For on-site certification audits, Green Key works with third-party auditors that can be part of one-person companies, as well as small or large auditing companies. In all cases, auditors shall be independent of the Green Key Scheme Owner, the applicant or certified establishment, and any activities that could compromise their impartiality. Auditors shall conduct audits in accordance with the Green Key certification scheme requirements and the principles of ISO/IEC 17065 and shall not be involved in the certification review or decision for the establishments they audit.

All auditors wishing to become Green Key auditors must demonstrate the following competencies:

Personal behaviours and attributes

Auditors must be ethical, attentive, respectful, observant, perceptive, versatile, tenacious, decisive, self-reliant, able to act with fortitude, open to improvement, culturally sensitive, collaborative, capable of leadership, able to understand and comprehend operational processes, able to present and communicate well verbally, and able to ensure professional reporting in writing in the appropriate language.

Professional skills, knowledge and experience

Auditors must possess a thorough understanding of the Green Key criteria and explanatory notes, the Green Key auditing processes, and principles and practices. They must furthermore have previous audit experience (physical or alternatively training audits); and demonstrate appropriate knowledge of sustainability topics relevant to Green Key, applicable international, national, and local legislation, and general knowledge about the hospitality and tourism industry taking into account the type, complexity and location of the establishments being audited.

Individuals wishing to become Green Key auditors shall successfully complete a multi-stage approval process before being authorised to conduct Green Key certification audits. The approval process consists of the following steps:

1. Application

2. Online training

3. Interview

4. Auditor agreement

5. Onsite training

6. Auditor certificate

Once approved, auditors must maintain their approval through ongoing performance evaluation and continuous training. This also includes evaluation for renewal after changes in the Green Key criteria/processes and at least every three years.

The Certification Body has the overall responsibility in relation to approving third-party auditors used for Green Key audits. This includes entering into auditor agreements, organising on-site training audits, issuing auditor certificates, assigning audits, and conducting ongoing performance evaluations.

As a service provider, Green Key National Operators or Green Key International may support the initial stages of the auditor approval process by collecting and assessing information from candidate auditors before submission to the Certification Body. Candidate auditors can contact their relevant Green Key representative (Green Key National Operator or Green Key International) for more information.

For larger national or international auditing companies proposing more than five candidate auditors, the company may also collect and submit the initial application information on behalf of its candidates. Alternatively, the Certification Body may manage the entire auditor approval process directly.

When an establishment applies for Green Key certification and an on-site certification audit is required, the Certification Body appoints an auditor from its pool of approved auditors. When assigning an auditor, the Certification Body shall ensure that the auditor is competent, impartial and able to conduct the audit effectively. The assignment shall take the following factors into account:

Ensuring the auditor has the required competences

The assigned auditor shall possess the competences required to conduct the audit effectively. When determining auditor suitability, the Certification Body shall consider, as applicable:

• the category and relevant criteria of the applicant establishment;

• the size, complexity, and number/type of facilities of the applicant establishment;

• the location and surroundings of the applicant establishment;

• the type of operation, management structure and processes found in the applicant establishment;

• whether the establishment is a first-time applicant or re-applicant establishment;

• the outcome of any past audits;

• the connections of the applicant establishment with other stakeholders;

• the type and extent of potential risks at/near the applicant establishment;

• the type of auditing techniques and sampling needed;

• and the relevant language skills and/or cultural knowledge needed to complete the audit.

Ensuring the auditor’s impartiality

The Certification Body must also ensure that the assigned auditor is free from conflicts of interest and can conduct the audit impartially. This means that the assigned auditor cannot have had any business interaction with the applicant establishment (employment, consultancy or similar impartiality risks) within the last two years before conducting the on-site certification audit.

Distance between auditor and establishment

When assigning an auditor, the Certification Body must also consider the distance between the auditor's location and the establishment in order to minimise travel costs and reduce the environmental impact associated with the audit.

Cost of the auditor

The Certification Body shall also consider the hourly cost of the available auditors and, where auditors are equally qualified and suitable, assign the most cost-effective auditor. The Certification Body should seek to minimise the overall cost of the audit, taking into account the fixed audit duration applicable to the establishment type and number of full-time employees.

Pooling of audits

Where feasible, the Certification Body must consider scheduling multiple on-site certification audits within the same geographical area. Pooling audits can improve efficiency, reduce travel costs and minimise the environmental footprint associated with auditor travel.

When the auditor is assigned by the Certification Body, the auditor will:

• Receive an information package with all relevant information for the auditor to prepare ahead of conducting the audit

• Contact the applicant establishment to determine the date and time for the on-site audit

• Follow Green Key’s standard agenda and procedure for carrying out the on-site certification audit

• Prepare the audit report following Green Key’s standard format

• Follow-up with the applicant establishment to ensure any rectification of the non-conformities