Policies

ITICP Code of Conduct

The Institute of Testing, Inspection and Certification Professionals

Version 1 approved by the Board 17 April 2025

Introduction As a professional membership organisation, the Institute of Testing, Inspection and Certification Professionals (ITICP) sets clear expectations for the conduct and professionalism of its members. This Code of Conduct outlines the standards required of all members and represents a benchmark of ethical and professional behaviour.

It is expected that these standards will exceed general legal requirements and be upheld through disciplinary measures where necessary, including suspension or removal from membership.

Members are responsible for applying sound professional judgement in all activities, and are encouraged to seek guidance from ITICP in cases of uncertainty.

Scope

• This Code applies to all members of ITICP, regardless of grade, role, location, or area of specialism.
• It applies to individual members and not to the organisations they may represent or be employed by.
• All members are bound by this Code as a condition of ongoing membership.

1. Duty to the Public You shall:

• Prioritise public safety, privacy, environmental sustainability, and overall wellbeing in all professional activities.
• Respect the lawful rights of all parties affected by your work, including clients, end-users, and the public.
• Treat others fairly and without discrimination based on sex, gender identity, marital status, nationality, ethnicity, race, religion, age, disability, or any other status.
• Champion accessibility, inclusion, and equal opportunities in the fields of testing, inspection, and certification.

2. Professional Competence and Integrity You shall:

• Undertake only those responsibilities for which you are competent and qualified.
• Not misrepresent your qualifications, experience, or capabilities.
• Maintain and develop your professional knowledge through continuous professional development (CPD), staying up to date with relevant laws, standards, and technological advancements.
• Understand and comply with all applicable legislation in your professional activities.
• Value different perspectives, offer and accept honest feedback, and strive for continual improvement.
• Avoid causing harm to individuals, organisations, property, or reputations through negligence or misconduct.
• Reject and avoid offering or accepting bribes, unethical inducements, or conflicts of interest.

3. Duty to Employers, Clients and Relevant Authorities You shall:

• Carry out your responsibilities diligently and in accordance with professional judgement, even where this may differ from employer or client expectations.
• Disclose any conflicts of interest that may arise in the course of your duties.
• Take personal responsibility for your work, and for the work of others you supervise or mentor.
• Maintain confidentiality of information gained in a professional context, unless legally or ethically required to disclose it.
• Present information truthfully and not exploit others' lack of experience or knowledge.

4. Duty to the Profession You shall:

• Uphold and promote the reputation of the testing, inspection, and certification profession.
• Contribute to the development and enforcement of professional standards and practices.
• Represent ITICP positively and support its aims and values.
• Act with courtesy, respect, and integrity in all professional relationships.
• Support and encourage other professionals in their development and growth.

Leadership and Further Guidance If you are in a leadership, supervisory or executive position, you are expected to:

• Encourage and support the professional development of colleagues and those under your guidance.
• Ensure individuals are not penalised for raising legitimate concerns, including those relating to ethics or conflicts of interest.
• Model ethical behaviour and promote adherence to this Code within your teams and organisations.

Interpretation and Additional Notes

• "Relevant Authority" refers to any employer, client, regulator, or institution that holds responsibility for or authority over the member's work.
• "Legislation" refers to any laws, regulations, or standards relevant to the member's professional activities and jurisdictions of operation.
• This Code does not limit members from also complying with the codes of other professional bodies, but such codes cannot override the obligations of this Code.

Reporting and Disciplinary Action Members have a duty to report any known or suspected breaches of this Code. Concerns may be raised confidentially to ITICP. Breaches will be reviewed in accordance with ITICP's disciplinary process, and sanctions may include suspension or termination of membership.

ITICP Complaints Policy

The Institute of Testing, Inspection and Certification Professionals

Version 1 approved by the Board 17 April 2025

1. Introduction This policy sets out the procedures for handling complaints related to ITICP membership services, events, qualifications, communications, or any other activity delivered or endorsed by the Institute of Testing, Inspection and Certification Professionals (ITICP).

