COITB APPEAL PROCESS POLICY

Procedures for appealing decisions related to the certification program, ensuring fairness, transparency, and timely resolution. date: 2025-01-01 (updated)

Purpose

This policy outlines the procedures for appealing decisions related to the certification program. The appeals process provides certified individuals and candidates with a mechanism to seek review of decisions made regarding their certification status or related matters.

1. Submission of Appeals

Certified individuals and candidates may submit an appeal in writing to support@coitb.org within 72 hours of receiving notification of the decision being appealed.

Appeals must include:

• Clear grounds for appeal
• Relevant facts and circumstances
• Supporting documentation or evidence
• The desired outcome or corrective action requested

2. Appeals Handling Process

Upon receipt of an appeal, the Appeals Committee will initiate a review to determine the validity of the appeal and the appropriate course of action.

During review, the Committee may request:

• Additional documentation
• Clarifications
• Statements from involved parties

This ensures that all decisions are evidence-based and aligned with COITB policies.

3. Timeliness of Appeals

To protect the appellant from undue hardship—especially during employment or job placement activities—COITB will process appeals within 72 hours of receipt.

This expedited timeframe:

• Ensures fairness
• Minimizes disruption
• Supports candidate employment needs

4. Decision-Making Authority

The Appeals Committee, comprised of designated impartial members, is responsible for:

• Reviewing evidence
• Evaluating the appeal objectively
• Applying applicable policies
• Making the final decision

Decisions issued by the Appeals Committee are final and binding.

5. Communication

The appellant will be informed of:

• Receipt of the appeal
• Any requests for additional information
• The final decision
• Any follow-up actions required

COITB prioritizes timely, transparent communication to ensure fairness and trust throughout the process.

6. No Staff Representation

COITB staff will not speak on behalf of any individual involved in the appeals process.
This rule safeguards impartiality and eliminates the perception of staff influence.

All communication must come directly from the appellant or their authorized representative.

7. Confidentiality

All materials submitted during the appeals process will be handled confidentially, consistent with legal and policy requirements.

This ensures:

• Privacy protection
• No fear of retaliation
• Secure handling of sensitive information

8. Recordkeeping

COITB will maintain:

• Submitted appeals
• Committee decisions
• Related correspondence

Records are retained per COITB’s document retention schedule and applicable laws.

9. Review and Updates

This policy will be reviewed periodically to ensure:

• Continued effectiveness
• Alignment with industry standards
• Compliance with ISO/IEC 17024 requirements

Revisions may be made as needed to improve fairness, efficiency, and clarity.

By adhering to this policy, COITB affirms its commitment to a fair, transparent, and accountable appeals process that protects the rights and interests of candidates and certificants.