The STOW Certification Process 

The Application Process

Companies can apply fo the STOW certification audit using our online system for STOW Certification.   The following steps guide you through the application process:
  1. Companies must apply to the STOW Project Office for the STOW certification assessment by completing the online application via the STOW database using their login credentials.  Companies applying for the first time must register for an account and create a Username and Password to access the STOW database.  Companies applying for a re-certification audit and are unable to access the STOW database can retrieve their login credentials by clicking on “Forgot Password” and entering the email address associated with the company.  You will receive an email with the company’s Username and a link to reset the company’s password.  If the email address associated with the company is no longer valid, kindly email Keina@energy.tt or Ayanna@energy.tt for further assistance. N.B The Energy Chamber of T&T reserves the right to reject an application if we receive credible evidene that the company is contravening the laws of Trinidad & Tobago. 
     
  2. The services offered by companies will be listed on the STOW certificate therefore, companies must include the list of services to be assessed for certification when submitting their application.  Companies will be required to select from a standardized list of services on the STOW database.  The STOW Project Office will use the list of services assessed in the audit report, therefore companies should be clear in defining the services offered by the company during the audit. 
     
  3. Upon submission of the online application form, The STOW Project Office will send contractors a quotation for the application and audit fees, together with a contract for the conduct of the audit, within three (3) working days.   The application fees are as follows:  
    Members Non-Members
    Low Risk 1,000.00 1,250.00 
    High Risk 3,000.00 3,750.00


  4. The average length of time for an audit is dependent on the number of services, employees and sites to be assessed and can range from a minimum of four (4) days to a maximum of eight (8) days. Click here for guidance on determining the number of audit days.  If the actual number of  days taken to conduct the audit, inclusive of the completion of the audit report, is less than the number of days quoted, the contractor will be refunded the excess days quoted. The contractor must sign and return the contract to the ECTT and pay the application and audit fees befor an Assessor is assigned to the company.  ECTT members may pay in full or make a down payment equivalent to the application fee plus two audit days (VAT inclusive), payable in advance. The outstanding balance must be paid within 30 days of the date of ECTT's invoice. The audit report will not be sent to the STOW Implementation Board if the outstanding balance is not paid within the stipulated 30 days. Additionally, the company will not be included under the pending list of companies on the STOW website.  ECTT Non-Membes must pay all fees in full before commencement of services. Please note that companies must settle all outstanding debts to the ECTT in order to be issued with a quotation and contract for the STOW certification audit.
  5. The contract must be signed, scanned and submitted via email to Keina@energy.tt and Ayanna@energy.tt. Upon submisson of the signed contract and payment of the fees, the Energy Chamber will assign an Assessor to conduct the STOW audit. The Assessor will communicate with the company to arrange for the assessment. An Assessor will not be assigned to the company if the payment and or submission of the signed contract are not received.

  6. All STOW related payments can be done via wire transfer, bankdeposit or online credit card payment and proof of payment submitted to Keina@energy.tt and Ayanna@energy.tt. The STOW application is valid for two (2) months from the date of application. Upon expiration of the application, companies must re-apply and pay the application fee again. The Energy Chamber will not be held liable for applications that have expired as a result of the company's failure to communicate with the assigned Assessor or The Energy Chamber on the status of their certification audit.  Cancellation or postponement of a planned assessment will incur a standard day rate fee or $TT3,000 + VAT for high risk audis and $TT2,000 for low risk audits. 

  7. All companies seeking re-assessment, either for re-certification, or because the company did not achieve certification after their assessment, must apply again to the STOW Project Office via the STOW Database.  The application for the re-certification/re-assessment is also valid for two (2) months from the date of application.
     
  8. An Assessor who assisted or pre-assessed a company cannot conduct the assessment for STOW certification. If an Assessor was used to assist with the implementation of STOW or conduct a pre-assessment, the applicant must name the Assessor when completing the online application form. The STOW database will randomly assign an Assessor to conduct the assessment when the application/audit fees and the signed contract are received.
     