We take all complaints seriously and aim to resolve concerns promptly, fairly, and transparently. Any person receiving a direct or indirect service from ITICP is entitled to use this process.

2. Scope This policy applies to complaints from:

• ITICP members (at any grade)
• Applicants
• Event participants
• Members of the public affected by an ITICP activity
• Partner organisations and stakeholders

Please note: Appeals concerning membership decisions or disciplinary outcomes are subject to separate appeal procedures. See section 7.

3. How to Raise a Complaint We encourage resolution at the earliest stage. In many cases, a concern can be resolved quickly by contacting a relevant member of staff informally by phone or email.

If the issue cannot be resolved informally or you wish to raise a formal complaint, please:

• Submit your complaint in writing (via email or post)
• Clearly state that you are making a formal complaint

Your complaint will be directed to the appropriate team and investigated accordingly.

4. What Information Should I Include? To help us investigate your complaint effectively, please include:

• Your full name and contact details
• A clear description of your complaint
• Dates, times, and names of any individuals involved (where known)
• Supporting documents or correspondence
• Relevant event, service or membership details

5. What Happens Next?

• We will acknowledge your complaint within 3 working days of receipt
• You will be notified within a further 5 working days who will be investigating your complaint
• An independent and impartial investigation will be conducted

We aim to respond within 20 working days of appointing an investigator. If the matter is complex, we will keep you informed with progress updates every 5 working days.

At the conclusion, we will contact you with a formal decision and any actions taken.

6. Appeals If you are dissatisfied with the outcome of your complaint, you may appeal the decision.

• Appeals must be submitted in writing, stating clearly that you are appealing a complaint outcome
• Include your reasons for appeal and any new evidence or relevant points

The appeal will be:

• Acknowledged within 3 working days
• Reviewed by a senior member of ITICP not previously involved in the matter
• Concluded within 20 working days (unless otherwise advised)

The outcome of the appeal is final.

7. Related Policies and Processes Separate policies exist for:

• Membership application appeals
• Disciplinary investigations and sanctions
• Whistleblowing
• Malpractice or professional misconduct allegations

These can be accessed via the ITICP website or requested from the Secretariat.

8. Contact Details Complaints and appeals should be directed to:

The Secretariat
Institute of Testing, Inspection and Certification Professionals (ITICP)
631 Birchwood Boulevard
Birchwood, WA3 7QZ
Email: info@it-icp.org.uk

9. Policy Review This policy will be reviewed annually by the ITICP Board or designated governance committee and updated based on feedback, regulatory guidance, or operational needs.

This policy is effective from the date of publication and supersedes any previous complaints procedure issued by ITICP.

ITICP Data Protection and GDPR Policy

The Institute of Testing, Inspection and Certification Professionals

Version 1 approved by the Board 17 April 2025

1. Introduction The Institute of Testing, Inspection and Certification Professionals (ITICP) is committed to protecting the privacy and personal data of its members, partners, staff, volunteers, and stakeholders. This Data Protection and GDPR Policy outlines how ITICP collects, uses, stores, shares, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other relevant legislation.

2. Purpose This policy ensures:

• Compliance with data protection law and best practices
• Protection of the rights of individuals whose data we process
• Transparency about how we handle personal data
• Robust and secure processing of personal information

3. Scope This policy applies to:

• All ITICP staff, volunteers, trustees, committee members, and contractors
• All members and users of ITICP services
• All personal data processed by or on behalf of ITICP

4. Legal Basis for Processing ITICP will only process personal data where there is a legal basis to do so. This includes:

• Consent: where the individual has given clear permission
• Contract: to fulfil obligations of a membership or service agreement
• Legal obligation: to comply with legal or regulatory requirements
• Legitimate interest: for the operation and development of the Institute, where it does not override individuals' rights

5. Types of Data Collected We may collect and process the following categories of personal data:

• Name, contact details, and communication preferences
• Membership and application details
• Employment and qualifications history
• Records of training, events, and CPD
• Financial and payment details
• Correspondence and complaint records
• Demographic data (e.g. EDI data, on a voluntary basis)

Special category data (e.g. health or accessibility needs) will only be processed with explicit consent or where required for essential services.

