SQF - signing of policies

Good morning, 

Our QA Manager / SQF Practitioner has recently left our company and our SQF audit window opens in 2 weeks.  All of our policies have been recently reviewed and are signed by the QA Manager / SQF Practitioner.  Would a SQF auditor have an issue with the policies being signed by someone that is no longer with our company ?  How does one address this issue in light of the short time frame for our audit ?  Any suggestions and feedback would be greatly appreciated.

Thanks! :smile:

Good morning, 

 

Our QA Manager / SQF Practitioner has recently left our company and our SQF audit window opens in 2 weeks.  All of our policies have been recently reviewed and are signed by the QA Manager / SQF Practitioner.  Would a SQF auditor have an issue with the policies being signed by someone that is no longer with our company ?  How does one address this issue in light of the short time frame for our audit ?  Any suggestions and feedback would be greatly appreciated.

 

Thanks! :smile:

Hi Kelly,

Does a replacement QA Mngr/SQF Practitioner exist ?

There should be a "backup". Who is the backup- of QA Manager/SQFP? They will replace in absence of them.

The job is currently being posted for the replacement QA Manager, however, it is highly unlikely that we will have a new hire in place prior to the audit.  We do have a SQF Practitioner in house.   Do we need to re-print and sign all the policies with our existing SQF Practitioners signature ?  Could we just add our SQF Practitioners signature to our existing signed documents until the new QA manager is hired ?  Trying to be compliant and environmentally conscious at the same time.  Thanks all for any suggestions.

Your company is required to have an SQF Practitioner (regardless of their main title.)

As  you know SQF code requires a provision to cover for each person.

Thus, your backup person for the Quality Manager/SQFP position automatically covers.

I hope this person was in on the annual review of your system - if that is the case, that person needs to counter sign and do an explanation sheet for the auditor.

If that person was not in the review - you will need to do a re-review now and have him/her sign off.

This person will need to step into the role quickly and get up to speed on SQF (if they haven't done so already.)

Considering how some Auditors play domino's - you may need to revamp your provisions to cover for your secondary SQF Practitioner who will now take over the key SQFP position.

This all is from personal experience with two of our clients that have had the same thing happen.

Thanks Glenn - really appreciate your insight into this issue.

There is also provision in the SQF code for extensions on audits for extenuating circumstances / emergencies. You can submit a request with explanation if you think the change might result in a failure of the audit due to staffing loss but it's not a guarantee as you should have adequate coverage for the position. If it's just a matter of signatures and you have someone that can step in to the role, then what Glen said above, take the necessary interim measures and good luck with the audit.