Title Page

  • Name of organisation

  • Address

  • Type of organisation

  • Total staff numbers

  • Number of female staff

  • Turnover of staff

  • Number of producers

  • Producers evaluated as part of organisational assessment

  • Products

  • Context – economic and social background (brief summary).

  • Methodology of assessment

  • Date of assessment

  • Name of assessor

  • (+ FTO name)

  • Name of consultant

  • Names of those in the organisation responsible for the assessment and any follow-up

  • List of other relevant documents e.g. action plan or agreement following assessment

1. Creating opportunities for Economically Disadvantaged Producers/Workers

  • There is a written mission statement which includes fair trade principles

  • Documented mission

  • Action to be taken if standard is not met

  • Deadline

  • There are written policies and plans, with clear objectives in terms of economic and social improvement of disadvantaged producers

  • Documented Policy/Plan

  • Action to be taken if standard is not met

  • Deadline

  • Records of producer (groups) and / or workers supplying the organization

  • Producers'/Workers' records and files

  • Action to be taken if standard is not met

  • Deadline

2. Transparency & Accountability

2.a Transparency & Accountability of Producers

  • Records are being kept, are accessible and uptodate: attendance book, workers’ files, salary records, order forms

  • Records and files

  • Action to be taken if standard is not met

  • Deadline

  • Financial reports, in – out book

  • Documented reports

  • Action to be taken if standard is not met

  • Deadline

  • The organisation has a good process for internal communication with workers

  • Meeting minutes, agendas, emails, reports

  • Action to be taken if standard is not met

  • Deadline

  • The organisation provides relevant information on a regular basis to workers and clients

  • Meeting minutes, agendas, emails, reports

  • Action to be taken if standard is not met

  • Deadline

2.b Chain Responsibility

  • Fair trade goods and producers are clearly traceable from production to export

  • List of producers and exporters, order forms

  • Action to be taken if standard is not met

  • Deadline

  • Fair trade principles are followed by *regular subcontractors

  • Documented Policy, contracts

  • Action to be taken if standard is not met

  • Deadline

  • *Subcontracting is transparent. There is a policy in place, and subcontracting is recorded

  • Documented Policy, contracts and records

  • Action to be taken if standard is not met

  • Deadline

3. Fair Trade Practices

  • The organisation provides pre financing or raw materials to producer groups/workers when requested

  • Agreements, Contracts, Order Forms

  • Action to be taken if standard is not met

  • Deadline

  • The organisation makes clear contracts for each order. These detail price, product specifications, quality requirements, delivery and lead times and payment conditions,

  • Agreements, contracts and order forms

  • Action to be taken if standard is not met

  • Deadline

  • The organisation pays staff and producers in a timely manner

  • Agreements, Contracts and payment records

  • Action to be taken if standard is not met

  • Deadline

  • The organisation has a regular trading relationship of more than 5 years with most producer groups/workers

  • Agreements, contracts

  • Action to be taken if standard is not met

  • Deadline

4. Fair Prices & Fair Wages

Producers

  • A living wage is paid (factored to 100% employment) to workers

  • Cost Calculation System, Salary Slips

  • Action to be taken if standard is not met

  • Deadline

  • There is a system to check that living wages / piece rates are paid to producers

  • Cost Calculation System, Salary Slips

  • Action to be taken if standard is not met

  • Deadline

  • There is a recognised system of cost calculation in place

  • Cost Calculation System

  • Action to be taken if standard is not met

  • Deadline

  • There is a process to ensure that a fair price is mutually agreed through dialogue and participation

  • Cost Calculation System, Contracts

  • Action to be taken if standard is not met

  • Deadline

  • Calculation of the living wage:

  • Legal minimum wage:

  • Overview salaries / wages paid

5. Labour

5.a Child Labour

  • There is no evidence of child labour

  • Workers' information system, records, contracts

  • Action to be taken if standard is not met

  • Deadline

  • There is a system to check the ages of employees

  • Workers' information system, records, contracts

  • Action to be taken if standard is not met

  • Deadline

  • There is a system to check child labour in the production chain

  • Workers' information system, records, contracts

  • Action to be taken if standard is not met

  • Deadline

  • There is a written child labour policy which applies to the organisation and producer groups

