ISSUE NO.

: 01
ASSESSMENT AND RESEARCH CENTER DATE ISSUED : 01 Jan 2024
OF THE PHILIPPINES, INC. REV. NO. : 00

DATE REVISED :

QUALITY MANAGEMENT SYSTEM

QUALITY
MANAGEMENT
MANUAL

THIS IS A CONTROLLED COPY

COPY NO. 1

QACO COPY

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QUALITY MANAGEMENT MANUAL

Prepared by: CAPT. NICOLITO UY SEPULVIDA

QUALITY ASSURANCE &
COMPLIANCE OFFICER

Approved by: CAPT. NORLITO UY SEPULVIDA

PRESIDENT

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DISTRIBUTION LIST

COPY NO. COPY HOLDER

1. President
2. Quality Assurance & Compliance
Officer
3. Employee

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REVISION STATUS LOG

Date Rev. SGD

Title/Description Revised
REMARKS
No. (QMR)
01 JAN
NEW ISSUE
2024
INTERACTION OF
PROCESS
CONTROL OF DOCUMENT

.
QUALITY OBJECTIVES

INTERNAL AUDIT

EXTERNAL AUDIT
PRESERVATION OF
SERVICE
CONTROL OF NON-
CONFORMING SERVICE
COMPETENCE,
AWARENESS AND
TRAINING
MANAGEMENT REVIEW

QUALITY POLICY

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TABLE OF CONTENTS

SECTION TITLE PAGE

1.0 SCOPE 10
2.0 NORMATIVE REFERENCES 12
3.0 TERMS AND DEFINITION 13
4.0 CONTEXT AND ORGANIZATION 14
5.0 LEADERSHIP 25
6.0 PLANNING 26
7.0 SUPPORT 30
8.0 OPERATION 34
9.0 PERFORMANCE EVALUATION 42
10.0 IMPROVEMENT 45

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QUALITY MANUAL
TABLE OF CONTENTS
Section
Title Page
QMS 1-2
Distribution 3
Revision Status Log 4
Table of Contents 5
Quality Manual Table of Contents 6-8

Foreword 9

1.0 Scope ..................... 10

1.1 Assessment and Research Center ..................... 11
1.2 Confidentiality ..................... 12
1.3 Application ..................... 12
2.0 Normative References ..................... 12
3.0 Terms and Definition ..................... 12-13
4.0 Context of the Organization ..................... 13
4.1 Understanding the organization and its context . . . . . . . . . . . . . 13
4.2 Understanding the needs and expectations of interested parties 13
4.3 Determining the scope of the quality management system . . . . . . . 13
4.4 Quality Management system and its processes . . . . . . . . . . . . 13
5.0 Leadership
5.1 Leadership and Commitment ..................... 14
5.1.1 General ..................... 15
5.1.2 Customer Focus ..................... 15
5.2 Policy ..................... 15
5.2.1 Establishing the quality Policy . . . . . . . . . . . . . . . . . . 16
5.2.2 Anti-Corruption policy . ……….. . . . . . . . . . . . . . 16
5.3 Organizational roles, responsibilities and authorities . . . . 17
6.0 Planning . . . . . . . . . . . . . . . . . . . . .. 19
6.1 Actions to address risks and opportunities . . . . . . . . . . . . . . 19
6.2 Quality Objectives and planning to achieve them . . . . . . . 20
6.3 Planning of changes .................... 20

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7.0 Support . . . . . . . . . . . . . . . . . . . . . 20
7.1 Resources
7.1.1 Provisions of Resources ..................... 21
7.1.2 Human Resources ..................... 21
7.1.3 Infrastructures ..................... 22
7.1.4 Environment for the operation of processes . . . . . . . . 22
7.1.5 Monitoring and measuring Resources ........ 23
7.1.6 Organizational knowledge . . . . . . . . . . . . . . . . . . . . . 23
7.2 Competence .............. 24
7.3 Awareness ............... 24
7.4 Communication ..................... 25
7.5 Documented Information
7.5.1 Quality Manual .................... 25
7.5.2 Creating and updating .................... 25
7.5.3 Control of Documented Information . . . . . . . . . . . . 26-33
8.0 Operation
8.1 Operational planning and control . . . . . . . . . . . . . . . . . . . . 33
8.2 Requirements for Products and Services . . . . . . . . . . . . . . . 34
8.2.1 Customer Communication . . . . . . . . . . . . . . . . . . . . . . 35
8.2.2 Determining the requirements for products and services 35
8.2.3 Review of the requirements for products and services 35
8.2.4 Changes to requirements for products and services 36
8.3 Design and Development of products and services 36
8.3.1 Design and Development Planning . . . . . . . . . . . . . . . . . . 36
8.3.2 Design and Development Inputs . . . . . . . . . . . . . . . . . . 36
8.3.3 Design and Development Controls . . . . . . . . . . . . . . . . . . 36
8.3.4 Design and Development Outputs . . . . . . . . . . . . . . . . . . 37
8.3.5 Design and Development Changes . . . . . . . . . . . . . . . . . . 38
8.4 Control of Externally Provided Processes, Products and Services
8.4.1 Externally Provided Products and Services …………….39
8.5 Productions and Service Provision
8.5.1 Control of Production and Service Provision. . . . . . . .. . . 39
8.5.2 Identification and Traceability . . . . . . . . . . . . . . . . . . . . . 39
8.5.3 Property belonging to customers or external providers . . 39
8.5.4 Preservation . . . . . . . . . . . . . . . . . . .. . . . . . 40
8.5.5 Post-Delivery Activities . . . . . . . . . . . . . . . . . . . . . . . . 40
8.5.6 Control of Changes . . . . . . . . . . . . . . . . . . . . . . . . 41

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8.6 Release of Products and Services . . . . . . . . . . . . . . . . . . . . . . . . . 42

8.7 Control of Non Conforming Output . . . . . . . . . . . . . . . . . . . . . . . 43
9.0 Performance Evaluation
9.1 Monitoring, measurement, analysis and evaluation . . . . . . . . . 43
9.1.1 Customer Satisfaction . . . . . . . . . . . . . . . . . . . . . . . . 44
9.1.2 Analysis and Evaluation . . . . . . . . . . . . . . . . . . . . . . . . 44
9.2 Internal Audit . . . . . . . . . . . . . . . . . . . . . . . . 45
9.3 Management Review . . . . . . . . . . . . . . . . . . . . . . . . 45
9.3.1 General
9.3.2 Management Review Input . . . . . . . . . . . . . . . . . . . . . . . . 45
9.3.3 Management Review Output. . . . . . . . . . . . . . . . . . . . . . . 45-46
10.0 Improvement
10.1 General . . . . . . . . . . . . . . . . . . . . . . . . 47
10.2 Non-Conformity and Corrective Action . . . . . . . . . . . . . . . . . . 47
10.3 Continual Improvement . . . . . . . . . …. . . . . . . . . ………48

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FOREWORD

ARC PHILS INC. is a company engaged in training and assessment.

The aim of which is to provide services in the field of Maritime Training and
Assessment where the competency and qualification of seafarers must be
determined through proper training and assessment.

The top management of ARC PHILS INC. has developed a Quality Management
System ISO 9001:2015 with the ten (10 ) Quality Management Requirements which
are essential to the provision of “Training and assessment”.

The company is committed to meet “Customer Needs” and continuous

improvement of quality service to completely achieve “Customer Satisfaction”.

CAPT. NORLITO UY SEPULVIDA

President

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1.0 SCOPE
ARC Phils scope is the provision of training services of seafarers/trainees for
employment onboard foreign going merchant ships and Practical Assessment
of seafarers for General Operator’s Certificate (GOC)/Global Maritime
Distress Safety System (GMDSS) certification.

Assessment and Research Center of the Philippines Inc. is dedicated to the

quality of Training Services for Seafarer/trainees in accordance to STCW ‘78
(Standards of Training Certification and Watchkeeping for
Seafarers/trainees) as amended, requirements and for the satisfaction of our
Clients and by meeting their expectations and demands. ARC Phils QMS was
developed to cover the entire company management operation and ensure
Product Quality and Development.

This Quality Manual forms part of the QMS and shall cover all departments
and functions of Assessment and Research Center of the Philippines Inc.
interacting and coordinating with each other in accordance with ISO
9001:2015 and the Company’s General Procedure.

This Quality Manual conforms to the requirement of ISO 9001:2015 as laid in

the General Procedure for continuous commitment to the quality of service.

This Quality Manual should be constantly reviewed by the Management and

the Quality Assurance & Compliance Officer to be effective and regularly
updated for improvement.

This manual does not strictly follow the numbering structure of ISO 9001.

The approval of this Quality Manual shall be the responsibility of the

President of the Assessment and Research Center of the Philippines Inc.

1.1 Assessment and Research Center of the Philippines Inc.

Assessment and Research Center of the Philippines Inc. was established on

29th October 2009 by its Incorporators with the objective to training and
retraining/assessing seafarers/trainees to improve their skills, knowledge,

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competency for employment onboard local and foreign going vessels and the
assessment of examinees taking their GMDSS practical examination as
required by National Telecommunications Commission (NTC).

Assessment and Research Center of the Philippines Inc. was registered with
the SEC on 29th October 2009.

Assessment and Research Center of the Philippines, Inc. complied with the
requirement of STCW 1978, as amended to ensure quality of
seafarers/trainees/examinees knowledge and skills in competency for
performance onboard foreign ship.

The Assessment and Research Center of the Philippines Inc.

Assessment and Research Center of the Philippines Inc.
Unit 6B, 6th Floor W. DEEPZ Building,
1033 M.H. Del Pilar Ermita, Manila
Telephone Number: (02) 82521488
Mobile Number : +63-939-725-4120 / +63 998-2325019
E-mail Address : [email protected]

1.2 CONFIDENTIALITY

The Quality Management Manual is a confidential document. The

Assessment and Research Center of the Philippines Inc. operation of the ARC
Phils is in accordance with the Training/Assessment Center’s Standard
Operating Procedures which are confidential in nature.

This Quality Manual refers to the policies and procedures intended for use
and reference of the ARC Phils only. The ARC PHILS. management
mandated this Quality Manual which is confidential and shall not be
reproduced to a number more than in the distribution list of quality manual,
unless otherwise approved by the President of ARC PHILS.

Only applicable and relevant clauses of the reference in the ISO 9001:2015
related to the Assessment and Research Center of the Philippines Inc. on
Training and Assessment of Seafarers/trainees were addressed.

