Compliance Monitoring Procedure

Transcription

1 Cmpliance Mnitring Prcedure fr Rules f Participatin 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Versin: Nvember 2014 Index 1. Intrductin Type f requirements, Mnitring and Sanctins Annex1 - Annual Update Cmpliance Survey (example) , 4C Assciatin. All rights reserved. N part f this wrk cvered by the cpyright may be reprduced r cpied in any frm r by any means (graphic, electrnic r mechanical, including phtcpying, recrding, recrding taping, r infrmatin retrieval systems) withut the written permissin f the cpyright wner. The dcument is subject t regular evaluatin and revisin accrding t needs. Only the latest versin can be cnsidered as the valid dcument. Legally valid dcuments are available thrugh the Secretariat f the 4C Assciatin. The 4C Assciatin accepts n respnsibility r liability whatsever withut prir cnsent. The 4C Assciatin reserves the right t undertake relevant steps t prtect its cpyright in case f breach, misuse, inapprpriate use r infringement f this cpyright. Fr dcuments translated int languages ther than English, the English language versin remains the definitive versin and 4C Assciatin accepts n respnsibility fr any discrepancies between translated versins. 4C Secretariat Adenauerallee Bnn Germany PHONE FAX inf@4c-cffeeassciatin.rg WEB The 4C Assciatin is registered with the Register f Cmmerce in Geneva, CH , Case pstale 1270 Rute des Jeunes Genève 11 Switzerland

2 1. Intrductin The Rules f Participatin are the Business Cde f the 4C Assciatin and apply t all aspects f membership, cntributing t the credibility f the 4C Assciatin and its members that are nt subject t verificatin against the 4C Cde f Cnduct. Hence, while 4C Units prducing 4C Cmpliant Cffee in cffee rigins are subject t regular verificatin visits, the Rules f Participatin are a set f bth critical and nn-critical rules applicable t the fllwing actrs f the 4C Supply Chain: Intermediary Buyers (exprters, agents) in cffee rigins that are nt part f an existing 4C Unit; Final Buyers (rasters, manufacturers and retailers) in cffee rigins that are nt part f an existing 4C Unit; Intermediary Buyers (imprters, traders) in cffee imprting cuntries; Final Buyers (rasters, manufacturers and retailers) in cffee imprting cuntries. While there are strict mnitring and sanctin mechanisms established fr critical requirements, nn-critical requirements are assessed by an annual cmpliance update submitted and signed by the target grup f the Rules f Participatin. The fllwing prcedure utlines bth the mnitring f the Rules f Participatin and applicable sanctin mechanisms. Sanctins and mediatin prcesses are addressed by the Bylaws f the Mediatin Bard and their Annex 2 (see 4CDc_010_Bylaws_Mediatin Bard_v4.2_en). 4C ASSOCIATION 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Nvember / 8

3 2. Type f requirements Requirements Cmpliance and Capacity Building - Exclusin f Unacceptable Practices - Adherence t natinal law and relevant internatinal cnventins and guidelines, antitrust legislatin - Capacity Building activities Type f requirements & applicability Nn-critical requirements applicable t ALL members f the 4C Assciatin Purchasing 4C Cmpliant Cffee and Cmmercial Reprting - Purchasing f increasing amunts f verified and/r certified cffees Critical requirement applicable t ALL final buyer members - Cmmercial Reprting f purchases f 4C Cmpliant Cffee Cmmunicatin - Cmmunicatin abut 4C Membership in line with the Cmmunicatin Guidelines - Cmmunicatin abut purchases f 4C Cmpliant Cffee / n-pack cmmunicatin in line with the Cmmunicatin Guidelines. Critical requirement applicable t ALL final buyers using the 4C Cde f Cnduct Critical requirement applicable t ALL members f the 4C Assciatin Critical requirement applicable t final buyers using the 4C Cde f Cnduct 3. Mnitring prcedure The 4C Secretariat n behalf f the 4C Assciatin annually mnitrs cmpliance with the requirements defined in the Rules f Participatin: - Cmmercial reprting: By the annual cmmercial reprting t be cmpleted n later than end f January: Secretariat t send ut reminders within a timeframe f 60 calendar days (last reminder n March 30 th ). After that exclusin frm membership and cancellatin f license in case f nn-cmpliance (see Cmmercial Guidelines, chapter 3.3). - All ther critical requirements: will be mnitred via the annual cmpliance update (survey, see annex 1): The designated cntact persns f all members f the respective target grup will receive the survey fr the annual cmpliance update beginning f Q2 f each year. They will be requested t send the cmpleted survey back t the Secretariat within 4 weeks and prvide relevant infrmatin related t activities in previus calendar year. Nn-cmpletin will be sanctined, ultimately with exclusin frm membership (fllwing the prcedures laid dwn in the by-laws f the Mediatin Bard). Aggregated results frm all reprting members will be published in the Annual Reprt f the 4C Assciatin. 4C ASSOCIATION 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Nvember / 8