6. Data Collection and Use Data is collected through:

• Membership applications and renewals
• Event registrations and CPD submissions
• Website and online forms
• Direct communications and correspondence
• Surveys, consultations, and feedback forms

Data is used for purposes such as:

• Membership administration
• Communicating with members
• Organising and evaluating events, training, and CPD
• Managing committees and working groups
• Handling complaints and disciplinary matters
• Improving services and conducting research

7. Data Sharing and Third Parties We only share personal data with trusted third parties where:

• It is necessary for service delivery (e.g. payment processors, event platforms)
• Required by law or regulation
• The individual has given consent

All third parties are required to adhere to strict data protection obligations. We do not sell or trade personal data under any circumstances.

8. Data Storage and Security

• Personal data is stored securely using encrypted systems and access controls
• Paper records are held in secure, access-restricted locations
• ITICP implements measures to prevent data breaches, including regular security reviews and staff training

9. Data Retention ITICP retains personal data only as long as necessary for the purposes it was collected. Retention periods are based on:

• Legal, regulatory, or contractual obligations
• Legitimate business needs
• Member expectations

After this period, data is securely deleted or anonymised.

10. Individual Rights Under UK GDPR, individuals have the following rights:

• To be informed about how their data is used
• To access their personal data (subject access request)
• To rectify inaccurate or incomplete data
• To request erasure (the 'right to be forgotten')
• To restrict or object to processing
• To data portability (in some cases)

Requests can be made in writing to the Data Protection Officer (see contact details below). ITICP will respond within one calendar month.

11. Data Breaches ITICP takes all data breaches seriously. In the event of a suspected breach:

• It will be investigated promptly
• Affected individuals will be informed where required
• The Information Commissioner's Office (ICO) will be notified where applicable

12. Responsibilities

• Board of Trustees: overall accountability for data protection
• Data Protection Officer (DPO): ensures compliance and handles queries
• All Staff and Volunteers: must follow this policy and report concerns

13. Training and Awareness

• All ITICP staff, volunteers, and committee members receive data protection training
• Refresher training is provided annually and when legislation changes
• Guidance and resources are made available to all members handling personal data

14. Policy Review This policy is reviewed annually or as required by changes in law or operational practice.

15. Contact Information For questions or to exercise your rights under this policy, contact:

Data Protection Officer
Institute of Testing, Inspection and Certification Professionals (ITICP)
631 Birchwood Boulevard
Birchwood, WA3 7QZ
Email: dpo@iticp.org

This policy is effective from the date of publication and supersedes any previous versions issued by ITICP.

ITICP Inclusivity Policy

The Institute of Testing, Inspection and Certification Professionals

Version 1 approved by the Board 17 April 2025

1. Statement of Commitment The Institute of Testing, Inspection and Certification Professionals (ITICP) is committed to fostering a culture of inclusivity, equality, and respect. We value diversity in all its forms and believe that an inclusive environment leads to a stronger, more innovative, and representative professional community.

2. Purpose The purpose of this policy is to:

• Promote equality, diversity and inclusion (EDI) in all ITICP activities
• Eliminate discrimination, harassment, victimisation or any unfair treatment
• Ensure fair access to membership, services, events, and opportunities
• Encourage representation from underrepresented groups across the profession

3. Scope This policy applies to:

• All members of ITICP
• Applicants for membership or participation in ITICP activities
• Staff, volunteers, and committee members
• External stakeholders and service users

It covers all functions of the Institute, including governance, membership, events, communications, partnerships, and disciplinary processes.