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2.0 NORMATIVE REFERENCE

This Quality Management System is based on the rules and requirements of
ISO 9001:2015. Policies and procedures of Assessment and Research Center
of the Philippines Inc. are subject to revision as necessary for improvement
and in accordance with the reference standard and the Philippine law.

3.0 TERMS AND DEFINITIONS

The terms and definition used in this Quality Manual applies to the
Assessment and Research Center of the Philippines Inc. Quality
Management System.

1. Organization - means the Assessment and Research Center of

the Philippines Inc.
2. Customers - the seafarer/trainees for training
and seafarers/examinees for GMDSS Practical
Assessment
3. Supplier - organization or person that provides a product
or service relevant to the various activities of Arc Phils.
4. ARC Phils - Assessment and Research Center of the
Philippines Inc.
5. QM - Quality Manual
6. QACO - Quality Assurance & Compliance Officer
7. QMS - Quality Management System
8. GPM - General Procedure Manual
9. GMDSS - Global Maritime Distress Safety System
10. GOC - General Operator’s Certificate
11. MARINA - Maritime Industry Authority
12. NTC - National Telecommunications Commission
13. STCW 78 - Standard Training Certification and
Watchkeeping 1978, as amended
14. IMO - International Maritime Organization

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15. NCR - Non Conformance Report

16. DDC - Document Data Controller
17. IQA - Internal Quality Audit
18. CA - Corrective Action
19. OFI - Opportunities for Improvement

4.0 CONTEXT OF THE ORGANIZATION

4.1 UNDERSTANDING THE ORGANIZATION AND ITS CONTEXT

ARC Phils shall determine the needs, expectations of its interested parties both
internal and external issues that are relevant to its services, purpose and strategic
direction to be able to achieve its intended result of the Quality Management
System. This will be monitored annually and will be reviewed accordingly.

4.2 UNDERSTANDING THE NEEDS AND EXPECTATIONS OF THE

INTERESTED PARTIES

The needs and expectations of ARC Phil’s relevant interested parties shall be considered.
(See separate list of interested parties)

LIST OF INTERESTED PARTIES:

1. MARITIME INDUSTRY AUTHORITY

2. SEAFARERS
3. VENDORS (SOFTWARE & HARDWARE, EQUIPMENT, Office Supplies, etc.)
4. INTERNATIONAL REGULATORY BODIES - IMO, PSC, ETC.

4.3 DETERMINING THE SCOPE OF THE QUALITY MANAGEMENT SYSTEM

This manual is prepared for the purpose of defining the company’s interpretation of the ISO
9001:2015 International Standard as well as to demonstrate how the company complies with
the standard and the statutory requirements by its main regulatory body MARINA.

4.4 QUALITY MANAGEMENT SYSTEM AND ITS PROCESSES

Process Approach / Process Identification

ARCH Phils has adopted a process approach for its management system .By identifying the
top level processes within the company and then managing each of these, this reduces the

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potential for non conforming services discovered during final processes or after delivery.
Instead, nonconformities and risk are identified in time by action taken within each of the top
management. Note: not all activities are considered “processes”- the term process in this
context indicated the activity has been elevated to higher form of control and management
oversight. The controls indicated are applicable only to the top level processes identified.

The following top level processes has been identified for ARC Phils:

REGISTRATION/SCHEDULING PROCESS
CASHIERING PROCESS
FAMILIARIZATION PROCESS
ASSESSMENT/ PRACTICAL EXAM
ENCODING/RELEASING OF PERMIT
TOP MANAGEMENT PROCESS
ADMINISTRATION PROCESS
QUALITY ASSURANCE PROCESS

Each process may be supported by other activities such as tasks or sub-processes. Monitoring
and control of top level processes ensure effective implementation and control of sub
processes and all subordinates.

Each top level process has a documented procedure which defines:

: Applicable inputs and outputs
: Process owner
: Applicable responsibilities and authorities
: Supporting resources
: Criteria and methods employed to ensure the effectiveness of process
: Quality objectives related to the process

The sequence of interaction of these processes is illustrated in the Appendix A. A separate

risk assessment and management document has been created to show the risk and
opportunities related to the processes.

5.0 LEADERSHIP
5.1.1 LEADERSHIP AND COMMITMENT

ARC Phils Top Management provides evidence of its leadership and commitment to
the development and implementation of the management system and continually
improving its effectiveness by:

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a) Taking accountability of the effectiveness of the management system;

b) Ensuring that the Quality Policy and quality objectives are established for the
management system and are compatible with the strategic direction and the
context of the organization;
c) Ensuring that the quality policy is communicated, understood and applied
within the organization;
d) Ensuring the integration of the management system requirements into the
organization’s other business processes, as deemed appropriate (see note);
e) Promoting awareness of the process approach;
f) Ensuring that the resources needed for the management system are available;
g) Communicating the importance of the effective quality management and of
conforming to the management system requirements;
h) Ensuring that the management system achieves its intended results;
i) Engaging, directing and supporting persons to contribute the effectiveness of
the management system
j) Promoting continual improvement;
k) Supporting other relevant management roles to demonstrate their leadership
as it applies to their areas of responsibility.
l) Note: “Business Processes” of the outsourced processes to suppliers are
controlled within the requirements of the ISO 9001:2015 standard and does
not cover details which are beyond the QMS process.

The organizational function of the Assessment and Research Center of the

Philippines Inc. management and its personnel are defined and documented
in the job description to ensure the proper interrelation of activities and the
organizational freedom to identify, initiate, recommend, implement, verify,
and control the service process for its effectiveness.

(Please refer to organizational chart in Figure 1)

5.1.2 CUSTOMER FOCUS

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Top Management of ARC Phils. adopts a customer- first approach which ensures
that customer needs and expectations are determined, converted into requirements
and are met with the aim of enhancing customer satisfaction.
This is accomplished by assuring:
a) Customer and applicable statutory and regulatory requirements are
determined, understood and consistently met;
b) The risks and opportunities that can affect conformity of products and
services and the ability to enhance customer satisfaction are determined and
addressed;
c) The focus on enhancing customer satisfaction is maintained.
Assessment and Research Center of the Philippines Inc. shall ensure an
effective quality management system committed to assist in the production of
competent seafarers/trainees and examinees with reliable knowledge and
skills complying with the requirements on the Standard Training Certification
and Watchkeeping 1978 (STCW ’78) as amended.
The Management shall ensure that customers’ satisfactions are met.

Top Management has developed the Quality Policy that governs day- to- day
operations to ensure quality.
The Quality Policy is released as a standalone document as well and is
communicated and implemented throughout the organization.

QUALITY POLICY
Assessment and Research Center of the Philippines Inc. set up an effective and
appropriate training and assessment system complying to the international
standard and Philippine laws, regulation, and procedures for the conduct of
training/assessment of seafarers/trainees and continuously improve the
effectiveness of the Quality Management System in all activities with the
following vision and mission:

Vision: To focus ourselves on being an innovative Assessment and Training

Center for maritime industry which is unique because of our
competitive advantage, ‘state of the art’ technology, world class
equipment and dedicated staff.

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Mission: To meet the requirements of our customers as an accredited Maritime

Training and Assessment Center.

Goal statements of ARC PHILS:

Assessment and Research Center of the Philippines Inc. committed
with dedication to give Philippine seafarer/trainee and examinee,
knowledge, skills and competency for safety of life at sea and in
accordance with STCW’ 78 as amended.

Assessment and Research Center of the Philippines Inc. hereby confirmed

suitability of the implementation of all standards, laws and regulations that all
training courses and practical assessment implemented are in accordance with
the Quality Management System.

Anti-Corruption Policy

The purpose of this policy is to ensure that ARC Phils . has appropriate systems and
procedures in place to prevent bribery and corruption.

The Company has introduced this policy to supplement its commitment to its
customers as described in the “General Procedure Manual Section 15”and has been
distributed internally to ensure that appropriate ethical conduct is applied in all
operations.

This policy is designed to ensure that each part of the Company applies appropriate
steps to comply with the Company's ethical standards and the law.

The policy will cover all Employees, its Trainees, Students, Customers and
providers.

This policy is designed to ensure that each part of the Company applies appropriate
steps to comply with the Company's ethical standards and the law.

The policy will cover all Employees, its Trainees, Students, Customers and
providers.

ARC PHILS INC. will perform its business with the highest form of Integrity.

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This policy and Code of Conduct should form part of the induction of new
colleagues and business partners.

5.3 ORGANIZATIONAL ROLES RESPONSIBILITIES & AUTHORITIES

Top Management assigned responsibilities and authorities for all relevant roles in
the company.
These are communicated through the combination of the Org Chart and Job
Descriptions.
The top management accepts responsibility and authority for:

a) Ensuring that the management system conforms to applicable standards;

b) Ensuring that the processes are delivering their intended outputs;
c) Reporting on the performance of the management system;
d) Providing opportunities for improvement for the management system;
e) Ensuring promotion of customer focus throughout the organization;
f) Ensuring that the integrity of the management system is maintained when
changes are planned and implemented.

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5.4.3 ORGANIZATIONAL CHART

6.0 PLANNING
6.1 ACTION TO ADDRESS RISKS AND OPPORTUNITIES

Note: ARCH PHIL deviated slightly from the approach towards risk and
opportunity presented in ISO 9001. Instead, ARCH PHIL views “uncertainly” as
neutral, but defines “risk” as a negative effect of “uncertainty”, and “opportunity”
as a positive effect of uncertainty. ARCH PHIL has elected to manage risk and

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opportunities separately, except where they may overlap Formal risk management
may not be utilized in all instances; instead the level of risk assessment, analysis,
treatment and record keeping will be performed to the level deemed appropriate for
each circumstance or application.
ARCH PHIL considers risks and opportunities when taking actions within the
management system, as well as when implementing or improving the management
system; likewise, these are considered relative to products and services. Risks and
opportunities are identified as part of the “Context of the Organization Exercise”
defined in Context of the Organization Minutes, as well as throughout all other
activities of the QMS.
Risks and opportunities are managed in accordance with the form. Risk
Management Form.

6.2 Process Control and Objectives

Each process has at least one objective establishment for it; this statement of the
intent of the process. Each objective is then supported by at least a key performance
indicator (KPI) which is then measured to determine the process ability to meet the
quality objective.
Note: Whereas ISO 9001:2015 discusses process measurements and “quality
objectives” as separate concepts combine them; i.e, quality objectives are used to
control the processes. Additional objectives for
(Products or Service) may be assigned, but these will also be used to measure
process effectiveness.
Throughout the year, Objective is measured and gathered by process owners in
order to present the data to the Department Head. The data is then analyzed by the
Department Head in order to set goals and make adjustments for the purposes of
long- term continual improvement.

