Ref No: RACS/SOP/35 Page 1 of 7

Revision No: 03 Revision Date: June 5, 2018

PRODUCT CERTIFICATION SCHEME FOR PETROLEUM PRODUCTS

1. Objective:

This procedure describes the criteria implemented by RACS as Notified Body of Emirates Authority of
Standardization and Metrology(ESMA) to assure that Petroleum products intended for certification with ESMA
are complying the relevant mandatory schemes and applicable Standards
Furthermore, this document identifies the steps taken by RACS Clients (Manufacturers, Traders, importers,
retailers, Business owners or any other client) to get their products/processes certified prior to its
commercializing in UAE market, and registered by through RACS Quality certificates issuing services as ESMA
Notified Body by issuing certificates of conformity in accordance with ESMA Regulations:

2. Definitions:
• ESMA: Emirates Authority for Standardization and Metrology.
• RACS: Racs Quality certificates issuing services
• Scheme: Certification system related to specified products, to which the same specified requirements,
specific rules and procedures apply.
• Certification: Third-party attestation related to products, processes, systems or persons.
• Notified Body: a conformity assessment body designated by ESMA to conduct conformity assessment
process on products and processes in accordance with related schemes/standards/regulations mandated
by ESMA.
• Conformity Certificate: Formal document issued by RACS as notified body under approval of ESMA
stating that certification is being granted for the product/process in accordance with applicable
scheme/standards as per ESMA Requirements.

3. Responsibility:

It is the responsibility of RACS as ESMA Notified Body to establish and maintain the appropriate system to
satisfy both ESMA and clients requirements in accordance to the notification system mandated by ESMA
It is the responsibility of ESMA clients and RACS clients to provide all needed requirements as per ESMA
Notification system to ensure their products compliance to the applicable schemes and standards

4. Introduction about RACS Notified Body to provide Certification:

RACS is an accredited certification body & ESMA approved notified Body under its notification system mandated
by UAE decree No (35) of the year 2015 & UAE Cabinet Resolution No (36).
RACS is an authorized conformity assessment body by ESMA that it is technically competent to perform the
specific tasks of certification to ESMA clients.

5. Service Type:

As per Scheme owner rules, RACS certifies Petroleum Products and issues Certificate of conformity under:

• Emirates Conformity Assessment Scheme (ECAS): ECAS is a Product Certification Scheme

being implemented by the (ESMA) as mandated by the Federal Law 28 of 2001.
• Emirates Quality Mark (EQM): EQMis a mark of conformity granted to the products that can
demonstrate compliance with the relevant UAE National Standards, Regional and/or International
Standards and are manufactured by an organization implementing an effective Quality Management
System to ensure continuous compliance. The process of achieving the license to use the Emirates
Quality Mark involves a comprehensive evaluation of the product as well as the quality system used
by the manufacturer in production through testing, inspection.
Issuance of certificate of conformity by RACS as ESMA’s Notified Body assures the compliance of
products/production process with the requirements of the approved schemes, standards and others specified
in the technical regulation by Emirates Authority for Standardization and Metrology (ESMA)

6. Scope of certified products by RACS –ESMA Notified Body:

This document cover Petroleum products with below details of Sector, scope of certified products, products
categories, and applicable type of certification:

Prepared by: Q.O. Reviewed by: Q.A.M. Approved by: M.R.

This document is exclusive property of RACS. Any partial or total reproduction of any kind is forbidden without prior approval of Management.
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Revision No: 03 Revision Date: June 5, 2018

PRODUCT CERTIFICATION SCHEME FOR PETROLEUM PRODUCTS

Scope of
Sector
Certification
(Product Product categories Type of Certification
(Scope of
Group)
Products)

1. Product Certification -Type Approval

Diesel (Gas Oil)
(ECAS)
1. Product Certification -Type Approval
(ECAS)
CHEMICAL

Lubricating Oils for Internal

Petroleum Combustion 2. Process Certification -Full Quality
Products Assurance (EQM)
1. Product Certification -Type Approval
(ECAS)
PETROLEUM Products/ Others
2. Process Certification -Full Quality
Assurance (EQM)

