How we conduct inspections

Description inspection

A typical full inspection has the following components:

• Interviews with management and quality assurance personnel.
• Review of documentation.
• Inspection of facilities, equipment, test systems, procedures, practices, etc.
• Audit of a number of studies.
• Exit meeting at which a list of shortcomings is issued, if appropriate.

Inspections are conducted  in accordance with the Guide for Compliance Monitoring Procedures of the OECD, which is annexed to Directive 2004/9/EC. Read this Directive and the accompanying product-related legislation.

Inspection findings

Based on the inspection findings a decision on the compliance status of the test facility will be taken. The test facility can be judged to operate either ‘In Compliance’ or ‘Not in Compliance’. In some cases, a re-inspection will be deemed necessary before a final decision regarding the compliance status can be taken. Until the re-inspection is completed the status of the test facility will be labeled as ‘Pending’.

• In Compliance
  If the test facility is found to operate in compliance with the Principles of GLP, an  ‘Endorsement of Compliance’ will be issued. In that case the test facility will be inspected again after about two years.
• Not in Compliance
  In case of  ‘non-compliance’ test data will not be accepted by national and international receiving/regulatory authorities.

Study audits

The national and international receiving/regulatory authorities as well as those responsible for monitoring compliance with GLP are entitled to request ‘study audits’.

A study audit is a particularly thorough assessment of one or more studies, in which the entire research procedure is reconstructed on the basis of the study plan, raw data, interim findings, the final report and other relevant documentation.

Appeal procedure

Under Article 7:1 of the Dutch Algemene wet bestuursrecht (General Administrative Law Act 1992 and amendments), a research institute can appeal our decision. It must do so in writing, addressing all correspondence to: The Ministry of Health, Welfare, and Sport (VWS), Directorate of Legal Affairs, P.O. Box 20350, 2500 EJ The Hague.

The appeal must be received by the ministry within six weeks and one day of the date shown on the Inspectorate’s notification. It must be signed by a duly authorized representative of the institute and must include:

•  The name and contact address of that representative.
• The date of the appeal.
• Enough information to allow the contested decision to be identified, such as the case number, reference number(s) of previous correspondence or, preferably, a copy of the notification itself.
• The grounds for appeal in full.