The specific quality objectives for each process are defined in the applicable Quality
Objectives Summary Table.
KPI, along with current standings and goals for each objective are recorded in
records of management reviews.
When a process does not meet a goal, or an unexpected problem is encountered with
a process, the corrective and preventive action process is implemented to research
and resolve the issue. In addition, opportunities for improvement are sought and
implemented, for the identified processes.

GMDSS ASSESSMENT QUALITY OBJECTIVES

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1. To review all scenarios used in the assessment, at least every six (6)
months in order to ensure that it is in accordance with the provision of
the STCW 78 as amended.
2. Maintain a semi-annual Internal Audit of the GMDSS Assessment to
ensure its alignment to our QMS and our quality policy.

6.3 PLANNING OF CHANGES

When ARC PHIL determines the need for changes to the management system or its
processes, these changes are planned, implemented, and then verified for
effectiveness through the Change of Documents Request.
Documents are changed in accordance with procedure Control Documents and
Records, GP- COD –Control of Document.

7.0 SUPPORT
7.1.1 PROVISIONS OF RESOURCES

ARCH PHIL determines and provides the resources needed:

a) To implement and maintain the management system and continually
improve its effectiveness
b) To enhance customer satisfaction by meeting customer requirements
Resources allocation is done with consideration of the capability and constraints on
existing internal resources, as well as needs related to supplier expectations.
Resources and resource allocation are assessed during management review.

7.1.2 HUMAN RESOURCES

Top Management ensures that it provides sufficient staffing for the effective
operation of the management system as well its identified processes.
Staff members performing work affecting product quality are competent on the basis of
appropriate education, training, skills and experience. An Employee’s Manual is made
available to guide the employees in their work ethics, including company rules and
regulations.

Training and subsequent communication ensure that staff are aware of:

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a) The quality policy

b) Relevant quality objectives
c) Their contribution to the effectiveness of the management system, including
the benefits of improved performance;
d) The implications of not conforming with management system requirements

7.1.2.1 Human Resources - DOLE

7.1.2.2 - The Company shall comply with all pertinent Government issued Laws and
Regulations, DOLE, with regards to Human Resources Health and Safety
7.1.2.3 - Reference is hereby made regarding:

R.A. 11058: Occupational Safety and Health Standards

REPUBLIC ACT NO. 11058

An Act Strengthening Compliance with Occupational Safety and Health Standards

and Providing Penalties for Violations Thereof

Be it enacted by the Senate and House of Representatives of the Philippines in

Congress assembled:

Chapter I – Declaration of Policy

Section 1. Declaration of Policy. – The State affirms labor as a primary social and
economic force, and that a safe and healthy workforce is an integral aspect of nation
building.

The State shall ensure a safe and healthful workplace for all working people by
affording them full protection against all hazards in their work environment. It shall
ensure that the provisions of the Labor Code of the Philippines, all domestic laws,
and internationally-recognized standards on occupational safety and health are
being fully enforced and complied with by the employers, and it shall provide
penalties for any violation thereof.

The State shall protect every worker against injury, sickness or death through safe
and healthful working conditions thereby assuring the conservation of valuable
manpower resources and prevention of loss or damage to lives and properties
consistent with national development goals, and with the State’s commitment to the
total development of every worker as a complete human being.

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The State, in protecting the safety and health of the workers, shall promote strict but
dynamic, inclusive, and gender-sensitive measures in the formulation and
implementation of policies and programs related to occupational safety and health.

Chapter II – General Provisions

Section 2. Coverage. – This Act shall apply to all establishments, projects, sites,
including Philippine Economic Zone Authority (PEZA) establishments, and all other
places where work is being undertaken in all other places where work is being
undertaken in all branches of economic activity, except in public sector.

The Secretary of Labor and Employment shall issue the number of employees, and
nature of operations, and the risk or hazard involved.

Section 3. Definition of Terms. As used in this Act:

(a) Certified first-aider refers to any person trained and duly certified to administer
first aid by the Philippine Red Cross or any organization authorized by the Secretary
of Labor and Employment;

(b) Competency standards refers to industry-determined specification of proficiency

required for effective work performance. These are expressed as outcomes with
focus on workplace activity rather than training or personal attributes, and the
ability to apply new skills in new situations or changing work organization;

(c) Covered workplaces refer to establishments, projects, sites and all other places
where work is being undertaken wherein the number of employee, nature of
operations, and risk or hazard involved in the business, as determined by the
Secretary of Labor and Employment, require compliance with the provisions of this
Act;

(d) Employer refers to any person, natural or juridical, including the principal
employer, contractor or subcontractor, if any, who directly or indirectly benefits
from the services of the employee;

(e) Equipment refers to any machine with engine or electric motor as prime mover;

(f) General safety and health inspection refers to an examination pf the work
environment including the location and operation of machinery other than those
covered by technical safety audits, adequacy of work space, ventilation, lighting,

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conditions of work environment, handling, storage of work procedures, protection

facilities and other possible sources of safety and health hazards in the workplace;

(g) Imminent danger refers to a situation caused by a condition or practice in any

place of employment that could reasonably be expected to lead to death or serious
physical harm;

(h) Micro and Small Enterprises (MSEs) refer to establishments employing less than
ten (10) employees, and establishments employing less than one hundred (100)
employees, respectively.

(i) Occupational health personnel refers to a qualified first aider, nurse, dentist or
physician engaged by the employer to provide occupational health services in the
establishment, project, site or workplace;

(j) Occupational Safety and Heatlh (OSH) standards refer to the Occupational Safety
and Health Standards issued by the Secretary of Labor and Employment pursuant to
Articles 168 and 171, Chapter 2, Title I of Book Four of Presidential Decree No. 442,
as amended, otherwise known as the Labor Code of the Philippines, and such other
standards as may be issued pursuant to this Act;

(k) Safety and health audit refers to a regular and critical examination of project
sites, safety programs, records, and management performance on programs, records,
and management performance on program standards on safety and health;

(l) Safety and health committee refers to a body created within the workplace tasked
with the authority to monitor, inspect and investigate all aspects of the work
pertaining to the safety and health of workers.

(m) Safety and health program refers to a set of detailed rules to govern the processs
and practices in all economic activities to conform with OSH standards, including
the personnel responsible, and penalties for any violation thereof;

(n) Safety officer refers to any employee or officer of the company trained by the
Department of Labor and Employment (DOLE) and tasked by the employer to
implement an occupational safety and health program, and ensure that it is in
accordance with the provisions of OSH standards;

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(o) Safety signage refers to any emergency, warning or danger signpost or any safety
instruction using the standards colors and sizes, including the standards symbols for
safety instructions and warnings ini the workplace, prescribed by the DOLE; and

(p) Workplace refers to any site or location where workers need to be or to go to by

reason of their work, and which are under the direct or indirect control of the
employer.

Chapter III – Duties and Rights of Employers, Workers, and Other Persons
Section 4. Duties of Employers Workers and Other Persons. –

(a) Every employer, contractor or subcontractor, if any, and any person who
manages, controls or supervises the work being undertaken shall:

(1) Furnish the workers a place of employment free from hazardous conditions that
are causing or are likely to cause death, illness or physical harm to the workers;

(2) Give complete job safety instructions or orientation to all the workers especially
to those entering the job for the first time, including those relating to familiarization
with their work environment;

(3) Inform the workers of the hazards associated with their work health risks
involved ot to which they are exposed to, preventive measures to eliminate or
minimize the risks, and steps to be taken in cases of emergency;

(4) Use only approved devices and equipment for the workplace;

(5) Comply with OSH standards including training medical examination and where
necessary, provision of protective and safety devices such as personal protective
equipment (PPE) and machine guards;

(6) Allow workers and their safety and health representatives to participate actively
in the process of organizing, planning, implementing and evaluating the safety and
health program to improve safety and health in the workplace; and

(7) Provide, where necessary, for measures to deal with emergencies and accidents
including first-aid arrangements.

(b) Every worker shall participate in ensuring compliance with OSH standards in
the workplace. The worker shall make proper use of all safeguards and safety

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devices furnished for the worker’s protection and that of others, and shall observe
instructions to prevent accidents or imminent danger situation in workplace. The
worker shall observe the prescribed steps to be taken in cases of emergency.

The worker shall report to the supervisor any work hazard that may be discovered
in the workplace.

(c) It shall be the duty of any person, including the builder or contractor who visits,
builds, renovates or installs devices or conducts business in any establishment or
workplace, to comply with the provisions of this Act and all other regulations issued
by the Secretary of Labor and Employment.

(d) Whenever two(2) or more undertakings are engaged in activities simultaneously

in one (1) workplace, it shall be the duty of all engaged to collaborate in the
application of OSH standards and regulations.

Section 5. Workers’ Right to Know. – The right to safety and health at work shall be
guaranteed. All workers shall be appropriately informed by the employer about all
types of hazards in the workplace, provided access to training and education on
chemical safety, electrical safety mechanical safety, and ergonomical safety.

Section 6. Workers’ Right to Refuse Unsafe Work. The worker has the right of refusal
to work without threat or reprisal from the employer if, as determined by the DOLE,
an imminent danger situation exists in the workplace that may result in illness,
injury or death, and corrective actions to eliminate the danger have not been
undertaken by the employer.

Section 7. Workers’ Right to Report Accidents. Workers and their representatives

shall have the right to report accidents, dangerous occurrences, and hazards to the
employer, to the DOLE and other concerned government agencies exercising
jurisdiction as the competent authority in the specific industry or economic activity.

Section 8. Workers’ Right to Personal Protective Equipment (PPE). – Every

employer, contractor or subcontractor, if any, shall provide his workers, free of
charge, protective equipment for their eyes, face, hands and feet, and free, and
lifeline, safety belt or harness, gas or dust respirators or masks, protective shields
whenever necessary by reason of the hazardous work process or environment,
chemical, radiological, mechanical and other irritants or hazards capable of causing
injury or impairment in the function of any part of the body through absorption,

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inhalation or physical contact. The cost of the PPE shall be part of the safety and
health program which is a separate pay item pursuant to Section 20 of this Act.

All PPE shall be of the appropriate type as tested and approved by the DOLE based
on its standards. The usage of PPE in all establishments, projects, sites and all other
places where work is being undertaken shall be based on the evaluation and
recommendation of the safety officer.

Section 9. Safety Signage and Devices. – All establishments, projects, sites and all
other places where work is being undertaken shall have safety signage and devices
to warn the workers and the public of the hazards in the workplace. Safety signage
and devices shall be posted in prominent positions and strategic locations in a
language understandable to all, and in accordance with the standard set by the
DOLE.