4 4. Sanctins As described in Annex 2 f the By-laws f the Mediatin Bard (particularly chapter 6.3) and n a case-by-case basis between the member and the Executive Directr f the 4C Assciatin. Antitrust-Cmpliance Prgram t be signed by all members participating in meetings. On a case-by-case basis as described in the By-Laws f the Mediatin Bard. Crrective measures within a given timeframe. Ultimate sanctin is exclusin frm 4C Assciatin. 5. Prcedures, Respnsibilities and Timelines - Sustainability activities and cmpliance: Reprted r evident nn-cmpliance: Executive Directr t decide if nn-cmpliance falls within the ambit f the 4C Assciatin. ED t discuss with member: if it results in a Dispute f Principle, that will be referred t the Chairman f the Mediatin Bard - Cmmercial Reprting f purchases f 4C Cmpliant Cffee: Cases t be judged n their wn merits. ED t discuss with member: if it results in a Dispute f Principle, that will be referred t the Chairman f the Mediatin Bard; CR t be cmpleted by Jan 31st; after that, the KAM sends varius reminders; last reminder t be sent by ED; if member des nt react and/r indicate reasns fr nn-cmpletin by March 30th, Cuncil decides abut exclusin frm 4C Assciatin (see 10.2 Annex By-Laws MB) - Cmmunicatin abut 4C Membership: Reprted and/r evident nn-cmpliance. Cmmunicatins Manager cntact member and recmmends crrective actins t be implemented within 30 calendar days; last reminder t be sent by ED; if member des nt implement crrective actins within 10 additinal calendar days, Cuncil decides abut exclusin frm 4C Assciatin (see 10.2 Annex By-Laws MB). 4C ASSOCIATION 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Nvember / 8

5 Annex1 - Annual Update Cmpliance Survey (example) Annual Cmpliance Update Survey (distributin and evaluatin via use f tls like survey mnkey) Intrductin Dear 4C Member, This survey is based n the Rules f Participatin (incl. link) and mandatry fr Trade & Industry Members f the 4C Assciatin. The Rules f Participatin are the Business Cde f the 4C Assciatin and apply t all aspects f yur membership and yur sustainability cmmitment cntributing t the credibility f the 4C Assciatin. While 4CMembers using the 4C Cde f Cnduct reprt abut their cmmitment t purchase increasing amunts f 4C Cmpliant Cffee thrugh the annual Cmmercial Reprting, all ther requirements related t capacity building, cmmunicatin and purchasing cmmitments are addressed by this survey. The bjective f this survey is t mnitr these requirements annually and t get an verview f sustainability effrts f yur cmpany cntributing t achieving the visin f the 4C Assciatin. Questins apply t the cffee peratins f yur cmpany nly. Aggregated results f the survey will be reflected in an Annual Reprt with the intentin t measure the prgress f the 4C Assciatin and t prmte the sustainability activities f the membership f the 4C Assciatin. In this reprt, n individual cmpany infrmatin will be disclsed as the 4C Secretariat cmmits t treat all infrmatin prvided in strict cnfidentiality. Please cmplete this nline survey n later than May 31 st, any clarificatins please cntact: (add cntact details) Thank yu very much! Melanie Rutten-Sülz Executive Directr 4C Assciatin Member data 1. Name f yur cmpany: 2. Cuntry / headquarters: 3. Membership type: Please tick: My cmpany is an Intermediary Buyer member f the 4C Assciatin. My cmpany is a Final Buyer member f the 4C Assciatin. My cmpany is a Final Buyer member f the 4C Assciatin and uses the 4C Cde f Cnduct. 4. Yur name and functin: 4C ASSOCIATION 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Nvember / 8