4. Policy Principles ITICP will:

• Provide equal opportunities regardless of age, disability, gender identity, race, ethnicity, sexual orientation, religion or belief, socio-economic background, or any other characteristic protected by law
• Ensure inclusive language and imagery in publications, communications, and learning materials
• Promote inclusive access to professional development, leadership roles, and volunteering opportunities
• Make reasonable adjustments to support participation of individuals with disabilities or additional needs
• Champion intersectionality and ensure our practices reflect lived experiences of marginalised communities

5. Inclusive Practice in Action We will:

• Collect and monitor EDI data (on a voluntary and anonymous basis) to inform policy and improvement
• Provide EDI awareness training to staff, volunteers and committee members
• Actively seek to engage with and amplify voices from diverse backgrounds
• Ensure event venues (virtual or physical) are accessible and inclusive
• Maintain zero tolerance for discriminatory behaviour within the Institute or at ITICP events

6. Responsibilities

• Board of Trustees: Accountable for strategic oversight of inclusivity and compliance
• All Committees: Responsible for embedding inclusivity in planning, decision-making, and execution
• Members and Volunteers: Expected to uphold the values of this policy and challenge inappropriate behaviour

7. Reporting and Resolution Any individual who experiences or witnesses discrimination, harassment, or exclusion in the context of ITICP activities is encouraged to report it to the Secretariat via:

Email: membership@iticp.org
All reports will be treated sensitively and investigated in line with our complaints and disciplinary procedures.

8. Monitoring and Review This policy will be reviewed annually and updated to reflect:

• Feedback from members and stakeholders
• Changes in legislation
• Good practice and guidance from EDI bodies and professional institutions

9. Related Documents

• ITICP Code of Conduct
• Complaints Policy
• Membership Policy
• Disciplinary Procedures

This Inclusivity Policy is effective from the date of publication and applies to all activities, members, and representatives of ITICP.

ITICP Membership Policy

The Institute of Testing, Inspection and Certification Professionals

Version 1 approved by the Board 17 April 2025

1. Introduction The Institute of Testing, Inspection and Certification Professionals (ITICP) exists to promote excellence and integrity within the fields of testing, inspection, and certification. Membership of ITICP signifies a commitment to uphold the highest standards of professionalism, technical competence, and ethical conduct.

This policy outlines the membership structure, eligibility criteria, application process, progression routes, member responsibilities, and the benefits associated with each level of membership.

2. Membership Levels ITICP offers four distinct membership levels:

• Affiliate
• Associate
• Member
• Fellow

Each level recognises the individual's qualifications, experience, and professional contributions.

3. Membership Criteria

3.1 Affiliate Affiliates are individuals with an interest in the testing, inspection or certification sectors who may not yet meet the professional criteria for higher grades. This includes:

• Students in relevant fields
• Professionals new to the sector
• Individuals exploring career pathways

3.2 Associate Associates are early-career professionals or practitioners who are actively working in the field. Eligibility includes:

• A minimum of 1 year of relevant professional experience
• A recognised qualification or training in a relevant subject

3.3 Member Members have demonstrated competence, professionalism, and ethical practice. Eligibility includes:

• A minimum of 3 years of relevant experience
• Recognised technical or academic qualifications (e.g. Level 4 NVQ or equivalent)
• Evidence of continued professional development (CPD)
• Endorsement by a professional peer or supervisor

3.4 Fellow Fellowship is the highest level of ITICP membership and is awarded to senior professionals who have made a significant contribution to the field. Criteria include:

• At least 10 years of professional experience
• Demonstrated leadership or innovation in the sector
• Contribution to the development of standards, mentoring, education, or thought leadership
• Nominated by two current ITICP Members or Fellows

4. Application Process

• Applications must be submitted via the official ITICP platform.
• All applicants must agree to adhere to the ITICP Code of Conduct.
• Supporting documentation (e.g., CVs, certificates, CPD logs) must accompany applications.
• Applications will be reviewed by the Membership Committee.
• Successful applicants will be issued with a digital certificate and member badge corresponding to their level.