Section 10. Safety in the Use of Equipment. In relation to the use of equipment, the
employer, contractor or subcontractor, if any, must comply with the DOLE
requirements in the different phases of the company or project operation including
the transport to and from the establishment, project, site or place where work is
being undertaken.

Section 11. Occupational Safety and Health Information. – Workers in all

establishments, projects, sites and all other places where work is being undertaken
shall be provided adequate and suitable information by the employer, contractor or
subcontractor, if any, on safety and health hazards, and the appropriate measures,
including the probable location of workers, for the prevention, control and
protection against those hazards.

Chapter IV – Covered Workplaces

Section 12. Occupational Safety Health (OSH) Program. – Covered workplaces shall
have a safety and health program including the following policies, guidelines or
information:

(a) Statement of commitment to comply with OSH requirements;

(b) General safety and health, including a drug-free workplace;

(c) Human Immunodeficiency Virus (HIV) and Acquired Immune Deficiency

Syndrome (AIDS)/tuberculosis/hepatitis prevention control;

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(d) Company or project details;

(e) Composition and duties of the safety and health committee;

(f) Occupational Safety and health personnel and facilities;

(g) Safety and health promotion, training and education;

(h) Conduct of toolbox meetings;

(i) Accident/incident/illness investigation, recording and reporting;

(j) Provision and use of PPE;

(k) Provision of safety signage;

(l) Dust control and management, and regulations on activities such as building of
temporary structures, and lifting and operation of electrical, mechanical,
communications systems and other equipment;

(m) Provision of workers’ welfare facilities;

(n) Emergency preparedness and response plan;

(o) Waste management system; and

(p) Prohibited acts and penalties for violations.

The safety and health program shall be prepared and executed by the employer,
contractor or subcontractor, if any, in consultation with the workers and their
representatives and shall be submitted to the DOLE which shall approved
disapproved or modify the same according to existing laws rules and regulations,
and other issuances.

The approved safety and health program shall be communicated and be made
readily available to all persons in the workplace.

Section 13. Occupational Safety and Health (OSH) Committee. – To ensure that the
safety and health program observed and enforced, a safety and health committee
shall be organized in covered workplaces composed of the following:

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(a) Employer or representative as the chairperson ex officio;

(b) Safety officer of the company or project as the secretary;

(c) Safety officer representing the contractor or subcontractor, as the case may be, as
members;

(d) Physicians, nurses, certified first-aiders, and dentists as members, ex officio,if

applicable; and

(e) Workers representatives who shall come from the union if the workers are
organized or elected by the workers through a simple majority vote if they are
unorganized, as members.

The committee shall effectively plan develop, oversee and monitor the
implementation of the safety and health program.

Section 14. Safety Officer. – To ensure that a safety and health program is duly
followed and enforced, covered workplaces shall have safety officers who shall:

(a) Oversee the overall management of the safety and health program;

(b) Frequently monitor and inspect any health or safety aspect of the operation being
undertaken;

(c) Assist government inspectors in the conduct of safety and health inspection at
any time whenever work is being performed or during the conduct of an accident
investigation; and

(d) Issue work stoppage orders when necessary.

The number and qualification of the safety officers shall be proportionate to the total
number of workers and equipment, the size of the work area and such other criteria
as may be prescribed by the DOLE.

In the case of a contractor or subcontractor, a safety officer must be deployed at each

specific area of operations to oversee the management of the safety and health
programs of its own workforce.

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Section 15. Occupational Health Personnel and Facilities. – Covered workplaces

shall have qualified occupational health personnel such as physicians, nurses,
certified first-aiders, and dentists duly complemented with the required medical
supplies, equipment and facilities. The number of health personnel, equipment and
facilities. The number of health personnel, equipment and facilities, and the amount
of supplies shall be proportionate to the total number of workers and the risk of
hazard involved, the ideal ratio of which shall be prescribed by the DOLE.

Section 16. Safety and Health Training. –

(a) All safety and health personnel shall undergo the mandatory training on basic
occupational safety and health for safety officers as prescribed by DOLE.

(b) All workers shall undergo the mandatory eight (8) hours safety and health
seminar as required by the DOLE which shall include a portion on joint employer-
employee orientation.

(c) All personnel engaged in the operation, erection and dismantling of equipment
and scaffolds, structural erections, excavations, blasting operations, demolition,
confined spaces hazardous chemicals, welding, and flame cutting shall undergo
specialized instruction and training on the said activities.

Section 17. Occupational Safety and Health Reports. – All employers, contractors or
subcontractors, if any, shall submit all safety health reports, and notifications
prescribed by the DOLE.

Section 18. Workers’ Competency Certification. – In order to professionalize,

upgrade and update the level of competence of workers, the Technical Education
and Skills Development Authority (TESDA) or the Professional Regulation
Commission (PRC), as the case may be, shall establish national compentency
standards and prepare guidelines on competence assessment and certification for
critical occupations. In this regard, all critical occupations shall undergo the
mandatory competence assessment and certification by the TESDA.

An occupation shall be considered critical when:

(a) The performance of a job affects the people’s lives and safety;

(b) The job involves the handling of tools, equipment and supplies;

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(c) The job requires a relatively long period of education and training; and

(d) The performance of the job may compromise the safety, health and
environmental concerns within the immediate vicinity of the establishment.

Section 19. Workers’ Welfare Facilities. – All establishments, projects, sites and all
other places where work is being undertaken shall have the following welfare
facilities in order to ensure humane working conditions:

(a) Adequate supply of safe drinking water;

(b) Adequate sanitary and washing facilities;

(c) Suitable living accommodation for workers, as may be applicable; and

(d) Separate sanitary, washing and sleeping facilities for men and women workers
as may be applicable.

Section 20. Cost of safety and Health Program. – The total cost of implementing a
duly approved safety and health program shall be an integral part of the operations
cost. It shall be a separate pay item in construction and in all contracting or
subcontracting arrangements.

Chapter V – Joint and Solidary Liability

Section 21. Employers’ Responsibility and Liability. – The employer, project owner,
general contractor, contractor or subcontractor, if any, and any person who
manages, controls or supervises the work being undertaken shall be jointly and
solidarily liable for compliance with this Act.

Chapter VI – Enforcement of Occupational Safety and Health Standards

Section 22. Visitorial Power of the Secretary of Labor and Employment. – Pursuant
to Article 128 of the Labor Code of the Philippines and other applicable laws, the
Secretary of Labor and Employment or the Secretary’s authorized representatives
shall have the authority to enforce the mandatory occupational safety and health
standards in all establishments and conduct, together with representatives from the
the labor and the employer sectors, an annual spot audit on compliance with OSH
standards. The Secretary or the Secretary’s duly authorized representatives can enter
workplaces at anytime of the day or night where work is being performed to
examine records and investigate facts, conditions or matters necessary to determine
compliance with the provisions of this Act.

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No person or entity shall obstruct, impede, delay or otherwise render ineffective the
orders of the Secretary of Labor and Employment or the Secretary’s duly authorized
representatives issued pursuant to the authority granted under Article 128 of the
Labor Code of the Philippines, and no lower court or entity shall issue temporary or
permanent injunction or restraining order or otherwise assume jurisdiction over any
case involveing the enforcement orders.

The Secretary of Labor and Employment may likewise order stoppage of work or
suspension of operations of any unit or department of an establishment when
noncompliance with law or implementing rules and regulations poses grave and
imminent danger to the health and safety of workers in the workplace.

The procedure for inspecting work premises, notifying employers of violations, and
issuing compliance or stoppage orders shall be pursuant to the procedure laid down
in Article 128 of the Labor Code of the Philippines as implemented through relevant
regulations issued by the DOLE on administration and enforcement of labor laws.
The inspector or person authorized by the DOLE to enforce compliance with OSH
standards shall present proper identification upon request, and such inspector or
person shall only act within the authority or direction given by the Secretary of
Labor and Employment.

The Secretary of Labor and Employment or the Secretary duly authorized

representatives shall inspect establishments and workplaces regardless of the size
and nature of operation. Any kind of self-assessment shall not take the place of labor
inspection conducted by the DOLE. However, chartered cities may be allowed to
conduct industrial safety inspections of establishments within their jurisdiction in
coordination with the DOLE: Provided, That they have adequate facilities and
competent personnel for purpose as determines by the DOLE, and subject to
national standards established by the latter.

Section 23, Payment of Workers During Work Stoppage Due to Imminent Danger. –
If stoppage of work due to imminent danger occurs as a result of the employer’s
violation or fault, the employer shall pay the workers concerned their wages during
the period of such stoppage of work or suspension of operation. For purposes of
payment of wages and any other liabilities arising from a work stoppage order is
issued secondary to an imminent danger situation which would imperil the lives of
the workers.

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Section 24. Delegation of Authority. – The authority to enforce mandatory OSH

standards may be delegated by the Secretary of Labor and Employment to a
competent government authority.

Section 25. Standards Setting Power of the Secretary of Labor and Employment. –
The Secretary of Labor and Employment shall, in consultation with the other
concerned government agencies and relevant stakeholders, by appropriate orders,
set and enforce mandatory OSH standards to eliminate or reduce occupational
safety and health hazards depending on the number of employees of the
establishment, the nature of its business operations, and the risk or hazard involved.

The Secretary shall also institute new, and update existing programs to ensure safe
and healthy working conditions in all workplaces especially in hazardous industries
such as a mining, fishing, construction, and the maritime industry.

Section 26. Employee’s Compensation Claim. – A worker may file claims for
compensation benefit arising out of work-related disability or death. Such claims
shall be processed independently of the finding of fault, gross negligence or bad
faith of the employer in a proceeding instituted for the purpose.

Section 27. Incentives to Employers. – There shall be an established package of

incentives under such riles and regulations as may be promulgated by the DOLE to
qualified employers to recognize their efforts toward ensuring compliance with
OSH and general labor standards such as OSH training packages, additional
protective equipment, technical guidance, recognition awards and other similar
incentives.

Section 28. Prohibited Acts. – The following are considered as prohibited acts:

(a) Willful failure or refusal of an employer, contractor or subcontractor to comply

with the required OSH standards or with a compliance order issued by the Secretary
of Labor and Employment or by the Secretary’s authorized representative shall
make such employer, contractor or subcontractor liable for an administrative fine
not exceeding One hundred thousand pesos (₱100,000.00) per day until the violation
is corrected, counted from the date the employer or contractor is notified of the
violation or the date the compliance order is duly served on the employer. The
amount of fine imposed shall depend on the frequency or gravity of the violation
committed or the damage caused: Provide, however, That the maximum amount
shall be imposed only when the violation exposes the workers to a risk of death,
serious injury or serious illness.

