WEBVTT

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<i></i>

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Welcome <00:00:08.180>to <00:00:08.280>the <00:00:08.410>Rainforest <00:00:08.960>Alliance <00:00:09.340>module <00:00:09.700>on <00:00:09.860>section

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2.11; <00:00:11.180>‘Conducting <00:00:11.920>a <00:00:11.990>Closing <00:00:12.350>Meeting’- <00:00:13.140>as <00:00:13.330>part <00:00:13.630>of <00:00:13.760>the

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Certification <00:00:14.620>and <00:00:14.800>Auditing <00:00:15.180>Rules <00:00:15.450>e-course.

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After <00:00:17.080>this <00:00:17.250>video <00:00:17.500>you <00:00:17.640>will <00:00:17.790>understand <00:00:18.300>the <00:00:18.380>necessary <00:00:18.830>steps

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to <00:00:19.280>be <00:00:19.390>taken <00:00:19.810>by <00:00:19.930>the <00:00:20.040>different <00:00:20.360>actors <00:00:20.780>involved <00:00:21.280>in

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the <00:00:21.520>closing <00:00:21.900>meeting <00:00:22.270>of <00:00:22.440>an <00:00:22.570>audit.

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This <00:00:24.010>module <00:00:24.430>is <00:00:24.640>applicable <00:00:25.130>for <00:00:25.290>both <00:00:25.530>Farm <00:00:25.930>and

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Supply <00:00:26.390>Chain <00:00:26.640>audit <00:00:26.860>scopes.

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The <00:00:28.320>video <00:00:28.560>is <00:00:28.730>directed <00:00:29.210>at <00:00:29.310>Certification <00:00:30.010>Bodies

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but <00:00:31.130>is <00:00:31.340>highly <00:00:31.660>relevant <00:00:32.120>for <00:00:32.300>all <00:00:32.500>actors <00:00:32.850>that <00:00:33.010>might <00:00:33.240>possibly <00:00:33.750>be

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involved <00:00:34.250>in <00:00:34.340>the <00:00:34.460>closing <00:00:34.860>meeting- <00:00:35.520>so <00:00:36.280>be <00:00:36.490>sure <00:00:37.050>to <00:00:37.190>pay <00:00:37.330>close <00:00:37.610>attention.

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As <00:00:39.500>briefly <00:00:39.840>mentioned <00:00:40.290>earlier, <00:00:41.090>this <00:00:41.330>video <00:00:41.600>will <00:00:41.710>discuss;

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-the <00:00:42.880>personnel <00:00:43.470>and <00:00:43.630>actors <00:00:44.010>who <00:00:44.150>should <00:00:44.380>be <00:00:44.460>present <00:00:44.900>at

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the <00:00:45.060>closing <00:00:45.410>meeting

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-all <00:00:46.720>the <00:00:46.830>key <00:00:47.030>elements <00:00:47.440>that <00:00:47.570>need <00:00:47.750>to <00:00:47.810>be <00:00:47.990>included

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-some <00:00:49.800>tips <00:00:50.130>and <00:00:50.270>recommendations <00:00:50.970>to <00:00:51.090>address <00:00:51.490>common

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occurrences <00:00:52.480>that <00:00:52.640>might <00:00:52.780>happen.

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Conducting <00:00:55.320>a <00:00:55.380>Closing <00:00:55.710>Meeting <00:00:56.040>usually <00:00:56.490>comes <00:00:56.800>after <00:00:57.060>the

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‘Interviews <00:00:57.680>and <00:00:57.830>Worker <00:00:58.160>Files <00:00:58.450>Review’ <00:00:58.850>in <00:00:59.000>the <00:00:59.090>process

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and <00:01:00.110>is <00:01:00.130>usually <00:01:00.540>the <00:01:00.670>last <00:01:00.940>thing <00:01:01.190>to <00:01:01.300>be <00:01:01.410>executed <00:01:01.920>before

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performing <00:01:02.800>the <00:01:02.940>‘Audit <00:01:03.190>Termination’.