  9. The STOW Database will issue an email to the applicant advising of the assigned Assessor.  The Assessor will contact the company to make arrangements for the assessment.
     
  10. An applicant can only reject an Assessor if the company can prove that any of following conflict of interest exists: 
    1. The Assessor has worked with the company to implement the STOW HSE requirements
    2. The Assessor has worked with the company to implement HSE management systems
    3. The Assessor is closely related to the owner(s)/ member(s) of the management team of the company
    4. The applicant has a strong case which indicates that there may be partiality in the conduct of the assessment by the Assessor.  This will be evaluated on a case by case basis, with the final decision to be determined by the STOW Implementation Board 

The STOW Assessment Process

  1. The STOW assessment is a two part process involving documentation review & interviews and the physical conditions tour.  The documentation review as well as the opening & closing meetings will be conducted virtually. The Assessor will visit the company's site(s) to conduct interviews and the physical conditions tour. You will be required to upload your HSE manuals and records to the STOW database so contractors are advised to ensure electronic copies are available which will also ensure business continuity.  We have created a secure portal on the STOW database for you to upload your HSE manuals and documents. These documents will only be accessible to the assigned Assessor and personnel from the STOW Project Office for on screen viewing using their login credentials. 
  2. At the opening meeting, the Assessor will discuss the details of how the assessment will be conducted and will present a checklist and log of time to the company.   The company will sign off the checklist at the closing meeting.
  3. If the company’s HSE documentation is not meeting the STOW requirements, the Assessor will discontinue the assessment and write the assessment report indicating the findings.
    1. Once the company’s HSE documentation meets the STOW requirements, the Assessor will continue the assessment to determine if what is documented is in effect.  This will include interviews with employees and site visits to all locations to be listed on the STOW certification for the physical condition tour. 
    2. If at any point during the site visit the company is not demonstrating conformance to the STOW HSE requirements, the Assessor will immediately stop the audit and inform the client.  The client will have the option to continue the audit but the request must be made to the STOW Project Office in writing.   
  4. The Assessor will have and minute, a close out meeting with the company's representatives to discuss the audit findings and inform if the company is being recommended for certification.  If the findings are accepted, the company representative must sign the summary of non-conformances report as having agreed with the report. On the other hand, if any finding is being challenged, the company representative will sign as having seen the report but not being in agreement with the findings. Following the close out meeting, the company must formally object to the findings by fowarding written correspondence to the STOW Project Office, who will initiate the appeals process.  In either case, the company has to agree on a schedule to close out the non conformances identified as well as sign the STOW audit checklist verifying the Assessor's audit activities/ interaction with the company.  
  5. The Assessor will write and submit the audit report with recommendations to the STOW Implementation Board.  

Quality Control Review and Decision

  1. The Assessor will forward the signed assessment report and close out plan to the STOW Project Office for review.  The Assessor will not give the contractor a copy of the assessment report because the report may undergo changes during the review process.
  2. The STOW Technical Committee will review and finalize the report with the assigned Assessor and will forward the finalized report and recommendation to the STOW STOW Implementation Board. 
  3. The STOW Implementation Board will take a decision on the company based on the final report and recommendation.
  4. To be STOW certified companies must attain:
      Min. Compliance Level Validity of STOW Certificate
    75% in each element +
    70% in physical condition tour

    1   year
    85%  in each element +
    80% in physical condition tour +
    1 full cycle of audits on the company's entire HSE management system
    2   years
    N.B. for 2 year certification, the organisation must have evidence of completion of at least 1 complete cycle of internal audits of the HSE MS.  2 Year certification will not be granted only on the basis of documentation.
  5. The STOW Database will issue an email informing the company of the Board's decision.  A certification fee of $TT1,000 + VAT is payable to the Energy Chamber  before receipt of the STOW certificate.  Upon payment of the certificate fee and completion of the STOW online feedback form, the compny will be issued with a STOW certificate and can access the audit findings on the STOW database.
  6. Under normal conditions, it will take 2 1/2 months from close out meeting to a decision on certification.    