5. Membership Responsibilities All members must:

• Uphold the ITICP Code of Conduct
• Maintain professional and ethical behaviour
• Participate in ongoing professional development
• Promote the aims and values of ITICP
• Inform ITICP of any changes in professional status or conduct issues

6. CPD and Progression Members are encouraged to maintain an annual CPD record and seek opportunities for development. Progression through membership levels is supported and encouraged, with members eligible to apply for upgrade as they meet new criteria.

7. Use of Post-Nominals Members may use the following post-nominal letters:

• Affiliate: No post-nominals
• Associate: AITICP
• Member: MITICP
• Fellow: FITICP

8. Member Benefits All ITICP members gain access to:

• A recognised professional network
• Opportunities for professional development
• Access to technical resources and industry updates
• Use of membership logo for professional promotion (subject to terms)
• Events, webinars, and discussion forums
• Participation in working groups and committees

9. Termination or Suspension of Membership ITICP reserves the right to suspend or terminate membership for:

• Breaches of the Code of Conduct
• Failure to maintain eligibility criteria
• Non-payment of membership dues (where applicable)

Members have the right to appeal decisions via ITICP's formal complaints or appeals process.

10. Review and Governance This policy will be reviewed annually by the ITICP Membership Committee to ensure it remains current and reflective of professional standards.

This Membership Policy is effective from the date of publication and applies to all new and existing members of the Institute of Testing, Inspection and Certification Professionals.

ITICP Membership Terms and Conditions

The Institute of Testing, Inspection and Certification Professionals

Version 1 approved by the Board 17 April 2025

1. Introduction These Terms and Conditions govern the rights, obligations, and responsibilities of individuals applying for and maintaining membership with the Institute of Testing, Inspection and Certification Professionals (ITICP). By applying for or renewing membership, individuals agree to abide by these Terms in full.

2. Membership Eligibility

• Membership is open to individuals who meet the criteria outlined in the ITICP Membership Policy.
• Applicants must provide accurate, complete, and up-to-date information.
• ITICP reserves the right to refuse or revoke membership where criteria are not met or where conduct is deemed inappropriate.

3. Membership Categories

• Affiliate
• Associate (AITICP)
• Member (MITICP)
• Fellow (FITICP) Each category has specific entry requirements and associated benefits, as detailed in the Membership Policy.

4. Membership Obligations All members are required to:

• Comply with the ITICP Code of Conduct at all times
• Maintain an accurate member profile with up-to-date contact and employment information
• Notify ITICP of any changes in professional standing that may affect membership eligibility
• Participate in continuous professional development (CPD) as appropriate
• Conduct themselves in a professional and ethical manner, upholding the reputation of ITICP and the wider profession

5. Payment of Fees

• Where applicable, membership fees must be paid in full at the time of application or renewal.
• Membership is valid for 12 months from the date of approval or renewal.
• Non-payment of fees may result in suspension or termination of membership.

6. Use of Post-Nominals and Logos

• Members may use the appropriate post-nominal (AITICP, MITICP, FITICP) only while their membership remains active and in good standing.
• Members may use official ITICP membership logos in accordance with branding guidelines provided by ITICP.
• Misuse of titles, designations or logos may result in disciplinary action.

7. Data Protection and Privacy

• ITICP processes personal data in accordance with relevant data protection laws and its own Privacy Policy.
• Member information will not be shared with third parties without consent, except where legally required.
• Members have the right to access and update their personal data at any time.

8. Conduct and Disciplinary Action

• Breaches of the Code of Conduct or these Terms and Conditions may result in disciplinary action, including warnings, suspension, or expulsion.
• Members have the right to appeal decisions in accordance with ITICP's disciplinary procedure.

9. Cancellation and Termination

• Members may cancel their membership at any time by notifying ITICP in writing.
• Refunds will not be issued unless required by law.
• ITICP reserves the right to terminate membership where conditions are not met or where actions bring the organisation into disrepute.