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(b) An employer, contractor or subcontractor who willfully fails or refuses to comply

with the required OSH standards or with a duly issued compliance order, and
engages in any of the following acts to aid, conceal or facilitate such noncompliance
shall be liable for a maximum of One hundred thousand pesos ( ₱100,000.00)
administrative fine separate from the daily fine imposed above:

(1) Repeated obstruction, delay or refusal to provide the Secretary of Labor and
Employment or any of its authorized representatives access to the covered
workplace or refusal to provide or allow access to relevant records and documents
or obstruct the conduct of investigation of any fact necessary in determining
compliance with OSH standards;

(2) Misrepresentation in relation to adherence to OSH standards, knowing such

statement, report or record submitted to the DOLE to be false in any material aspect;

(3) Making retaliatory measures such as termination of employment, refusal to pay,

reducing wages and benefits or in any manner discriminates against any workers
who has given information relative to the inspection being conducted.

For the purpose, the Secretary of Labor and Employment, in consultation with
relevant stakeholders, shall issue a list of offenses with corresponding reasonable
administrative fines depending on the severity, frequency and damage caused
without prejudice to the filing of a criminal or a civil casein the regular courts, as the
case may be.

The fine collected shall be used for the operation of occupational safety and health
initiatives, including occupational safety and health training and education and
other occupational safety and health programs.

Chapter VII – Miscellaneous Provisions

Section 29. Updated DOLE Computerized Labor Law Compliance System. – The
Secretary of Labor and Employment shall maintain an updated labor inspection
system of computerized gathering and generation of real time data on compliances,
monitoring of enforcement, and a system of notification on workplace accidents and
injuries.

Section 30. Applicability to Micro and Small Enterprises (MSEs). – Specific to MSEs,
the DOLE shall develop OSH core compliance standards to ensure safe and healthy
workplaces. All MSEs shall be required to implement the prescribed standards for

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housekeeping, materials handling and storage, electrical and mechanical safety and
PPE, and to monitor hazards regularly.

Section 31. Inter-Governmental Coordination and Cooperation. – The DOLE shall

institute a mechanism for coordination with the Department of Environment and
Natural Resources, Department of Energy, Department of Transportation,
Department of Agriculture, Department of Public Works and Highways,
Department of Trade and Industry, Department of the Interior and Local
Government, Department of Health, Department of Information and
Communications Technology, PEZA and all other government agencies, including
local government units, within sixty (60) days from the issuance of the
implementing rules and regulations of this Act. They shall regularly convene to
monitor the effective implementation of this Act as well as the related programs and
projects that are established to prevent and eliminate the incidence of injury,
sickness or death in all workplaces.

Section 32. Implementing Rules and Regulations. -The Secretary of Labor and
Employment, in coordination with agencies concerned, shall formulate the rules and
regulations within ninety (90) days after the effectivity of this Act.

Section 33. Separability Clause. – If any part, section or provision of this Act shall be
held invalid or unconstitutional, the other provisions not affected by such
declaration shall remain in full force and effect.

Section 34. Repealing Clause. – All laws, acts decrees, executive orders, rules and
regulations or other issuances or parts thereof which are inconsistent with this Act
are hereby modified or repealed.

Section 35. Effectivity. – This Act shall take effect after fifteen (15) days after its
publication in the Official Gazette or at least two (2) newspapers of general
circulation.

..

This Act which is a consolidated of House Bill No. 64 and Senate Bill No. 1317 was
passed by the House of Representatives and the Senate on May 22, 2018.

7.1.3 INFRASTRUCTURE

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ARCH PHIL determines, provides and maintains the infrastructure needed to

achieve conformity to product requirements. Infrastructure includes as applicable:

1. GMDSS ASSESSMENT
The following equipment are necessary for the proper
Implementation of the GMDSS Assessment as required by MARINA.
a. GMDSS Simulators
b. Audio/Video system for conducting briefing

Assessment and Research Center of the Philippines Inc. shall determine and
provide the facilities necessary to achieve the quality of service including:

2. GMDSS ASSESSMENT
The following equipment are necessary for the proper
implementation of the GMDSS Assessment as required by MARINA.
c. GMDSS Simulators
d. Audio/Video system for conducting briefing
Server for GMDSS examination with capability to print test result
e. CCTV cameras and monitors

3. ECDIS COURSE
a. ECDIS Simulators (table top)
b. Sample of a “Sea Chart”
c. Plotting table (if plotting exercise is required)
d. Table and chairs

Equipment is validated as per work instruction and maintained per work preventive
maintenance plan.
Where equipment is used for critical measurement activities, such as inspection and
testing, these shall be subject to control and either calibration or verification
minimum yearly or as per product recommendation.

7.1.4 ENVIRONMENT FOR THE OPERATION OF PROCESSES

ARC PHIL provides a clean, safe and well- lit working environment. The Top
Management of ARC PHIL manages the work environment needed to achieve
conformity to product requirements. Specific environmental requirements for
products are determined during quality planning and are documented in
subordinate procedures, work, instructions, or job documentation. Where special
work environments have been implemented, these shall also be maintained .

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Human factors are considered to the extent that they directly impact on the quality
of assessment area services.

Note: Social, psychological and safety aspects of the work environment are managed
through activities outside of the scope of the management system. Only work
environment aspects which can directly affect the process efficiency or product and
service quality are managed through the management system.

Reference is hereby made regarding: Section 20, Article VI of

MARINA Memorandum Circular No. SC-2021-08

Quote:
Physical Resources
1. Resources needed relative to the requirements of specific training course and
assessment of seafarers’ competence is available, adequate, operational,
and functional.
a. Classroom size shall be at least 42 square meters, with no side less
than 5 meters and with no structural obstruction.
b. Classrooms shall be equipped with a TV set or LCD projector (at least
55” screen size), white board, Instructor’s Table, and a CCTV with an
audio-video provision. The institution shall ensure that the CCTV is
appropriately positioned that it shall cover all areas of the classroom
and ascertain that the instructor/s and students are recognizable. The
CCTV shall be connected continuously during the conduct of
training/assessment to the internet for monitoring by the
Administration in real time. Any interruption or technical problem with
the CCTV system shall immediately be reported to the Administration
in writing. Violations thereof may result in a punitive sanction and/or
the institution will be subjected to a surveillance activity.
c. IP-based CCTV cameras of at least two (2) megapixels shall likewise
be available at the practical site covering all areas of exercises and
conduct of assessments (theoretical and practical).
d. Internet service provider. Alternate service provider will be required
for ACs.
e. Provisions for registration of trainees/candidates for assessment of
competence
f. Provisions for learning resource center (MTI only)
g. Provisions for faculty/assessor’s room
h. Provisions for employees’ workplace

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i. Provisions for rest rooms

j. Provisions for medical clinic at the practical site area
2. For MTIs: The Learning Resource Center, which shall be available to the
trainees and staff, must include at least the following provisions:
a. technical books (may include e-books);
b. training films;
c. technical journals;
d. internet connection; and
e. E-books
3. In addition, the following shall be provided by the applicant ACs:
a. Briefing Room with floor area of at least 20 square meters, with no
side less than 4 meters for a maximum number of 15 candidates.
The Briefing Room may also serve as the Holding Room provided that
the assessment center shall ensure that candidates who had been
assessed shall not intersperse or mix with those who are yet to take
the assessment, otherwise a separate holding room shall be required.
b. A separate Debriefing Room (at least 20sq.m. with no side less than
4 meters for a maximum of 15 candidates) equipped with Monitor/TV
set linked to the simulator system shall be required. Briefing Room
may be utilized as a De-briefing Room provided that a Facility
Utilization Plan will be submitted to the MARINA Examination and
Assessment Division ([email protected]) not later than
twenty-four (24) hours prior to the conduct of assessment.
c. Real-time Audio and Video Monitoring System and Facilities - Practical
Assessment area must be provided with installation of real-time audio
and video monitoring technology. These devices must be positioned
appropriately that the candidates’ and assessors’ faces are
recognizable and that activities can be recorded and accessed
remotely by the Administration at any given time.

7.1.5 MONITORING AND MEASURING RESOURCES

ARC PHILS. shall provide the resources needed to ensure valid and reliable results
when monitoring or measuring is used to verify the conformity of product and
services to the requirements.

Note: Calibration and measurement traceability is not employed for all

measurement devices. Instead, ARC PHIL determines which devices will be subject
to calibration based on its processes, products and services or in order to

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comply with specifications or requirements. These decisions are also based on the
importance of a measurement and considerations or risk.

Assessment and Research Center of the Philippines Inc. shall establish monitoring
devices used in training and practical assessment.

Assessment and Research Center of the Philippines Inc. shall have its maintenance
group for all electronic equipment used in training/assessment and in
administrative functions.

The maintenance of all electronics training/assessment and office equipment shall

be based on the manufacturer’s specification.

The training officer concerned shall coordinate through the General

Manager/Training Director any malfunction of the equipment to be rectified.

Records of Equipment Maintenance shall be kept by the Administrative Officer or in

the case of GMDSS assessment, by the Assessor/Supervisor.

7.1.6 ORGANIZATIONAL KNOWLEDGE

ARC PHIL also determines the knowledge necessary for the operation of its
processes and to achieve conformity of products and services. This may include
knowledge and information obtained from:

a) Internal sources as lessons learned, feedback from subject matter experts,

and/or intellectual property;
b) External sources such as standards, academia, conferences, and/or
information gathered from customers or suppliers.
This knowledge shall be maintained and made available to the necessary.
When addressing changing needs and trends. ARC PHIL shall consider its current
knowledge and determine how to acquire or access the necessary additional
knowledge.

7.2 COMPETENCE

ARC PHILS shall be committed to necessary training of all its staff and employees to
ensure that all personnel are capable of working efficiently and effectively.
Personnel performing specific assigned tasks shall be qualified on the basis of

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appropriate education, training, skills and experience. The minimum requirements

for each position shall be:

▪ Management Level – Licensed Marine Deck Officer

(Management/Operational)
▪ Assessors – IMO model course 3.12 certified.

▪ Instructors – IMO model course 6.09 certified.

▪ Clerical – High School Graduate

▪ Lower Rank and File –Technical skills and knowledge on specific job
assignments.

The above qualifications should be the basis for the minimum qualification or
as per the President’s discretion.