7. Mandatory Schemes and Applicable Standards:

• Scheme applicable is the Emirates Scheme to control Petroleum Products, No. 21 of 2015
• Scheme applicable is the Emirates Scheme to control Lubricating Oils for internal combustion, No. 11 of
2013
If needed, Client refers to RACS to identify applicable Scheme and Standards.
RACS Staff to refer to RACS/REC/79 Scope of Certified Products by RACS to identify Certification Applicable
schemes and standards

8. Requirements for Certification:

Requirements varies depending on the scope of certified products; Details of the documents required for
certification for the scope of Petroleum Product as per ESMA requirements are detailed as following:

8.1. Application for Certification (Application Form): Application to be filled by the client will
contain all the necessary information needed by RACS Quality for conducting the certification
Process, such important information is:
• Type of Product to be certified: Product, facility (Process) to identify the related scheme
implemented by ESMA.
• Relevant standard/ or normative documents clients is seeking certification for.
• General information: Applicant Business activities & related business facilities &
relationship between their facilities, in relevance to the certification scheme applied for
information about outsourced Processes relevant to Product conformity.
• Any other information needed related to certification requirements.
By signing the application form, the applicant and the manufacturer agrees to
comply with these General Rules and with the Specific Product Standard for the
product covered by Registration / CB Certification

Application form also contain Self-assessment checklist which aligns all requirements of the specific standard
to which client wishes to be certified and which must be submitted along with the application), as following:

Product Certificate:
• Application (Online/ Manual)
• Declaration of Conformity by the Applicant on the Product(s) for Registration using the
Applicant’s Official Letterhead.
• List of components such as additives It may contain to enhance its quality.
• Test Report as per the required UAE GSO standard
• Validity of Test Report (1-year test report).
• Proof of Exclusive Distributorship from the manufacturer in case the applicant is a trader
or an agent.
• Location Map of the factory and/or warehouse where the product is stored.

Prepared by: Q.O. Reviewed by: Q.A.M. Approved by: M.R.

This document is exclusive property of RACS. Any partial or total reproduction of any kind is forbidden without prior approval of Management.
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PRODUCT CERTIFICATION SCHEME FOR PETROLEUM PRODUCTS

• Labeling Artwork according to requirements of applicable standards.

Facility Certificate:
• Valid Industry/Trade License (For Companies within UAE).
• Declaration of Conformity by the Applicant on the Product(s) for Registration using the
Applicant’s Official Letterhead.
• Details about quality system including Controlled Copy of relevant QMS/HACCP Manual
(Soft Copy/in CD/DVD).
• Brief Description of Manufacturing Process.
• Vicinity Map of the Factory.
• Plant Equipment Lay-out (scaled 1:50).
• Quality Plan showing how to comply with Specific Standard
• Labeling Artworks of all products, markings, and Logos according to requirements of
applicable standards
• Test Report from recognized Testing Laboratory (soft copy).
• Evidence of Approval from other Conformity Assessment Bodies (If any)
• List of factories with full address and contact details
• List of products per factory requested to be registered in the Facility Certificate application

8.2. Legal Agreements:

• Certification Agreement:
• Non-Disclosure Agreement
8.3. Fees as detailed in RACS Schedule of Fees (RACS/REC/46)

9. Certification Procedures:

Based on its role as ESMA Notified body, Procedure will be performed as following:
9.1. Preparatory Steps:
9.1.1. Application Form shall be submitted by applicant to RACS, submission can be done via RACS
affordable communication methods (mail, emails, hard copy, website, E-System)
9.1.2. Sales and Marketing Executive/Administrative assistant will review it to check documents
availability on a primary basis
9.1.3. A quotation will be sent to applicant by Head of Sales and Marketing; containing the scope of
certification and fees related to each step of the certification process.
9.1.4. Payment shall be done by applicant.

9.2. Application Review

9.2.1. Upon acceptance of quotation by client, he is requested to sign the General Conditions for
Certification Services.
9.2.2. Application along with related supportive documents will be received by RACS Conformity
Manager who shall assign one of RACS technical team members (Conformity Officer - (Evaluator
or Auditor)).