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Now <00:01:05.610>that <00:01:05.760>you’re <00:01:05.950>aware <00:01:06.430>of <00:01:06.700>where <00:01:06.950>in <00:01:07.090>the <00:01:07.190>auditing <00:01:07.520>process

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the <00:01:08.450>conduction <00:01:08.610>of <00:01:08.750>a <00:01:08.780>closing <00:01:09.130>meeting <00:01:09.370>occurs,

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let’s <00:01:10.500>get <00:01:10.780>into <00:01:11.040>the <00:01:11.120>nitty-gritty!

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First <00:01:13.150>and <00:01:13.270>foremost, <00:01:13.780>it’s <00:01:14.140>the <00:01:14.230>Certification <00:01:14.950>Body’s <00:01:15.260>responsibility

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to <00:01:16.340>conduct <00:01:16.760>a <00:01:16.810>closing <00:01:17.170>meeting <00:01:17.570>with <00:01:17.740>at <00:01:17.900>least <00:01:18.380>the <00:01:18.520>audit <00:01:18.770>team.

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Besides <00:01:20.140>from <00:01:20.300>the <00:01:20.390>audit <00:01:20.640>team, <00:01:21.270>the <00:01:21.410>other <00:01:21.650>key <00:01:21.910>persons <00:01:22.340>to

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participate <00:01:22.990>in <00:01:23.060>the <00:01:23.150>closing <00:01:23.500>meeting, <00:01:23.920>if <00:01:24.180>available <00:01:24.680>and

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appropriate <00:01:25.410>to <00:01:25.590>the <00:01:25.700>type <00:01:25.910>of <00:01:26.050>audit, <00:01:26.470>are:

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-Management <00:01:28.160>representative

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-HR <00:01:30.020>or <00:01:30.760>payroll <00:01:31.130>staff

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-Management <00:01:32.790>of <00:01:32.940>processing <00:01:33.440>facilities

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if <00:01:34.780>applicable

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-Representative <00:01:36.680>of <00:01:36.860>Occupational <00:01:37.510>Health <00:01:37.890>and <00:01:38.090>Safety <00:01:38.500>Committee

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-Workers <00:01:40.180>Representative, <00:01:40.920>including <00:01:41.460>trade <00:01:41.740>unions

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-Assess <00:01:43.580>and <00:01:43.720>Address <00:01:44.100>Committee <00:01:44.540>Representative

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-Gender <00:01:46.200>Committee <00:01:46.570>Representative

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-Grievance <00:01:48.330>Committee <00:01:48.700>Representative

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-Any <00:01:50.350>other <00:01:50.650>relevant <00:01:51.070>committee

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Moving <00:01:52.730>on <00:01:52.870>from <00:01:53.060>the <00:01:53.180>relevant <00:01:53.530>personnel <00:01:53.930>to <00:01:54.060>be <00:01:54.160>present,

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it’s <00:01:54.880>now <00:01:55.080>time <00:01:55.410>to <00:01:55.510>discuss <00:01:55.890>some <00:01:56.110>key <00:01:56.350>elements <00:01:56.770>that <00:01:56.910>should <00:01:57.150>be

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included <00:01:57.760>by <00:01:57.920>the <00:01:58.040>Certification <00:01:58.750>Body <00:01:59.010>in <00:01:59.220>the <00:01:59.320>closing <00:01:59.810>meeting.

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1. <00:02:01.820>An <00:02:01.960>explanation <00:02:02.730>that <00:02:02.910>the <00:02:03.050>audit <00:02:03.280>process <00:02:03.670>used <00:02:03.900>a <00:02:03.970>sample-based <00:02:04.790>and
risk-based

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2. <00:02:07.620>Mention <00:02:08.150>the <00:02:08.270>methods <00:02:08.740>used <00:02:09.090>and <00:02:09.240>timeframe <00:02:09.710>for <00:02:09.850>the <00:02:09.940>reports <00:02:10.590>that <00:02:10.770>will
follow.