The respective department or section heads shall perform evaluations of their

respective sections. The performance evaluation shall be done every end of
the year. Based on the result of evaluation, training needs of every employee
should be identified and recommended to the President.

7.2.1. – ADDITIONAL HIRING PROCEDURES

ARC Phils shall comply with Reference: Section 19, Article VI of MARINA
Memorandum Circular No. SC-2021-08

Policies and procedures in hiring qualified Instructors, Assessors, Supervisors and

other key personnel Shall be in accordance with the qualification standards set forth
by the MARINA STCW Office, including the following:

Note:
For purposes of ensuing that the conduct of training is properly carried out,
Supervisor will be required as per the Circular on the Accreditation of Instructor
and Assessor. In cases where there are practical exercises and/or assessments
conducted at the practical site, additional Supervisor will be required.

7.2.1.1 Section 19. Human Resources

1. Establish a system in hiring qualified instructors, assessors, supervisors and
other key personnel in accordance with the qualification standards set forth by
the MARINA STCW Office.

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For purposes of ensuring that the conduct of training is properly carried out,
Supervisor will be required as per the Circular on the Accreditation of Instructor
and Assessor. In cases where there are practical exercises and/or
assessments conducted at the practical site, additional Supervisor will be
required.
2. Ensure that the conduct of teaching demonstration forms part in the hiring
procedure of instructors and duly documented in the quality standard system;
3. Establish an Understudy Program for Instructors, Assessors and other
personnel directly involved in the conduct of training and/or assessment, to
ensure readiness to perform their designated duties and responsibilities.
4. There shall be a Development Program for instructors, assessors, and
supervisors to ensure continuing career and professional growth and
development.
5. There shall be a Performance Management System to ensure continuing pool
of qualified and competent human resources.

7.3 AWARENESS

ARC PHILS shall ensure persons during the work under the organization’s control
are aware of the quality policy, relevant objectives, their contribution to the
effectiveness of the quality management including the benefits of improved
performance and the implication of not conforming with the quality management
system.

7.4 COMMUNICATION

Top Management of ARC PHIL ensures internal and external communication takes
place regarding the effectiveness of the management system, internal
communication methods include:
a) Use of corrective and preventive action processes to report nonconformities
or suggestions for improvement.
b) Use of the results of analysis of data
c) Meetings to discuss aspects of the QMS
d) Use of the results of the internal audit process
e) Regular company meetings with all employees

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f) Internal emails
g) Memos to employees
Internal Office communication shall be by telephone or verbal coordination or text
messages. Each item of document shall be signed and received for proof of
document whereabouts taken from their respective files.
Internal communication shall also be individually recorded in Assessment and
Research Center of the Philippines Inc. correspondence forms.

7.5 DOCUMENTED INFORMATION

General

The establishment and maintenance of this Quality System revolves in all

activities of Assessment and Research Center of the Philippines Inc.

The Assessment and Research Center of the Philippines Inc. Quality Policy
management shall ensure the effective and continuous improvement of this
Quality Management System and shall have the commitment to provide
quality training and assessment to seafarers/trainees and examinees.

The Quality Policy and objectives shall be supported by the officers, staff, and
trainers’ through proper understanding, efficient implementation and
maintenance of the Quality Management System in all levels of the
organization.

The Quality Management System Procedure documented, defined, identified

and specified in a particular activity related with the functions, duties, and
responsibilities of personnel should be complied.

The Assessment and Research Center of the Philippines Inc. General

Procedure is the second level of documentation. Checklist is also generated to
ensure compliance to above procedures.

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7.5.1 QUALITY MANUAL

The Quality Management System (QMS) of Assessment and Research Center

of the Philippines Inc. conforms to the requirements of the ISO 9001:2015. The
Quality Management System of Assessment and Research Center of the
Philippines Inc. enhances the management commitments as regards to the
improvement of the quality of the training/assessment process. The Quality
Management System has three (3) levels of Quality Manuals.

ARC Phils Quality Management System Manual.

ARC Phils General Procedures Manuals (x3).
ARC Phils Checklist

The Quality System shall determine the continuous development of the

process.

Interaction between processes shall be:

Inputs from Management Review

Process inputs and compliance of inputs by QACO
Process inputs and compliance of inputs of Maintenance
Process inputs and compliance of inputs of Registration
Process inputs and input compliance of Training Department
Trainees’ assessment
Trainees’ Evaluation of the training experience
Practical assessment of GMDSS examinees
Assessment of Trainee’s Evaluation of the training and the
Examinees evaluation of the GMDSS practical assessment
Control of Internal Audit
Control of Non-conformities
Corrective actions
Opportunities for improvement

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7.5.2 CREATING AND UPDATING

Assessment and Research Center of the Philippines Inc. has established and
maintained documented procedures in the Control of Documents and
its data relating to the Quality Management System. Documented Procedures
has included the applicable document of external origin.

The QMR is authorized to review and recommend to the President for

approval any item or document prior to issue. A revision status log shall be
maintained to identify the status of the document and to preclude the use of
obsolete documents.

CONTROLLED MEASURE INCLUDES

A. Document shall be available for essential operation and effective function

of the quality management system. All documents must be approved
prior to its use.

B. All documents are legible and identifiable. Only current revisions are in
use and changes in the status are clearly identified.

C. Obsolete documents shall be marked and promptly removed from the

manual. The Obsolete Forms are kept in the “Revision Requested” file
together with the “New Form” and “Revision Request Form”.

D. Any obsolete document shall be marked and maybe retained for legal and
knowledge preservation purposes for a maximum period of 5 years or
more when applicable.

(Please refer to ARC Phils - Section 1.0 GP-COD)

7.5.3 CONTROL OF DOCUMENTED INFORMATION

Assessment and Research Center of the Philippines Inc. has established and
maintained documented procedures for controlling quality records for proper
identification, collection, indexing, access, filling storage, maintenance and
disposition of all quality records.

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All quality records of ARC Phils shall be legible and shall be stored and
retained in an area for easy access and shall have the suitable environment to
prevent damage, deterioration and loss.

Retention period and responsibility for quality records of ARC Phils shall be
established and recorded by the respective function within the Training
Center.

(Please refer to ARC Phils Section 2.0 GP- CQR)

Quality Records on contractual agreement shall be made available and for

evaluation of proper authorities. ARC Phils shall maintain a master list of
Quality Record with defined location, duration and responsibility of the
quality record.

Data Protection (Customers)

ARC Phils respects the Right of Privacy of Personal Information of all its
customers, and hereby complies fully to [REPUBLIC ACT NO. 10173] - AN ACT
PROTECTING INDIVIDUAL PERSONAL INFORMATION IN INFORMATION
AND COMMUNICATIONS SYSTEMS IN THE GOVERNMENT AND THE
PRIVATE SECTOR, CREATING FOR THIS PURPOSE A NATIONAL PRIVACY
COMMISSION, AND FOR OTHER PURPOSES.

See Appendix 1 – REPUBLIC ACT NO.10173 "DATA PRIVACY ACT OF 2012"

And Appendix 2 – IRR IMPLEMENTING RULES AND REGULATIONS OF

REPUBLIC ACT NO. 10173, KNOWN AS THE "DATA PRIVACY ACT OF 2012"

4.2.5.1 Definitions

1. "Act" refers to Republic Act No. 10173, also known as the Data Privacy
Act of 2012;
2. "Commission" refers to the National Privacy Commission;
3. "Consent of the data subject" refers to any freely given, specific,
informed indication of will, whereby the data subject agrees to the
collection and processing of his or her personal, sensitive personal, or
privileged information.

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Consent shall be evidenced by written, electronic or recorded means. It

may also be given on behalf of a data subject by a lawful representative
or an agent specifically authorized by the data subject to do so;
4. "Data subject" refers to an individual whose personal, sensitive personal,
or privileged information is processed;
5. "Data processing systems" refers to the structure and procedure by
which personal data is collected and further processed in an
information and communications system or relevant filing system,
including the purpose and intended output of the processing;
6. "Data sharing" is the disclosure or transfer to a third party of personal
data under the custody of a personal information controller or
personal information processor. In the case of the latter, such
disclosure or transfer must have been upon the instructions of the
personal information controller concerned. The term excludes
outsourcing, or the disclosure or transfer of personal data by a
personal information controller to a personal information
processor;
7. "Direct marketing" refers to communication by whatever means of any

advertising or marketing material which is directed to particular

individuals;
8. "Filing system" refers to any set of information relating to natural or
juridical persons to the extent that, although the information is not
processed by equipment operating automatically in response to
instructions given for that purpose, the set is structured, either by
reference to individuals or by reference to criteria relating to
individuals, in such a way that specific information relating to
a particular individual is readily accessible;
9. "Information and communications system" refers to a system for
generating, sending, receiving, storing, or otherwise processing
electronic data messages or electronic documents, and includes the
computer system or other similar device by which data is recorded,
transmitted, or stored, and any procedure related to the recording,
transmission, or storage of electronic data, electronic message, or
electronic document;
10. "Personal data" refers to all types of personal information;
11. "Personal data breach" refers to a breach of security leading to the
accidental or unlawful destruction, loss, alteration, unauthorized
disclosure of, or access to, personal data transmitted, stored, or
otherwise processed;

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13. "Personal information" refers to any information, whether recorded in

a material form or not, from which the identity of an individual is
apparent or can be reasonably and directly ascertained by the entity
holding the information, or when put together with other information
would directly and certainly identify an individual;
14. "Personal information controller" refers to a natural or juridical person,
Or any other body who controls the processing of personal data, or
instructs another to process personal data on its behalf. The term
excludes:
1. A natural or juridical person, or any other body, who
performs such functions as instructed by another person or
organization; or
2. A natural person who processes personal data in connection
with his or her personal, family, or household affairs; There is
control if the natural or juridical person or any other body
decides on what information is collected, or the purpose or
extent of its processing;
15. "Personal information processor" refers to any natural or juridical
Person or any other body to whom a personal information controller
may outsource or instruct the processing of personal data pertaining to
a data subject;

16. "Processing" refers to any operation or any set of operations performed

upon personal data including, but not limited to, the collection,
recording, organization, storage, updating or modification, retrieval,
consultation, use, consolidation, blocking, erasure or destruction of
data. Processing may be performed through automated means, or
manual processing, if the personal data
are contained or are intended to be contained in a filing system;
17. "Profiling" refers to any form of automated processing of personal data
consisting of the use of personal data to evaluate certain personal
aspects relating to a natural person, in particular to analyze or predict
aspects concerning that natural person's performance at work,
economic situation, health, personal preferences, interests, reliability,
behavior, location or movements;
18. "Privileged information" refers to any and all forms of data, which,
Under the Rules of Court and other pertinent laws constitute
privileged communication;
19. "Public authority" refers to any government entity created by the

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Constitution or law, and vested with law enforcement or regulatory

authority and functions;
20. "Security incident" is an event or occurrence that affects or tends to
affect data protection, or may compromise the availability, integrity
and confidentiality of personal data. It includes incidents that would
result to a personal data breach, if not for safeguards that have been
put in place;
21. Sensitive personal information refers to personal information:

1. About an individual's race, ethnic origin, marital status, age, color,

and religious, philosophical or political affiliations;

2. About an individual's health, education, genetic or sexual life of a

person, or to any proceeding for any offense committed or alleged to
have been committed by such individual, the disposal of such
proceedings, or the sentence of any court in such proceedings;

3. Issued by government agencies peculiar to an individual which

includes, but is not limited to, social security numbers, previous or
current health records, licenses or its denials, suspension or revocation,
and tax returns; and

4. Specifically established by an executive order or an act of Congress

to be kept classified.