9.3. Application Evaluation

9.3.1. Conformity Officer (Evaluator or Auditor) shall perform conformity assessment (Evaluation) steps
related to the certification scheme (Product Certificate or Facility Certificate):
• Product Certificate:
• Detailed documents review for all the documents
• Document review includes the check up for Test Reports parameters and results, done by 3rd
party Laboratory according to the specific technical regulations and applicable standards.
• Evaluation of product the eligibility of the Product for certification to assure compliance according
to applicable schemes and standards
• Facility Certificate:
• Detailed documents review for all the documents
• Document review includes the check up for Test Reports parameters and results, done by 3rd
party Laboratory according to the specific technical regulations and applicable standards.
• On-Site Audit to the facility where the product is being manufactured to assure the quality
management system adopted in full compliance with applicable standards and technical
regulations.
• Evaluation of product the eligibility of the Product for certification.
Note: No of Samples to be selected for testing is defined by the specific technical requirements and as
per scheme owner

Prepared by: Q.O. Reviewed by: Q.A.M. Approved by: M.R.

This document is exclusive property of RACS. Any partial or total reproduction of any kind is forbidden without prior approval of Management.
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PRODUCT CERTIFICATION SCHEME FOR PETROLEUM PRODUCTS

9.3.2. Evaluation Outcome results:

• If evaluation is pending for missing or invalid documents or other needed information to
complete evaluation; Additional Supportive Documents will be requested by Applicant.
• Evaluation includes Product Safety Verification through test reports provided on all safety Test
parameters requested by applicable scheme/standards, test reports shall be issued by 3rd party
accredited Laboratory sub-contracted according to the approved Standards and applicable
technical requirements.
• If test reports are not complying with Standards; Conformity Officer/Assessor requests
rectification of the non-complying aspects, then based on applicant confirmation of rectification,
Collection of samples will be done to conduct the same laboratory tests again and for once.
• Evaluation will be repeated upon applicant re-submission of needed documents/information.

9.4. Decision of Certification: Upon submission of this information, and as per the result of documents
review and completing product evaluation process,
9.4.1. Recommendation of approval of Product certification: Product evaluation shows full compliance with
applicable schemes/standards:
• Application is initially approved by Conformity Officer/Assessor
• Recommendation for certification approval will be made by Conformity Manager
• Certification decision will be done by Decision Committee
• Granting the issuance of Certificate of conformity, recognized by ESMA
• Certified Products will be listed in RACS Certified Products registry.
9.4.2. Recommendation of rejection of Product certification: Product evaluation shows non-compliance with
applicable schemes/standards, due to any reason preventing product from Certification:
• Application is declined by Conformity Officer/Assessor
• Recommendation for certification rejection will be made by Conformity Manager
• Rejection decision will be done by Decision Committee
• RACS will inform client by an Official rejection statement (Letter of certification Status) by e-mail
stating the reason of rejection.

Please refer to Available on RACS WebsitePublic available information RACS Notified Body
Required Docs

• PTM/REC/04: Legal & Quality Documents-List of certification requirements per UAE Scheme –
Petroleum Products.
• PTM/REC/02: Application Form: Petroleum Products
• RACS/Ag/01: Certification Agreement/ RACS Quality- Client
• RACS/Ag/03: NDA/RACS Quality - Client/Subcontractor
• RACS/Ag/10: General Conditions for Certification Services

Notes for clients:

• For some scopes where it is required to have a quality system available, clients seeking to be certified for
any of their (Products or services or facility/Process) to UAE Schemes and applicable standards through
RACS are requested to implement relevant Quality System including documentation in a way to meet all
requirements of this standard and all relevant specific standards depending on the nature of service
(certified Product& Process).
• In case of a Client newly operating, and seeking to be certified, Client is required to demonstrate more
than 3 months compliance against the standard immediately preceding the date of the Pre-Assessment
performed by RACS. This will prove the efficacy and sustainability of the implemented system. After which
RACS will be contacted to decide for required audits and Certification.
• Client seeking extension or renewal of Certification scope shall as well submit the Application form
specifying the extension or renewal of the Certification scope.
• Whenever applicable, Additional Certification requirements per Certification schemes: Legal & Quality
documents (such as Client Quality Manual) and supportive documents (records and checklists used by
applicant), are to be attached to the Application form.

10. Renewal:
• Product Certificate:

Prepared by: Q.O. Reviewed by: Q.A.M. Approved by: M.R.

This document is exclusive property of RACS. Any partial or total reproduction of any kind is forbidden without prior approval of Management.
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Revision No: 03 Revision Date: June 5, 2018

PRODUCT CERTIFICATION SCHEME FOR PETROLEUM PRODUCTS

• Validity of certificate is one year,

• COC should be renewed 2 months prior expiry.