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3. <00:02:12.590>A <00:02:12.730>short <00:02:13.010>summary <00:02:13.420>of <00:02:13.580>the <00:02:13.660>strengths <00:02:14.210>and <00:02:14.400>good <00:02:14.570>practices <00:02:15.140>performed <00:02:15.630>by
the <00:02:15.840>Certificate <00:02:16.310>Holder

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4. <00:02:18.130>An <00:02:18.290>explanation <00:02:18.990>of <00:02:19.140>the <00:02:19.220>audit’s <00:02:19.460>findings, <00:02:20.040>communicated <00:02:20.740>in <00:02:20.870>a <00:02:20.950>simple,
easy <00:02:21.740>to <00:02:21.860>understand <00:02:22.300>language <00:02:22.740>to <00:02:22.870>ensure <00:02:23.360>everyone <00:02:23.700>in <00:02:23.790>the <00:02:23.890>room <00:02:24.130>can <00:02:24.360>grasp

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the <00:02:24.870>nature <00:02:25.280>and <00:02:25.400>implications <00:02:26.060>of <00:02:26.210>the <00:02:26.300>audit <00:02:26.520>results.

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5. <00:02:28.490>The <00:02:28.600>Certification <00:02:29.270>Body’s <00:02:29.590>process <00:02:30.020>for <00:02:30.170>handling <00:02:30.620>audit <00:02:30.860>findings,
including <00:02:32.240>any <00:02:32.470>consequences <00:02:33.190>relating <00:02:33.620>to <00:02:33.720>the <00:02:33.820>Certificate <00:02:34.280>Holder.

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The <00:02:35.850>timeframe <00:02:36.270>for <00:02:36.410>the <00:02:36.470>Certificate <00:02:36.930>Holder <00:02:37.400>to <00:02:37.490>respond <00:02:37.890>to <00:02:37.980>these

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audit <00:02:38.370>findings <00:02:38.760>should <00:02:38.950>also <00:02:39.250>be <00:02:39.390>communicated <00:02:40.080>during

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the <00:02:40.420>closing <00:02:40.850>meeting. <00:02:41.910>Post-audit <00:02:42.520>activities, <00:02:43.040>such <00:02:43.360>as <00:02:43.410>follow-up

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audits <00:02:44.190>and <00:02:44.330>so <00:02:44.480>forth <00:02:44.820>are <00:02:44.970>to <00:02:45.080>be <00:02:45.190>discussed <00:02:45.620>as <00:02:45.730>well.

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Bear <00:02:47.580>in <00:02:47.700>mind, <00:02:48.630>it’s <00:02:48.940>also <00:02:49.280>highly <00:02:49.760>important <00:02:50.200>to <00:02:50.300>express <00:02:50.720>that <00:02:50.850>there

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is <00:02:51.130>a <00:02:51.200>possibility <00:02:51.900>the <00:02:52.050>audit <00:02:52.320>findings <00:02:52.840>may <00:02:53.110>be <00:02:53.280>adjusted <00:02:54.120>during

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the <00:02:54.500>quality <00:02:54.900>review <00:02:55.170>process <00:02:55.600>of <00:02:55.770>the <00:02:55.830>Certification <00:02:56.460>Body.

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The <00:02:57.650>reiteration <00:02:58.450>of <00:02:58.640>confidentiality <00:02:59.540>is <00:02:59.690>a <00:02:59.800>key <00:03:00.130>element <00:03:00.530>that

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needs <00:03:00.890>to <00:03:00.980>be <00:03:01.110>included <00:03:01.640>and <00:03:01.780>mentioned <00:03:02.210>in <00:03:02.310>the <00:03:02.390>closing <00:03:02.730>meeting.

