The article outlines key steps for completing the SLCP self/joint-assessment, including using provided resources, involving multiple departments, preparing and uploading appropriate documentation, and considering joint-assessment if needed.
In order to complete an SLCP self/joint-assessment, it is good to spend some time preparing before filling in the Data Collection Tool, which is the first step in this process. Below you can find some additional advice and guidance on how to successfully prepare and fill in the Data Collection Tool.
To familiarize yourself with the Data Collection Tool and its questions, you can use the resources here. The non-functional tool version shows you what the full Tool looks like, including normally hidden, conditional questions and more info boxes. Another file contains all possible SLCP questions in one excel sheet, for easy review and sorting.
Required personnel
Significant resources are required to complete the self/joint-assessment, which is based on data from the last 12 months. Multiple departments (e.g. Human Resources, Sourcing, Health & Safety, Customer Relations) and individuals (e.g. those responsible for managing recruitment, contracts, wages, employee involvement/representation and health and safety) must be involved. We also recommend the involvement of employee and/or union representatives, as applicable, to complete the self/joint-assessment answers.
Here’s an example of personnel for different sections:
Preparing documents
Documentation must be organized and maintained to complete the self/joint-assessment and to prepare for the Verifier’s review of documentation. A generic document list (it is possible that not all items will apply to your facility) is in Annex IV of the Verification Protocol. We also recommend reading through the entire Verification Protocol, because the Protocol contains important information on the verification process and what you can expect from the onsite visit.
On the Accredited Host platform, the facility can upload documents or photos for every question to provide more information. All uploads will be attached to the final verified assessment. Should the facility choose to share the assessment with a business partner, the final verified assessment along with any attached documents/ photos will be shared. SLCP cannot police the type of documentation that the facility uploads. However, SLCP strongly recommends not uploading records that can violate an individual’s privacy or data protection. Examples of appropriate documents to upload are policies, procedures, handbooks, training content, (risk) assessments, and the organization’s certificates/ certifications.
Consider joint-assessment
The facility is encouraged to seek external assistance with the self-assessment and, thus, execute a joint-assessment if they encounter difficulties with Data Collection Tool completion or comprehension. For example, external assistance may be available from Verifier Bodies, SLCP signatories like brands, agents or civil society organizations or other social responsibility consultancies.
Time needed
When completing the SLCP process for the first time, a self/ joint assessment takes approximately two weeks. This is due to the time needed to gather all necessary documents and to coordinate internally. The next time a facility completes an SLCP assessment, they will know which documents and individuals are required, and the Data Collection Tool can then be completed within a few days.
Timelines
Remember, verification needs to take place within 2 months of completing the self/joint-assessment, so plan your work accordingly. A Verifier can only verify facility data in an assessment that has been completed in the past two months. If facility data is older, the Verifier will come back to you and request that you:
- Re-open the self-/joint-assessment on your AH to check if facility data is up to date and re-submit your data with an updated submission date
- Start a new assessment and submit that data for verification
Note: you are prohibited from changing the data after the onsite verification has started.
Also, the Verifier must receive your completed assessment with applicable uploaded documentation no later than 10 working days prior to the scheduled verification date/ window. So, in general, you have about 6-7 weeks between submitting the assessment to the Verifier Body for verification.