• Facility Certificate:
• Validity of certificate is three years, subject to surveillance visits every year during the
certification to assure maintenance of conformity
• COC should be renewed 3 months prior expiry.

11. Process Map:

Prepared by: Q.O. Reviewed by: Q.A.M. Approved by: M.R.

This document is exclusive property of RACS. Any partial or total reproduction of any kind is forbidden without prior approval of Management.
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Revision No: 03 Revision Date: June 5, 2018

PRODUCT CERTIFICATION SCHEME FOR PETROLEUM PRODUCTS

12. Market Monitoring:

RACS Will be conducting Market Surveillance campaigns in the local markets to assure continuous compliance
of certified products and inform Scheme owner on immediate basis on the non-conformity products to take
the appropriate action.

13. Related Forms:

Listed Agreements, SOPs, Records related to the SOP35 as follows:

General Forms:

TITLE OF DOCUMENT IDENTIFICATION

Quality Master List RACS/REC/01

Certification Agreement/ RACS Quality- Client RACS/AG/01

NDA/RACS Quality - Client/Subcontractor RACS/AG/03

Scope of Certified Products RACS/REC/79

Schedule of Fees RACS/REC/46

Specific Records related to the Scope:

Legal & Quality Documents-List of certification requirements per

PTM/REC/04
UAE Scheme –Retreated Tires

Assessment Checklist- UAE.S 477:2013 Diesel (Gas Oil) PTM/REC/01

Assessment Checklist- UAE.S GSO 1785/2013 Lubricating Oils for

PTM/REC/03
Internal Combustion Engines

Certificate of Conformity-Lubricant Oil PTM/REC/06

Petroleum-Facility Certificate Template PTM/REC/07

Certificate of Conformity - Petroleum Diesel PTM/REC/08

Assessment Checklist - GSO 1180 2010 Automatic Movement

PTM/REC/09
Transfer Liquid

Assessment Checklist-UAE.S GSO ISO 4925_2009-E Road Vehicle PTM/REC/10

Petroleum Product –Lubricant Oil Certificate Template RACS/REC/24

14. References:

• ISO/IEC 17065, Conformity Assessment - Requirements for bodies certifying Products,

Processes and services.

Prepared by: Q.O. Reviewed by: Q.A.M. Approved by: M.R.

This document is exclusive property of RACS. Any partial or total reproduction of any kind is forbidden without prior approval of Management.
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PRODUCT CERTIFICATION SCHEME FOR PETROLEUM PRODUCTS

• ISO/IEC 17021, Conformity Assessment — Requirements for bodies Providing audit and
Certification of management systems.
• UAE. GSO 2055-2 Halal products- Part two: General Requirements for Halal Certification
Bodies.
• GAC Document: FAD- 4.0: Supplementary accreditation requirements for Product Certification
Bodies.
• GAC document: FAD-12: Supplementary accreditation requirements for Halal Certification
Bodies, in addition to applicable scheme and Standards
• R105: Requirements when referring to A2LA Accredited Status
• R307: General Requirements Accreditation of ISO /IEC 17065 Product Certification Bodies
• R334: Specific Requirements: HALAL Certification Body Program.
• IAF Mandatory Document: Determination of Audit Time of Quality and Environmental
Management System.
• ISO/IEC 17000, Conformity Assessment — Vocabulary and general principles.
• ISO/IEC 17020, Conformity Assessment— Requirements for the operation of various types of
bodies performing inspection.
• ISO/IEC 17025, General requirements for the competence of testing and calibration
laboratories.
• ISO17067, in combination with ISO Guide 28 and ISO Guide 53
• ISO/IEC 17030, Conformity Assessment — General requirements for third-party marks of
conformity.
• ISO Guide 23:1982 Methods of indicating conformity with Standards for third-Party
certification Systems
• ISO Guide 27:1983 Guidelines for corrective action to be taken by a certification body in the
event of misuse of its mark of conformity
• General Requirements for Notified Bodies issued by Emirates Authority for Standardization and
Metrology (ESMA).
• RACS Quality Manual RACS/QM/01
• All controlled QMS records-Please refer to RACS/REC/01-Quality Master List.

Prepared by: Q.O. Reviewed by: Q.A.M. Approved by: M.R.

This document is exclusive property of RACS. Any partial or total reproduction of any kind is forbidden without prior approval of Management.