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Finally, <00:03:04.660>information <00:03:05.420>of <00:03:05.570>the <00:03:05.670>complaint <00:03:06.100>and <00:03:06.210>appeal <00:03:06.480>procedure

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of <00:03:07.440>the <00:03:07.500>Certification <00:03:08.190>Body <00:03:08.550>and <00:03:08.800>Rainforest <00:03:09.230>Alliance <00:03:09.990>should <00:03:10.230>be

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stated <00:03:10.790>and <00:03:10.940>explained <00:03:11.390>to <00:03:11.460>the <00:03:11.540>Certificate <00:03:12.040>Holder

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in <00:03:12.930>case <00:03:13.280>they <00:03:13.410>would <00:03:13.580>want <00:03:13.850>to <00:03:13.960>file <00:03:14.190>one.

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Please <00:03:16.030>keep <00:03:16.180>in <00:03:16.280>mind <00:03:16.840>these <00:03:17.390>are <00:03:17.530>not <00:03:17.710>the <00:03:17.820>limited <00:03:18.170>personnel

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and <00:03:18.800>key <00:03:18.970>elements <00:03:19.350>of <00:03:19.500>the <00:03:19.550>closing <00:03:19.930>meeting.

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Depending <00:03:21.360>on <00:03:21.560>the <00:03:21.650>context <00:03:22.120>and <00:03:22.230>situation, <00:03:22.860>other <00:03:23.120>actors <00:03:23.550>or

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aspects <00:03:24.210>may <00:03:24.360>be <00:03:24.500>key <00:03:24.880>or <00:03:25.030>more <00:03:25.230>relevant <00:03:25.620>to <00:03:25.720>include.

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So, <00:03:26.640>keep <00:03:26.810>an <00:03:26.970>eye <00:03:27.140>on <00:03:27.240>the <00:03:27.380>relations, <00:03:27.970>dynamics <00:03:28.580>and <00:03:28.730>information

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and <00:03:29.680>then <00:03:30.000>triple <00:03:30.320>check <00:03:30.750>there <00:03:30.940>is <00:03:31.060>nothing <00:03:31.540>that’s <00:03:31.910>being

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missed <00:03:32.250>out <00:03:32.550>to <00:03:32.620>the <00:03:32.770>situation <00:03:33.370>at <00:03:33.510>hand.

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Remember, <00:03:35.890>it’s <00:03:36.180>the <00:03:36.280>Certification <00:03:36.980>Body <00:03:37.230>who <00:03:37.410>should <00:03:37.590>ensure

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that <00:03:38.500>any <00:03:38.740>consultant <00:03:39.250>participating <00:03:39.990>as <00:03:40.120>an <00:03:40.240>observer <00:03:40.740>shall <00:03:40.950>be

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silent <00:03:41.950>and <00:03:42.180>not <00:03:42.350>represent <00:03:42.840>the <00:03:42.900>Certificate <00:03:43.370>Holder <00:03:43.700>in

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this <00:03:44.000>meeting, <00:03:44.320>in <00:03:44.510>any <00:03:44.720>way, <00:03:45.130>shape <00:03:45.680>or <00:03:45.800>form.

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Quick <00:03:47.080>tip, <00:03:48.100>the <00:03:48.240>audit <00:03:48.480>team <00:03:48.710>should <00:03:48.910>consider <00:03:49.360>using <00:03:49.750>an

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interpreter <00:03:50.480>for <00:03:50.660>the <00:03:50.740>closing <00:03:51.110>meeting,

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if <00:03:51.750>they <00:03:51.880>feel <00:03:52.160>it <00:03:52.290>might <00:03:52.460>be <00:03:52.560>necessary!