General principles in collection, processing and retention.

The processing of personal data shall adhere to the following general
principles in the collection, processing, and retention of personal data:

a. Collection must be for a declared, specified, and legitimate purpose.

1. Consent is required prior to the collection and processing of
personal data, subject to exemptions provided by the Act and other
applicable laws and regulations. When consent is required, it must be
time-bound in relation to the declared, specified and legitimate
purpose. Consent given may be withdrawn.

2. The data subject must be provided specific information regarding

the purpose and extent of processing, including, where applicable, the
automated processing of his or her personal data for profiling, or
processing for direct marketing, and data sharing.

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3. Purpose should be determined and declared before, or as soon as

reasonably practicable, after collection.

4. Only personal data that is necessary and compatible with declared,

specified, and legitimate purposes shall be collected.

b. Personal data shall be processed fairly and lawfully.

1. Processing shall uphold the rights of the data subject, including the
right to refuse, withdraw consent, or object. It shall likewise be
transparent, and allow the data subject sufficient information to know
the nature and extent of processing.

2. Information provided to a data subject must always be in clear

and plain language to ensure that they are easy to understand and
access.

3. Processing must be in a manner compatible with declared, specified,

and legitimate purposes.

4. Processed personal data should be adequate, relevant, and limited to

what is necessary in relation to the purposes for which they are
processed.

5. Processing shall be undertaken in a manner that ensures

Appropriate privacy and security safeguards.

c. Processing should ensure data quality.

1. Personal data should be accurate and where necessary for declared,
specified and legitimate purposes, kept up to date.

2. Inaccurate or incomplete data must be rectified, supplemented,

destroyed or their further processing restricted.

d. Personal Data shall not be retained longer than necessary.

1. Retention of personal data shall only for as long as necessary:
(a) for the fulfillment of the declared, specified, and legitimate
purpose, or when the processing relevant to the purpose has
been terminated;

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(b) for the establishment, exercise or defense of legal claims; or

(c) for legitimate business purposes, which must be consistent
with standards followed by the applicable industry or approved
by appropriate government agencies.

2. Retention of personal data shall be allowed in cases provided by

law.

3. Personal data shall be disposed of or discarded in a secure manner

that would prevent further processing, unauthorized access, or
disclosure to any other party or the public, or prejudice the interests of
the data subjects.

e. Any authorized further processing shall have adequate safeguards.

1. Personal data originally collected for a declared, specified, or
legitimate purpose may be processed further for historical, statistical,
or scientific purposes, and, in cases laid down in law, may be stored
for longer periods, subject to implementation of the

appropriate organizational, physical, and technical security measures

required by the Act in order to safeguard the rights and
freedoms of the data subject.

2. Personal data which is aggregated or kept in a form which does

Not permit identification of data subjects may be kept longer than
necessary for the declared, specified, and legitimate purpose.

3. Personal data shall not be retained in perpetuity in contemplation of

a possible future use yet to be determined.

To Summarize:
Trainees’/candidates’ required information
(Personal Information gathered from trainees/candidates must not
include Sensitive Personal/ Privileged Information as stated in the
Data Privacy Act of 2012 such as:
- Race/ethnic origin
- Marital Status
- Age
- Color

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- Religious/Philosophical/ Political affiliations

- Education
- Gender
- Issued by government agencies “peculiar” (unique) to an individual,
such as social security number)

8.0 OPERATION
8.1 OPERATIONAL PLANNING AND CONTROL

In line with the Quality Management System, Assessment and Research

Center of the Philippines Inc. shall plan and develop the process necessary for
its product and service realization.

Assessment and Research Center of the Philippines Inc. shall assess and
continually ascertain the knowledge and skills, their qualification and
suitability for the position being held and course taken.
The assessment includes qualification and knowledge of the course applicable
for each crew functions aboard ship.

All trainees shall undergo instruction, theoretical and practical assessment

applicable to each position and function on each course.

Examinees in the GMDSS practical assessment shall undergo the briefing,

hands-on familiarization and actual practical examinations with the objective
of assessing his/her competency as per STCW requirements.

The assessor is responsible for the conduct of theoretical and practical

assessment and makes recommendations to the General Manager/Training
Director for the issuance of appropriate certificates.
The Training Manager /General Manager /Assessor, may also
serve as the Supervisor.

8.2 REQUIREMENTS FOR PRODUCT AND SERVICES

8.2.1 CUSTOMER COMMUNICATION

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Assessment and Research Center of the Philippines Inc. ensures that the
requirements are in compliance with the international standard in accordance with
the STCW ’78 as amended, and the requirements of the Maritime Industry Authority
(MARINA).

CUSTOMER RELATED PROCESS

8.2.2 DETERMINATION OF REQUIREMENT RELATED TO THE SERVICE
(PRODUCT)
a) Assessment and Research Center of the Philippines Inc. ensures that the
requirements are in compliance with the international standard in accordance
with the STCW ’78 as amended, and the requirements of the Maritime
Industry Authority (MARINA). Risks have been identified and considered.

8.2.3 REVIEW OF REQUIREMENT RELATED TO THE SERVICE PRODUCT

All requirements shall be in accordance with the government requirement in
compliance to international standards and STCW ’78 as amended.
Any amendments to the international standards shall be complied.
The conducted review and corresponding action taken shall be properly
recorded and maintained.

8.2.4 CHANGES TO THE REQUIREMENTS FOR PRODUCT AND SERVICES

Assessment and Research Center of the Philippines Inc. shall establish

continuous communication with the principals, manning companies and
seafarer/trainee by any means available for any matters related any changes
or additional requirements to the course taken. The same shall apply for those
who have successfully passed the GMDSS practical examinations.

Note: ARC PHILS shall retain documented information whenever

amendments and changes are done.

8.3 DESIGNS AND DEVELOPMENT OF PRODUCT/SERVICES

8.3.1 DESIGN AND DEVELOPMENT PLANNING

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As Training Center, ARC PHILS is presently conducting in-house training as

its main service to our clients and plans to conduct the mandatory courses for
seafarers/trainees.

As an Assessment Center for GMDSS practical examination, continuous

improvement in liaison with MARINA shall be maintained.

ARC PHILS will continuously plan for the development of its courses and
assessment instruments conducive to the services being offered.

Each plan will pass through proper review, verification and validation prior
to its use.

Each department head or most senior officer will be responsible for the
proper implementation of the above

8.3.2 DESIGN AND DEVELOPMENT INPUTS

ARC Phils designs and develops in-house courses based on the demands of
our clients’ feedback.

Inputs for the training process shall be consolidated and implemented as

planned in the Management Review Meeting.

Quality Assurance & Compliance Officer shall inform the audited, the follow
up date on the proposed corrective and preventive action, on which the
implementation and its effectiveness shall be verified.

8.3.3 DESIGN AND DEVELOPMENT CONTROLS

To ensure and maintain the quality service, continuous improvement and

development, the entire training and assessment process shall undergo the
Internal and External Audit as part of the QMS.

8.3.4 DESIGN AND DEVELOPMENTAL OUTPUT

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The result of the audit shall be verified in such manner of importance of the
area or function being audited and the extent of NCR previously issued to the
area or function.

8.3.5 DESIGN AND DEVELOPMENTAL CONTROL

The result of the verification shall be validated by the QACO by testing and
reporting the result of the IQA to the President.

8.3.6 DESIGN AND DEVELOPMENT CHANGES

Control shall be implemented by means of continuous monitoring and

continuous application of the entire QMS process and any changes shall be planned
and discussed in the Management Review Meeting.

FLOW CHART FOR DESIGN AND DEVELOPMENT

Diag-2016-001

If yes, proceed to Planning Stage,

During the Management Review, Using Identify Sections or Manuals that will
Form AD-25, determine if there is a need be affected, Exercises or Training
to Design and or Development of Course, Modules, or equipment that needs to
Programs, Systems, Equipment or be improved. This will include the
Facilities.
Instructors Techniques, if required
special courses or training, etc.
including Cost Analysis and Gant
Charts or Time Planning.

OUTPUT STAGE. Once all INPUTS has

been collected and reviewed and
INPUTS STAGE. Once the Planning Stage
approved, the Team goes into the
REVIEW, VERIFICATION, Completed,
OUTPUT STAGE. The changes in the
VALIDATION STAGE. the Plan is Approved by the President, the
Manuals, Systems, or Exercises and
The OUTPUT isby:
reviewed, Team proceeds
Prepared
Trainings are produced, Overified,
Q A Cthe documents and 54 of 65
validated forEquipment
complianceareaccording to INPUT Stage. This is where the Plan is
printed, the installed,toetc.
the
PLAN. executed,
finalized, and detailed.
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Control of Design and Development

Changes. Every step of the way, the QMR
will control the final OUTPUT and
Product, to conform to strict quality
controls.

Approval

The QACO will verify and approve each

stage of Design and Development.

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8.4 CONTROL OF EXTERNALLY PROVIDED PROCESS, PRODUCTS

AND SERVICES
.

