Validation and Verification Bodies Performance Evaluation

The Secretariat supervises the quality of Validation and Verification carried out by accredited VVBs. This oversight enables continuous improvement and upholds the quality of audits conducted under the Standard.

OVERVIEW

1. Objective. Assessing the performance of VVBs under their mandates delivered by the Secretariat
2. Scope. Evaluating VVBs' alignment with the Validation and Verification Procedure, their effectiveness in assessing a Project’s adherence to ERS’ requirements, and their overall competency in conducting Validation/Verification activities and reporting them. 
3. Data access. The ERS Secretariat must have access to all project documentation and data reviewed by the VVB and any supporting documents the VVB used to issue its final statement.
4. Prior notice. VVBs receive a notification thirty (30) consecutive days prior to a performance evaluation.

OCCURRENCE

1. First audit evaluation. In-depth evaluation performed after the VVB’s first Validation or Verification.
2. Periodic evaluation. In-depth evaluation performed biennially to ensure a consistent and ongoing performance assessment. 
3. Occasional evaluation. The ERS Secretariat reserves the right to evaluate VVBs when concerns, notifications, or complaints arise or at its own discretion.

PROCESS

The ERS Secretariat sends the VVB a performance evaluation request specifying the required documents and data, which must be provided within fifteen (15) working days.

1. Data collection. The ERS Secretariat must request to the VVB: 
   • All final Validation/Verification reports;
   • A list and CVs of all VVB team members who participated in Validation/Verification;
   • Data sets used (including photos, interviews, imagery, scientific references, and others);
   • Assessment records and any additional evidence provided by the VVBs to corroborate their work. 
2. Desktop Performance review. The ERS Secretariat reviews the collected data. The assessment must be based on the following criteria:
   1. Audit Team
      • Technical competence;
      • Pertinence to the Project and sectoral scope; 
      • Independence from the Programme and Project.
   2. Validation/Verification Process
      • Adherence to ERS’ Validation/Verification procedure;
      • Adherence to ISO 14064-3 and ISO 14065 guidelines.
   3. Validation/Verification Report
      • Adherence to ERS’ reporting templates; 
      • Accuracy of assessments and calculations;
      • Clarity and comprehensiveness;
      • Completeness;
      • Consistency;
      • Peer reviewing;
      • Actionability of recommendations. 
   4. If applicable, Behaviour in the Field
      • Cultural sensitiveness;
      • Professionalism;
      • Effective communication with the Project’s stakeholders.
3. Stakeholder Interviews. Interviews must be conducted with the Developer’s team and selected Stakeholders to evaluate the VVB's performance, especially on aspects related to the VVB’s behaviour in the field. Interviews should corroborate or raise discrepancies from the desktop review findings. 
4. Timeline. Upon receipt of all requested documentation, the ERS Secretariat has twenty-five (25) working days to conclude the evaluation, including Stakeholder interviews.
5. Evaluation Report. The ERS Secretariat must validate the aforementioned criteria and identify any potential discrepancies or concerns. A formal evaluation is issued for each criterion in the Performance Evaluation Report.

DECISION

The ERS Secretariat issues its decision based on findings from the Performance Evaluation. 

1. Clearance. If no red flags or breaches to ERS’ Validation & Verification Procedure are identified, the VVB is cleared to maintain its Active status.
2. Clarification. If doubts arise due to unclear documentation, the ERS Secretariat must issue a Clarification Request, to which the VVB has ten working days to respond with an explanation and supporting evidence.
   1. If the ERS Secretariat considers the response sufficient to prove the VVB can maintain its Active status, it must issue a clearance decision.
   2. If the ERS Secretariat considers the response insufficient and reasonable doubt persists, a suspension must be applied, and its status must be changed to Pending.
      1. The ERS Secretariat must continue to investigate the VVB to either clear all doubts, resulting in clearance or confirm it, resulting in further suspension or termination.   
3. Sanction. If red flags or breaches to ERS’ Validation & Verification Procedure are confirmed or raise reasonable doubt, the VVB is sanctioned, and its status is changed to Suspended. Refer to the Validation and Verification Bodies Sanctions section for more details.
4. The ERS Secretariat makes all decisions regarding the clearance, clarification, or sanction of the VVBs at its sole discretion.

PUBLIC DISCLOSURE

All Evaluation Reports must be publicly disclosed on the ERS website.