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During <00:03:54.690>the <00:03:54.790>closing <00:03:55.130>meeting, <00:03:55.530>the <00:03:55.670>audit <00:03:55.920>team <00:03:56.130>shall <00:03:56.310>provide

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the <00:03:56.870>Certificate <00:03:57.400>Holder <00:03:57.780>with <00:03:57.960>a <00:03:58.070>copy <00:03:58.490>of <00:03:58.640>the <00:03:58.710>audit

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findings <00:03:59.520>with <00:03:59.690>detailed <00:04:00.090>explanations.

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This <00:04:02.030>list <00:04:02.300>of <00:04:02.440>audit <00:04:02.640>findings <00:04:03.100>needs <00:04:03.330>to <00:04:03.460>have <00:04:03.710>been <00:04:03.930>signed <00:04:04.390>off

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by <00:04:04.840>the <00:04:04.960>lead <00:04:05.190>auditor <00:04:05.680>and <00:04:05.980>a <00:04:06.080>representative <00:04:06.840>of <00:04:06.990>the <00:04:07.070>Certificate <00:04:07.530>Holder.

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If <00:04:08.780>there <00:04:09.030>are <00:04:09.050>any <00:04:09.400>diverting <00:04:09.910>opinions <00:04:10.420>or <00:04:10.560>disagreements <00:04:11.230>on <00:04:11.360>the

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findings <00:04:11.960>between <00:04:12.250>the <00:04:12.370>audit <00:04:12.670>team <00:04:13.030>and <00:04:13.160>the <00:04:13.230>Certificate <00:04:13.710>Holders,

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then <00:04:15.230>the <00:04:15.340>Certification <00:04:16.000>Body <00:04:16.260>needs <00:04:16.590>to <00:04:16.720>record <00:04:17.130>these

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clashing <00:04:17.800>points <00:04:18.090>of <00:04:18.200>view.

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An <00:04:19.750>important <00:04:20.070>thing <00:04:20.240>to <00:04:20.340>take <00:04:20.560>note <00:04:20.790>of, <00:04:21.160>is <00:04:21.560>that <00:04:21.770>in <00:04:21.960>the <00:04:22.060>event

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an <00:04:22.650>auditor <00:04:22.970>believes <00:04:23.450>their <00:04:23.610>safety, <00:04:24.140>or <00:04:24.310>their <00:04:24.470>team’s <00:04:24.750>safety

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may <00:04:25.340>be <00:04:25.460>at <00:04:25.600>risk <00:04:25.960>as <00:04:26.070>a <00:04:26.160>result <00:04:26.490>of <00:04:26.630>communicating <00:04:27.350>a <00:04:27.440>nonconformity,

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then <00:04:29.350>the <00:04:29.490>audit <00:04:29.760>team <00:04:30.000>can <00:04:30.220>decide <00:04:30.600>to <00:04:30.650>not <00:04:31.020>communicate <00:04:31.530>such <00:04:31.750>a <00:04:31.810>f

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inding, <00:04:32.260>until <00:04:32.540>the <00:04:32.680>team <00:04:32.930>have <00:04:33.110>left <00:04:33.400>the <00:04:33.530>Certificate <00:04:34.050>Holders’ <00:04:34.470>premises.

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This <00:04:35.860>finding <00:04:36.290>should <00:04:36.550>then <00:04:36.800>be <00:04:36.930>communicated <00:04:37.620>by <00:04:37.780>the

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Certification <00:04:38.630>Body <00:04:38.920>to <00:04:39.100>the <00:04:39.200>Certificate <00:04:39.680>Holder <00:04:40.040>within

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3-days <00:04:41.500>of <00:04:41.680>the <00:04:41.760>closing <00:04:42.170>meeting <00:04:42.550>for <00:04:42.720>that <00:04:42.930>audit.