8.4.1 EXTERNALLY PROVIDED PRODUCTS AND SERVICES

(PURCHASING)

ARC PHIL ensures that externally provided products or services conform to

specified purchase requirements. The type and extent of control applied to the
supplier and the purchased product is dependent on the effect on subsequent
product realization or the final product.
ARCH PHIL evaluates and selects suppliers based on their ability to supply product
and services in accordance with organization’s requirements. Criteria for selection,
evaluation and re- evaluation are established. This is done once a year.
Purchases are made via the release of formal purchase orders and/or contracts
which clearly describe what is being purchased. Received products or services are
then verified against requirements to ensure satisfaction of requirements. Supplies
who do not providing conforming products or services may be requested to conduct
formal corrective action.
These activities are further defined in the documents. Control or Externally
Provided Products, Processes and Services. (Please refer to ARC Phils Section 12
GP- POPS)

8.5 PRODUCTION AND SERVICE PROVISION

8.5.1 CONTROL OF PRODUCTION AND SERVICE PROVISION

Processes which directly affect the quality of Assessment and Research

Center of the Philippines Inc. services are identified and planned to ensure
that they are carried out under controlled conditions but not limited to the
following:

▪ Processes defining the manner of training and conduct of the training.

▪ Proper record keeping of the documents and record of Assessment and

Research Center of the Philippines Inc. and the trainees/examinees.
▪ Compliance with quality plans and documented procedures.

▪ Monitoring of all processes.

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▪ Approval of new process and necessary resources as appropriate.

▪ Maintenance of office equipment and facilities.

All processes shall be continuously monitored and reviewed for effective

implementation.

Validation of Processes for Service Provision

Assessment and Research Center of the Philippines Inc. shall validate the
identified processes to be controlled particularly where nonconformity is
noted after a service has been rendered. Validation includes the following:

▪ Areas of nonconformity noted are reviewed for rectification and approval

of the new process.
▪ The personnel involved are assessed.

▪ Specific operational procedures rectified as necessary.

▪ Maintenance of records.

▪ Revalidated and approved new process to be observed.

President and department heads concerned are responsible for reviewing the
efficiency and effectivity of the current process utilized. Concerned personnel
must be properly informed of the changes and recorded.

Review and approval of the new process must be a continuous effort to

improve the quality of service.

8.5.2 IDENTIFICATION AND TRACEABILITY

Seafarers/trainees/examinees related activities should be identified and

traced during the whole process of training/assessment from enrollment to
certification.

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Seafarers/trainees/examinees trained/assessed in Assessment and Research

Center of the Philippines Inc. are identified and traceable on the records held
in Assessment and Research Center of the Philippines Inc. office.
Seafarer/trainee’s/examinee’s identification and tractability shall be reflected
in the Registration Department.

8.5.3 CUSTOMER PROPERTY

Assessment and Research Center of the Philippines Inc. control all acquired
relevant documents. This document shall be under the responsibility of the
DDC such as:

▪ Training and instruction materials

▪ Books references

▪ ISM/SMS Manual

▪ Video tapes and supplementary instruction

▪ Computer hardware and software

▪ Customer Properties are clearly marked and are preserved as per these
procedures. A separate list with a mark of “Customer Property” shall be
maintained.

The documents are kept updated through the proper coordination by the
training director with the concerned parties.

These documents are recorded in the Record files index. Records of these
documents are maintained. Any change and loss of these documents shall
be reported to the President.

8.5.4 PRESERVATION OF SERVICE

Assessment and Research Center of the Philippines Inc. shall provide process
methods in handling during the processing of documents to prevent damage

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or deterioration. All personnel shall properly implement the corresponding

processes relevant to handling of documents.

Assessment and Research Center of the Philippines Inc. shall identify and
use filing cabinets with locks as designated storage areas for the forms and
records being used in the process and other relevant documents to prevent
damage and deterioration.

All officers, staff and personnel concerned are responsible in ensuring the
processes are in conformance to the service requirement.

8.5.5 POST-DELIVERY ACTIVITIES

The Organization shall meet requirements for post-delivery activities

associated with the products and services.

a) Statutory and Regulatory requirements

b) The potential undesired consequences associated with its products and
services
c) The nature, use and intended lifetime of its products and services
d) Customer Requirements
e) Customer Feedback
8.5.6 CONTROL OF CHANGES

The organization shall review and control changes for production or service
provision, to the extent necessary to ensure continuing conformity with
requirements.

The organization shall retain documented information describing the results

of the review of the changes, the person(s) authorizing the change, and any
necessary actions arising from the review.

8.6. RELEASE OF PRODUCTS AND SERVICES

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The organization shall implement planned arrangements, at appropriate

stages, to stages, to verify that product and service requirements have been
met.

The release of products and services to the customer hall not proceed until
the planned arrangements have been satisfactorily completed, unless
otherwise approved by a relevant authority and applicable, by the customer.

The organization shall retain documented information on the release of

products and services. The documented information shall include:

a) Evidence of conformity with the acceptance criteria;

b) Traceability to the person(s) authorizing the release

8.7 CONTROL OF NON-CONFORMING SERVICE

Assessment and Research Center of the Philippines Inc. shall establish and
maintain documented procedures pertaining to customer satisfaction to
ensure that services and documents that are not in accordance to the
requirements are prevented.

The review and disposition of nonconforming services shall be the

responsibility and authority of the department heads.

Disposition of nonconforming documents shall be reported to the President

for concession and shall be reviewed, verified and recorded.

(Please refer to ARC Phils Section 5.0 GP- NCS)

9.0 PERFORMANCE EVALUATION

9.1 MONITORING, MEASUREMENT ANALYSIS AND EVALUATION

Assessment and Research Center of the Philippines Inc. shall plan and
implement the monitoring, measurement, analysis and various improvement
processes needed to effectively conduct operation in accordance with the
requirements of the Quality Management System.

Measure and analyze the effectiveness of its current processes and look for
ways and means for further improvement.

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Use various methods of statistical techniques in measuring conformity of

services.

Develop plans for continuous improvement and effectiveness of the Quality

Management System.

It shall be the direct responsibility of the QMR to initiate plans for the
continuous improvement of its current system with statistical approach from
the data gathered and from the feedback from other sources.

The department heads shall likewise be equally responsible for measuring the
effectiveness of the current processes being used and recommend possible
changes if necessary.

9.1.1 CUSTOMER SATISFACTION

Assessment and Research Center of the Philippines Inc. shall closely monitor
the various feedback, inquiries, complaints and suggestions pertaining to the
services rendered. Data shall be collated and analyzed to determine any
problem in the QMS.

9.1.2 ANALYSIS OF DATA

Analysis of applicable data shall be established as one means of determining

the effectiveness of the Quality Management System and for identifying
where improvements can be made.

Assessment and Research Center of the Philippines Inc. shall collect data
gathered by measuring and monitoring activities and other relevant sources.

Assessment and Research Center of the Philippines Inc. analyze applicable

data to provide information in:
▪ Data gathered from internal audit.

▪ Customer complaints, feedback and inquiries.

▪ Conformance to government regulations

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In analyzing significant data, Assessment and Research Center of the

Philippines Inc. shall ensure that sufficient information is provided on the
following:

▪ Customer complaint.

▪ Conformity to government regulations.

▪ Character and trends of processes and services including opportunities for

improvement.
▪ Trainer’s performance.

The QMR together with the Department Heads shall be in charge of

analyzing data.

9.2 INTERNAL AUDIT

Assessment and Research Center of the Philippines Inc. shall conduct a

comprehensive system of planned and documented internal audit to verify
the Quality Management System activities to comply with planned
arrangement and to determine the effectiveness of the quality system.

Internal Quality Audit shall be conducted once a year. Assessment and

Research Center of the Philippines Inc. shall establish and maintain
documented procedures in the conduct of internal audit.

The auditor(s) shall be suitably experienced, trained and/or certified to

conduct internal quality audit

Internal audit shall schedule on the basis of the status and importance of the
activity and the result shall form as an integral part of the input to
management review meeting. Findings shall be classified either minor (failure
to meet one requirement of a clause) non-conformity or major (absence or a
total breakdown of a system) non-conformity.

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The audit and follow up action shall verify and record the implementation
and effectiveness of the corrective action taken. The audit shall be brought to
the attention of the personnel having responsibilities of the area being
audited. The personnel responsible of the area shall take timely corrective
action on the deficiencies found during the audit.

All staff of Assessment and Research Center of the Philippines Inc. shall
be properly trained and oriented by the QACO with regards to the conduct of
Internal Quality Audit and shall properly implement its relevant procedures.

(Please refer to ARC Phils Section 4.0 GP- IQA)

9.3 MANAGEMENT REVIEW

9.3.1 GENERAL
Management review meetings shall be held annually and during such time
necessary.
Management review committee composed of the following:

a. President
b. General Manager/ Training & Assessment Director
c. Assessor
d. Administrative Officer
e. Registrar

Minutes of the meeting shall be maintained and documented and shall be

considered quality record.

In case of absence of one of the management review committee, there must

be a representative assigned to take over.

a. the status of actions from previous management reviews

b. the extent to which the quality objectives have met
c. process performance and conformity of product and services
d. non conformities and corrective actions
e. monitoring and measurement result
f. audit results

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g. performance of the external providers

h. adequacy of resources
i. effectiveness of actions taken to address risk and opportunities
j. opportunities for improvement

9.3.2 REVIEW OUTPUT

The output from the management review shall include actions related to:
a. Opportunities for improvement
b. Any need for changes in the QMS
c. Resources needed.

(Please refer to ARC Phils – Section 3.0 GP – MRM)

10.0 IMPROVEMENT
10.1 GENERAL

Assessment and Research Center of the Philippines Inc. shall continually improve its
quality management system. It shall utilize the quality policy, quality objective,
audit results, analysis of data and corrective/preventive action to further enhance
the quality system.

The organization shall continually improve through analysis of problems by going

to the root cause and find a responsive solution. Pro-active attitudes shall be
resorted to avoid potential nonconformities.

All personnel of Assessment and Research Center of the Philippines Inc. shall be
responsible for the identification and positive action geared towards continuous
improvement.

10.2 NON-CONFORMITY AND CORRECTIVE ACTION

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Assessment and Research Center of the Philippines Inc. shall establish a

process for reducing or eliminating the cause of non-conformity.

The system procedure for the corrective action process includes but not
limited to:

▪ Identification of non-conformity (including customer complaints);

▪ Determination causes of non-conformity;

▪ Evaluation of the need for action to ensure that non-conformities do not

re-occur;
▪ Implementation of any actions determined necessary to ensure that non-
conformities do not re-occur;
▪ Recording the result of action taken;

▪ Follow up action to ensure corrective action is effective.

▪ Update risks and opportunities determined during planning

(Please refer to ARC Phils Section 6.0 GP- CA)

10.3 CONTINUAL IMPROVEMENT

The organization shall continually improve the suitability, adequacy and

effectiveness of the Quality Management System.

Opportunities for improvements shall be prioritized by management/supervisor and shall be

addressed within a year.

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