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JACIE Accreditation Pre-inspection Process

Step 1: Self-audit & Inspection Checklist

The Inspection Checklist is fundamental to the Accreditation process. Download it and perform a self-audit against the standards to determine which areas of your centre require attention. The definitive list will be submitted to JACIE later, along with your application form. You can also download the Inspection Guide for an overview of the entire process.

When your centre is ready, begin to complete the definitive checklist. Detailed instructions are included in the document itself. First-time applications must be accompanied by the completed Checklist. Reaccreditation applications can be accepted without the Checklist, but it must be submitted later along with the pre-inspection documents. 

Step 2: Identify Resources

Determine the National Representative for your country. Your National Representative will be able to assist you with any specific national issues. Determine if there are any JACIE Inspectors in your country, as they may be willing to assist you with a mock inspection. If you do approach an inspector and they conduct a mock inspection, you must inform the JACIE Office. This inspector will not be considered for participation in the actual inspection.

Step 3: Submit the application

Discuss and confirm with your team some dates that would be suitable for the on-site inspection, as you will have to note these in your application. The dates proposed should be at least 6 months from the date that you plan to submit your application.

Complete the rest of your application form and submit it along with the Inspection Checklist to jacie@ebmt.org. You may need to respond to requests for information or clarification.

Once your application is approved, you must approve and sign the Quotation & Accreditation Agreement and pay your invoice within 30 days of its receipt.

Step 4: Prepare Pre-inspection Documents

Centres applying for accreditation are required to submit documentation in advance of the inspection. This documentation is requested so that the inspectors can understand the centre's activity and organisation and also to check compliance with some of the standards before the on-site visit. 

The documents are submitted in a pre-formatted .ZIP file that contains folders for the various types of documents to jacie@ebmt.org. The file and instructions can be downloaded below.

When do I have to send these documents?

Applicant centres will be required to submit the Pre-audit documentation within 30 days from receipt of the service agreement signed by the centre’s representative. Where an applicant delays more than 30 days in submitting the pre-audit documentation, the accreditation process of the centre will be considered expired and the centre must restart the process.

What if I send a document and then it is updated in our system?

Any revised documents should be sent to the JACIE Office before the inspection, clearly indicating what changes have been made and what document should be replaced.

What does JACIE do with these documents?

Firstly, staff at the JACIE Office check the folders' contents. Staff do not assess the quality of the documentation, only that a file or document is present. The inspectors assess the contents of the documents. If documents appear to be missing, the JACIE Office will contact the centre to ask for the documents. 

After this check, the documents are distributed to the Inspection Team members for their preparations. An inspector may request additional documents in advance of the inspection. 

The files are also stored electronically by the JACIE Office in the folders created for each centre after application. On occasion, these files may also be consulted by the Inspection Report Assessors when they review the Inspection Reports and by members of the Accreditation Committee. In the rare event of an appeal to the JACIE Committee, the Committee members may also be given access to these files if necessary.

In all cases, anyone given access to the files is reminded of their obligation to keep confidential any information contained therein. 

These files are maintained indefinitely. 

How does JACIE store and distribute these documents?

JACIE uses a cloud-based service for document storage and distribution: Dropbox. The system is secured using industry-standard encryption combined with other measures to protect data. See below for full security specifications. 

While our strong preference is to use Dropbox to distribute files, there may be technical or other reasons that do not permit us to do so. In these cases, documents may also be distributed via email as attachments or on CD or USB memory sticks via regular postal or messenger services. 

Important notice: The centre should consider if there are any documents that require special handling, such as the MED-A forms or other files. It is recommended that an internal discussion among the centre team be held before documents are submitted. Unless JACIE is told otherwise, we will assume that all documents can be stored and distributed using the above services. It is the responsibility of the centre to notify the JACIE Office if exceptions to this policy are required. In those cases, alternatives will be considered and discussed with the centre.

Dropbox security specification

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The personal data provided will be processed according to the General Data Protection Regulation (GDPR 2016/679 ) and incorporated to a file property of EBMT which will be allocated in the EEA (European Economic Area) or in countries that are provided with the same level of protection for privacy such as countries that adhere to EU-US and Swiss-US Privacy Shield Frameworks.
Data Subjects have the right of access to his or her data and the right to rectification of any inaccurate or incomplete personal data. The Data Subject also has the right to withdraw consent, this wish will be respected, and the personal will no longer be made available. If the processing operation is unlawful the Data Subject has the right to request deletion of that data. Please write to data.protection@ebmt.org