Audit Appeal Process 

When the STOW Project Office receives an appeal e.g. related to a complaint decision or a certification decision (including e.g. suspension / withdrawal), the following will apply:
  • The appeal is registered by the STOW Project Office.
  • Receipt of the appeal shall be acknowledged to the appellant.
  • The case and appeal will be handled by a sub-committee of the STOW Implementation Board who would not have been previously involved in the disputed        decision.
  • Appellant shall be informed in writing about the output / decision of the appeals-handling process.
  • Proper records from the appeals process shall be retained.
  • The Board’s decision at the end of the appeals process shall be considered final. 


Surveillance Audit Process

  1. Your surveillance audit must take place within 2 weeks of receipt of notification from the STOW Project Office.
  2. Refusal, delays or hinderance in having your surveillance audit conducted will result in the immediate suspension of your STOW Certification until the matter is resolved and the STOW Charter signatories will be informed accordingly.
  3. The STOW Project Office will send an agreement to be signed and returned to the STOW Project Office as well as a quotation for the audit.
  4. The STOW Project Office will advise on the duration of your surveillance audit. The cost of the surveillance audit is TT$3,000 + VAT (High risk) per audit day, plus an administrative fee of TT$1,000 + VAT (ECTT members) or TT$1,600 +VAT (ECTT non-members). However, the actual time taken will depend on:
    • Your readiness for the audit e.g. readily available documents and records, availability of employees for interview etc. on the scheduled date of the audit.
    • Closure of non-conformances from your last certification audit and no major non- conformances arising from the surveillance audit. If the Assessor has to re-visit the company or review additional documentation because of non-conformances, the company will be invoiced for the additional day(s).
    • Payment must be made within 7 days after receipt of your notification.
    • Payment can be done via wire transfer, bank deposit or online credit card payment.
    • If the Assessor has to re-visit the company or review additional documentation because of non-conformances, the company will be invoiced ($TT3,000 or $TT2,000) + VAT per additional day.
  5. In preparation for the surveillance audit, you are required to provide by email (Keina@energy.tt and Ayanna@energy.tt), the status of non-conformances from your last certification audit within 1 week of receipt of your notification email. The status will be verified during the surveillance audit.
  6. The surveillance audit will consist of a partial review of your STOW HSE management systems to confirm that it continues to be in conformance with the STOW requirements and that progress is being made in closing your non-conformances.
  7. The surveillance audit will commence with a formal opening meeting, conclude with a closing meeting and will focus on:
    • Management Reviews
    • The closure of non-conformances identified in the certification/re-certification audit
    • HSE Management Leadership & Accountability
    • Legal Requirements & Document Control
    • The Risk Assessment & Management Process
    • HSE Competence & Training
    • Systems for Reporting, Investigating & Managing Incidents and
    • Systems for the Identification of Emergency Situations & Consequences
    • Any other areas of concern identified by the Assessor during the surveillance audit
  8. Please ensure that documentation and records for your activities/ site(s) similar to that provided for the last certification audit (e.g. maps, project descriptions, policies, procedures and other relevant documents) are available to the Assessor for the audit.
  9. The Assessor may also require access to your site(s) to conduct a physical conditions tour as part of the surveillance audit.


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UPDATES:

Change in Audit Process from 3rd Oct. 2022
 

RAL Recommended Colour Codes for Portable Lifting Appliances and Accessories, Including Slings in the T&T Industry (Jul 1st 2023 - Dec 31st 2023)


STOW Surveillance Audits
(May 4th 2022)

ECTT Quality Policy Statement & Objectives

Send us your feedback (Dec 3rd 2021)

For more information: Contact the STOW Project Office 8am-4pm Monday to Friday.

Keina Calliste - Keina@energy.tt or 354-4189
Ayanna Bartholomew - Ayanna@energy.tt or 361-1299
Natalie Reece-Sarkar - Natalie @energy.tt or 354-4183

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