessment. You can estimate your fees using the ForestFit Certification - Schedule of Fees.
The ongoing costs for certification are calculated in the same manner as the initial certification costs. However, the annual surveillance and five yearly renewal assessments are shorter therefore have a lower cost than the initial certification assessment. You can estimate your on-going cost using the ForestFit Certification - Schedule of Fees.
PREPARE AND APPLY
To prepare for the certification assessments: 1. Read the Participant Guide. 2. Complete the Readiness Assessment to help the business understand its readiness for certification. 3. Check out the Resource Centre for support, if required. 4. Contact us via forestfit@afca.asn.au for additional support, if required.
The Participant Guide provides a detailed step by step guide regarding how to get certified to ForestFit, including: 1. What is ForestFit Certification? 2. Readiness Assessment - getting prepared 3. Resource Centre - accessing support 4. Certification Application 5. Desktop Assessment - outlines process 6. Site Assessment - outlines process 7. Maintaining Certification 8. Communication - feedback, appeals and complaints 9. Contact us - ForestFit team details.
The Readiness Assessment is a self-guided online questionnaire that will: - Help you understand your readiness to be certified. - Help you identify gaps within your systems and processes against the certification standards and criteria. - Provide you examples of documents or evidence that may be required as part of the certification process.
Yes, it is mandatory for all new applicants to complete the Readiness Assessment. This is to help the business understand how prepared it is for the certification assessments. The Readiness Assessment must be completed within 90 days prior to submitting an application. It is also mandatory to complete the Readiness Assessment if undertaking the five yearly Renewal Assessment.
Identify what best aligns to your business operations currently, or plan to undertake in the future: • Harvest operations. • Haulage operations. • Civil operations. • Silviculture operations. • Minor forest products (eg firewood).
NOTE: Participants in the ForestFit Certification pilot will be assessed for certification against all four certification standards. Business needs or the requirements of the businesses in which your business provides services may influence the standards selected by the business to be certified against. Businesses can be certified to all or a selected group of ForestFit Standards. Standard 1 General Requirements is mandatory for all businesses undertaking ForestFit Certification.
Once the business has completed the Readiness Assessment it is able to take as much time as it needs to prepare for certification. Support materials are available in the Resource Centre.
The Readiness Assessment may be completed as many times as the business thinks is necessary.
On the "My Certification' page you will find the 'Certification Application' to complete to begin the certification process.
It will take up to 5 business days to process the application form.
PAYMENT OF FEES
Certification costs vary as each business is unique. The certification costs are comprised: 1. The ForestFit administration fee based on the number of full-time equivalent workers in your business. 2. The certification assessment fees based on the standards selected for certification and the type of assessment (i.e. initial, surveillance or renewal assessment). 3. The travel time and costs for undertaking the certification assessment. You can estimate your fees using the ForestFit Certification - Schedule of Fees.
Certification fees can be paid using a debit/credit card (surcharges apply) or electronic funds transfer. Payment must be completed through the ForestFit portal. Note: Certification fees paid by electronic funds transfer may take longer to process than credit / debit card and may delay the certification process.
The certification fee can be paid in full or split into two payment stages during the process: 1. Application fee - to be paid within 30 days and includes administration fees and Desktop Assessment. 2. Site Assessment fee - to be paid prior to Site Assessment.
CERTIFICATION ASSESSMENT
The Stage 1 assessment is a preliminary assessment that is used to understand the applicant’s business context and to determine whether the applicant is appropriately prepared for certification.
There is no pass or fail for the Stage 1 assessment, but the assessor may identify potential non-conformances against the ForestFit Standard (e.g. management system deficiencies or a lack of particular records) that the business will be required to rectify prior to the Stage 2 Assessment.
There is no specific timeframe for the business to rectify potential non-conformances. Stage 1 provides an opportunity for the business to take as much time as necessary to prepare for Stage 2 Assessment.
The Stage 2 Assessment is a detailed assessment of the applicant/certificate holder’s management systems and processes against the requirements of the ForestFit Standard.
To pass the Stage 2 Assessment, the business must address all major non-conformances.
If the business does not pass the Stage 2 Assessment, you will not be granted certification / renewal. Failure to complete the actions arising from major non-conformances may result in your application / certification being suspended or terminated. Fees will not be refunded if the business does not proceed pass the Stage 2 Assessment.
After you have passed the Stage 2 Assessment you will be granted ForestFit certification / renewal.
You can choose your own assessor from the approved list of assessors on the ForestFit portal.
If the business does not have the requested documents, inform the assessor via telephone and email. The assessor will work with the business to see if it has other documents, or evidence, that may meet the relevant criterion. If this cannot be provided, the assessor may rate this criterion as a major or minor non-conformance. The ForestFit Resources Centre includes a number of templates and guidelines that may help the business develop required documents. Note: If the business creates a new document during the desktop assessment to address a gap identified by the assessor, the assessor is still required to capture the original gap as a minor or major non-conformance.
When the assessor reviews your evidence it will be rated as either: - Conformance - Major non-conformance - Minor non-conformance - Opportunity for improvement - Not applicable.
If the business does not agree with the assessor’s findings, it can: - Meet with the assessor to query and discuss any findings or provide feedback. - Complete the Appeals form on the ForestFit Portal if it is unable to resolve the disagreements directly with the assessor (or the assessment body).
CERTIFIED CONTRACTOR STATUS
You will receive your certification via email within 10 business days of receiving your final certification assessment report from the assessor.