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Additionally, <00:04:44.590>the <00:04:44.700>Certification <00:04:45.320>Body <00:04:45.520>shall <00:04:45.730>include <00:04:46.280>such <00:04:46.630>a

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situation <00:04:47.130>in <00:04:47.270>the <00:04:47.380>audit <00:04:47.620>checklist <00:04:48.160>and <00:04:48.310>report <00:04:49.030>which <00:04:49.250>is

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uploaded <00:04:49.760>to <00:04:49.860>the <00:04:49.960>Rainforest <00:04:50.480>Alliance <00:04:50.770>Certification <00:04:51.470>Platform.

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Finally, <00:04:53.510>the <00:04:53.600>Certification <00:04:54.260>Body <00:04:54.490>shall <00:04:54.690>record <00:04:55.170>participation

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of <00:04:55.970>the <00:04:56.040>meeting <00:04:56.720>using <00:04:57.120>the <00:04:57.220>template <00:04:57.640>provided <00:04:58.190>by <00:04:58.450>the

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Certification <00:04:59.280>Body.

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At <00:05:00.280>minimum, <00:05:01.070>this <00:05:01.250>should <00:05:01.410>include;

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location

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time

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names

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position

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signature <00:05:06.150>of <00:05:06.270>participants

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any <00:05:07.640>other <00:05:07.840>notes <00:05:08.170>needed

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That’s <00:05:10.830>it <00:05:10.980>for <00:05:11.160>step <00:05:11.410>2.11- <00:05:12.270>congratulations!

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Now <00:05:13.890>you <00:05:14.070>know <00:05:14.180>how <00:05:14.290>to <00:05:14.410>conduct <00:05:14.810>a <00:05:14.890>closing <00:05:15.270>meeting.

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To <00:05:16.090>quickly <00:05:16.410>recap, <00:05:17.010>in <00:05:17.160>this <00:05:17.330>video <00:05:17.590>we <00:05:17.800>outlined;

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the <00:05:18.410>necessary <00:05:18.940>personnel <00:05:19.480>and <00:05:19.650>actors <00:05:20.090>who <00:05:20.210>should <00:05:20.450>be <00:05:20.520>present

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at <00:05:21.070>the <00:05:21.140>closing <00:05:21.500>meeting, <00:05:22.310>the <00:05:22.470>key <00:05:22.690>elements <00:05:23.070>to <00:05:23.170>be <00:05:23.320>included <00:05:23.790>in

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the <00:05:23.980>closing <00:05:24.300>meeting, <00:05:24.810>as <00:05:25.020>well <00:05:25.300>as <00:05:25.450>some <00:05:25.640>tips <00:05:26.020>and

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recommendations <00:05:26.840>to <00:05:26.970>address <00:05:27.450>common <00:05:27.820>occurrences

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that <00:05:28.580>arise <00:05:29.260>when <00:05:29.520>conducting <00:05:30.120>a <00:05:30.210>closing <00:05:30.590>meeting!

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For <00:05:31.960>further <00:05:32.270>information <00:05:32.930>or <00:05:33.130>to <00:05:33.240>revise <00:05:33.520>the <00:05:33.600>topic,

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refer <00:05:34.330>to <00:05:34.500>chapter <00:05:34.850>‘2.11 <00:05:35.880>Conducting <00:05:36.450>a <00:05:36.510>Closing <00:05:36.890>Meeting’ <00:05:37.330>of

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the <00:05:38.000>Certification <00:05:38.840>and <00:05:39.040>Auditing <00:05:39.440>Rules <00:05:39.680>document.

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In <00:05:41.240>case <00:05:41.440>of <00:05:41.570>any <00:05:41.730>further <00:05:41.980>questions <00:05:42.420>on <00:05:42.490>this <00:05:42.660>chapter,

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please <00:05:43.710>contact <00:05:44.070>us <00:05:44.420>at <00:05:46.210>cbcert@ra.org

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Thank <00:05:47.500>you <00:05:47.600>for <00:05:47.740>watching <00:05:48.340>and <00:05:48.380>see <00:05:48.540>you <00:05:48.670>next <00:05:48.870>time!