10. Changes to Terms and Conditions

• ITICP reserves the right to amend these Terms and Conditions at any time.
• Members will be notified of significant changes via email and the ITICP website.
• Continued membership constitutes acceptance of any updates to these Terms.

11. Governing Law These Terms and Conditions are governed by the laws of England and Wales. Disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

These Terms and Conditions are effective from the date of publication and apply to all current and prospective members of ITICP.

ITICP Terms of Reference

The Institute of Testing, Inspection and Certification Professionals

Version 1 approved by the Board 17 April 2025

1. Purpose The purpose of the Terms of Reference is to define the scope, structure, roles, and responsibilities of the governing bodies, committees, and members of the Institute of Testing, Inspection and Certification Professionals (ITICP). It ensures that all parties operate with clarity, transparency, and accountability in pursuit of the Institute's mission and strategic objectives.

2. Governance Structure The governance of ITICP shall include the following bodies:

• The Board of Trustees
• The Membership Committee
• The Professional Standards and Ethics Committee
• The CPD and Education Committee
• Task-specific Working Groups (as required)

Each group operates under these Terms of Reference and any supporting policies or frameworks approved by the Board.

3. The Board of Trustees 3.1 Role:

• Provide strategic direction and oversight
• Approve policies, budgets, and governance documents
• Ensure compliance with legal and regulatory obligations

3.2 Composition:

• Chair
• Vice Chair
• Treasurer
• Elected Trustees (minimum of 3)
• Up to 2 Co-opted Trustees

3.3 Meetings:

• Held quarterly (minimum)
• Quorum: 50% of voting members

3.4 Responsibilities:

• Safeguard the reputation and resources of ITICP
• Appoint and oversee committees
• Review and approve annual plans and reports
• Uphold the ITICP Constitution and Code of Conduct

4. Membership Committee 4.1 Role:

• Assess and approve membership applications
• Monitor adherence to membership policy
• Review and recommend upgrades or removals

4.2 Composition:

• Chair (appointed by the Board)
• At least two other Members or Fellows
• May include external advisors as required

4.3 Meetings:

• Monthly or as required

5. Professional Standards and Ethics Committee 5.1 Role:

• Promote ethical conduct and best practice
• Investigate alleged breaches of the Code of Conduct
• Advise on disciplinary actions and appeals

5.2 Composition:

• Chair (appointed by the Board)
• Minimum of 3 Members or Fellows
• May include legal or regulatory advisors

5.3 Responsibilities:

• Maintain and review the Code of Conduct
• Oversee complaints and whistleblowing procedures
• Ensure fair and impartial handling of disciplinary cases

6. CPD and Education Committee 6.1 Role:

• Support professional development through CPD initiatives
• Promote training, events, and knowledge-sharing
• Liaise with training providers and academic bodies

6.2 Composition:

• Chair (appointed by the Board)
• At least 2 members with education/training experience
• May include representatives from academia and industry

6.3 Responsibilities:

• Maintain CPD policy and reporting framework
• Approve CPD activities and providers
• Advise on educational content and standards

7. Working Groups 7.1 Role:

• Address specific projects, consultations or emerging issues
• Report findings and recommendations to the appropriate committee

7.2 Composition:

• Members and external contributors appointed for relevant expertise
• Temporary or permanent depending on purpose

7.3 Reporting:

• Submit updates and final reports to the relevant committee or Board

8. Code of Conduct All committee and working group members must abide by the ITICP Code of Conduct and declare any conflicts of interest prior to participation.

9. Confidentiality Members involved in governance, review, or disciplinary activities must maintain confidentiality and handle sensitive information with care.

10. Review and Amendments These Terms of Reference will be reviewed annually by the Board of Trustees. Amendments must be approved by a quorum of the Board.

These Terms of Reference come into effect upon approval by the Board of Trustees and apply to all formal ITICP activities and governance functions.