Certification is valid for 5 years under the following conditions: • You must undergo and pass annual surveillance assessments. • Your certification must not be suspended or terminated during this time. • To continue your certification beyond 5 years, you must renew your certification.
You must self-report, within 15 business days, any matters arise that may impact your certification or the integrity of ForestFit, including: • Significant changes to your business ownership or governance structure. • Significant changes to the type or volume of work undertaken. • Major prosecution by a regulatory body. • Major non-compliance identified by a regulatory body. • Significant work, health and safety incident (ie fatality or permanent disabling injury). • Significant credible complaint made relating to behaviour or conduct in the forest industry that may bring ForestFit into disrepute. Note: These may also trigger an ad hoc surveillance assessment.
A ForestFit branding agreement must be signed to confirm that the business understands and will adhere to the ForestFit branding rules and guidelines.
The ForestFit logo can be used on your business’ marketing materials, websites, emails, business cards and other documents. ForestFit branding and logos must not be used on any business products as it is not product certification. Refer to the ForestFit branding rules and guidelines for further details.
Suspension is when your certification is put on hold, but you are not removed from ForestFit (ie terminated). The business will not be permitted to use ForestFit branding or seek any other benefit from ForestFit certification while suspended.
• Failure to fix major non-conformances from surveillance and renewal certification assessments in the provided timeframes. • Failure to pay certification fees in the provided timeframes. • Displaying conduct or behaviour that compromises the integrity of ForestFit. • Failure to comply with ForestFit Rules and lawful direction of ForestFit. • Substantiated serious compliant or allegation that requires ForestFit to investigate, including serious work, health and safety issues.
All relevant actions, as agreed to with ForestFit, that address the cause(s) of suspension must be completed. A certification renewal is not required.
Termination is where a business is removed from ForestFit. You will not be permitted to use ForestFit branding or seek any other benefit from ForestFit certification if you are terminated.
• Serious criminal convictions or prosecutions. • Bankruptcy or liquidation proceedings. • Failure to address issues that resulted in a suspension. • Conduct or behaviour that compromises the integrity of ForestFit. • Failure to comply with Scheme rules and lawful direction of ForestFit. • Substantiated serious proven complaint, including serious work health and safety issues.
To return to ForestFit certification after termination, a business must complete the the certification process again. You may also be required to complete certain actions to reapply for certification post-termination. These actions will be determined by ForestFit.
A business that has opted to voluntarily withdraw from the ForestFit Certification program and is no longer considered certified.
If a business voluntarily withdraws from ForestFit Certification they can apply to be certified again.
Yes, a suspension or termination decision can be appealed if the business disagrees with the ForestFit decision..
SURVEILLANCE AND RENEWAL
• Ensure that your business systems and processes continually meet the requirements of the standards you are certified to. • Self-report within 15 business days, if any matters arise that may impact your certification or the integrity of ForestFit. • Undergo annual surveillance assessments. • Undergo five-yearly renewal certification assessments.
Surveillance assessments are undertaken on an annual basis, ForestFit will send a reminder via email. The ForestFit Certified Contractor Register will also list the surveillance date.
Ad hoc surveillance assessments may be triggered by: - Significant changes to your business ownership or governance structure. - Significant changes to the type or volume of work undertaken. - Major prosecution by a regulatory body. - Major non-compliance identified by a regulatory body. - Significant work, health and safety incident (ie fatality or permanent disabling injury). - Significant credible complaint made relating to behaviour or conduct in the forest industry that may bring ForestFit into disrepute. - Changes to legislation, regulations or standard industry practice eg prohibition of certain forest operations.
Surveillance assessments costs are calculated in the same manner as the initial certification costs. However, due to the shorter nature of the surveillance assessments, these cost are lower. You can estimate your surveillance costs using the ForestFit Certification - Schedule of Fees.
Surveillance assessments costs are calculated in the same manner as the initial certification costs. However, due to the shorter nature of the surveillance assessments, these cost are lower. You can estimate your surveillance costs using the ForestFit Certification - Schedule of Fees.
If the business does not pass the surveillance assessment, the certification may be suspended or terminated. To pass the surveillance assessment, you must fix all major non conformances received and within the provided timeframes.
You must renew your certification every 5 years. Renewal assessments must be completed prior to the fifth anniversary of your initial certification assessment. You will receive a reminder of upcoming renewal at least 12 weeks prior to the date to ensure renewal assessments are completed on time.
The Renewal Assessment process mirrors the Stage 2 Assessment process under the initial certification assessment. Certificate holders are also required to undertake a new Readiness Assessment as part of the renewal process.
Renewal assessments costs are calculated in the same manner as the initial certification costs. However, due to the shorter nature of the renewal assessments, these cost are lower than the initial certification assessment. You can estimate your renewal assessment costs using the ForestFit Certification - Schedule of Fees.
If you do not pass the renewal assessment, your certification may be suspended or terminated. To pass the renewal assessment, you must all major non-conformances, received from the desktop and site assessments, within the provided timeframes.
FEEDBACK, APPEALS AND COMPLAINTS
Please go the the 'My Certification' page and click on 'Communication' to provide feedback to the ForestFit team.
Appeals must be made via the ForestFit Portal ('Communication' page under 'My Certification') within 10 business days of receiving a decision via the complaints and appeals process. The final outcome of your appeal will be provided to you via email and the decision of the appeal body is final. Note: Appeals may only be made once, and you must provide relevant evidence when submitting your appeal.
You can file a complaint using the ForestFit Portal ('Communication' page under 'My Certification'). You must identify yourself and provide sufficient details and evidence related to your complaint. You will be informed of the outcome of your complaint via email.