6 Sustainability activities (RP, 5.1, 5.2) 1. In what kind f sustainability activity did yur cmpany engage and invest during the last year? Prjects at farm level; add prject descriptin / link: Wrking grups / rund tables; describe briefly: Public / cnsumer-facing campaigns and activities; add descriptin / link Other; describe briefly Nne 2. Did yur cmpany actively cntribute t capacity building activities (trainings and tl develpment) at farm level in the last year? N. Yes. 3. If yes, hw did yur cmpany cntribute t farmer training and/r tl develpment during the last year: Directly, with wn cmpany staff Indirectly, thrugh financial cntributin. Bth, directly and indirectly. Please add any public infrmatin / link related t yur capacity building activities: 4. If yes, please name the cuntries where farmer trainings were rlled-ut: 5. If yes, please specify the amunt f investment int sustainability activities and capacity building prgrammes fr farmer training r tl develpment (in Eur) during the last year: Cmpliance (RP, 2.3) 1. In., did yur cmpany exclude all the Unacceptable Practices as defined by the 4C Cde f Cnduct (include link t UAPs): Yes. N; please name the UAP(s): (drp-dwn) 2. In (year), did yur cmpany infringe any f the fllwing: natinal law; please describe: Relevant ILO Cnventins; please describe 4C ASSOCIATION 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Nvember / 8

7 OECD Guidelines fr Multinatinal Cmpanies; please describe Antitrust Legislatin; please describe NO, nne f the abve. Purchasing cmmitments (final buyers nly) (RP, 3.1) 1. Please state the amunt f verified and/r certified cffee purchased by yur cmpany ver the last calendar year: (min. 1) ; please chse MT r 60kg 4C Cmpliant; ttal vlume MT / 60kg Certifica Minas; ttal vlume Fairtrade; ttal vlume Rainfrest Alliance; ttal vlume UTZ Certified; ttal vlume 2. Des yur cmpany have any purchasing cmmitments and/r target vlumes related t verified and/r certified cffees? Yes; please describe N N/A Cmmunicatin n 4C Membership (RP, 4.1, 4.2, 4.3, 4.4, 4.5) 1. In (year), Hw did yur cmpany cmmunicate abut its 4C Membership (using the 4C Lg, membership statement and/r text): Website / Online; incl. references: Print (e.g sustainability/csr/annual reprt, brchures etc.). incl. references: On-pack cmmunicatin / membership statement; incl. references: Public presentatins and/r events; incl. references: Other; incl. references: We did nt cmmunicate abut ur 4C Membership. Optinal 1. Please name any successful cmpliance audit n cmpany level related t the UAPs and Internatinal Cnventins, Guidelines and Legislatin: 4C ASSOCIATION 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Nvember / 8

8 2. Please attach yur latest CSR and/r sustainability reprt: 3. Cmments: Signature I hereby declare that the infrmatin made is crrect and I agree that this data can be used fr an aggregated annual 4C Cmpliance Reprt, withut disclsing any individual cmpany infrmatin Name, psitin, Signature, Date, City/ Cuntry 4C ASSOCIATION 4CDc_002a_Cmpliance Mnitring Prcedure_v1.0_en Nvember / 8