  • Documented Policy

  • Action to be taken if standard is not met

  • Deadline

  • There is a system to check the working hours of young workers. No more than 8 hours per day, outside school time, not at night. They only work outside school time and are not involved in heavy labour, or with chemicals

  • Policy, employment contracts

  • Action to be taken if standard is not met

  • Deadline

5.b Forced / Bonded Labour

  • The provision of services, payment and employment practices does not lead to forced or bonded labour conditions

  • Contracts

  • Action to be taken if standard is not met

  • Deadline

  • Employees can choose where they buy provisions, and are able to access these when needed

  • Agreements, Contracts

  • Action to be taken if standard is not met

  • Deadline

  • Where housing is provided as part of employment, other family members can work elsewhere, family members can come and go freely

  • Agreements, contracts

  • Action to be taken if standard is not met

  • Deadline

6. Non-discrimination

6.a Gender Equality

  • At all levels in the production chain the organisation does not willingly support discrimination in hiring, remuneration, access to training, promotion, termination or retirement based on race, caste, national origin, religion, gender, sexual orientation, union or legal group membership, political affiliation, age, marital status or HIV/AIDS status

  • Policy, contracts

  • Action to be taken if standard is not met

  • Deadline

  • The organisation has a written policy on nondiscrimination in place (this includes a gender policy)

  • Documented Policy

  • Action to be taken if standard is not met

  • Deadline

  • The organisation seeks to support a gender policy with producers/workers, and there is a written gender policy in place

  • Documented Policy, Contracts, Agreements

  • Action to be taken if standard is not met

  • Deadline

  • The organisation actively promotes applications from women for job vacancies and leadership roles

  • Policy

  • Action to be taken if standard is not met

  • Deadline

  • Where discrimination on the grounds of gender is a problem the organisation is working to find a solution

  • Training records, incident records, complaints register, agreements and policy

  • Action to be taken if standard is not met

  • Deadline

6.b Freedom of Association

  • There is an active and representative workers / producers’ committee or similar group which works with management on issues which concern workers (including collective bargaining)

  • Meeting minutes

  • Action to be taken if standard is not met

  • Deadline

  • The committee is democratically elected by workers / producers

  • Meeting minutes

  • Action to be taken if standard is not met

  • Deadline

  • The organisation has a freedom of association policy

  • Documented Policy

  • Action to be taken if standard is not met

  • Deadline

  • There are records of meetings between management and workers / producers’ committee (or similar) and examples of agreed actions

  • Meeting minutes, agreements

  • Action to be taken if standard is not met

  • Deadline

7.Working Conditions

Producers

  • Working hours comply with national laws/ILO. Working week, not including overtime, is defined by law but below 48 hours

  • Legislation, Contracts

  • Action to be taken if standard is not met

  • Deadline

  • Workers’ list, attendance book

  • Attendance Book

  • Action to be taken if standard is not met

  • Deadline

  • Salaries /wages are recorded and paid in timely manner

  • Salary Slips

  • Action to be taken if standard is not met

  • Deadline

  • Salary records are signed by the worker

  • Salary Slips, records

  • Action to be taken if standard is not met

  • Deadline

  • The organisation contributes to extra benefits for workers

  • Policy, agreements, contracts

  • Action to be taken if standard is not met

  • Deadline

  • Overtime is not compulsory, and is paid at a preagreed rate

  • Policy, agreements, contracts

  • Action to be taken if standard is not met

  • Deadline

  • Seasonal workers benefit from some core fair trade standards

  • Policy, agreements, contracts

  • Action to be taken if standard is not met

  • Deadline

8. Health and Safety

Producers

  • Appropriate policies, procedures and practices are in place to safeguard health and safety

  • Documented policy, Training records

  • Action to be taken if standard is not met

  • Deadline

  • A staff member is responsible for health and safety procedures and practices

  • Training records

  • Action to be taken if standard is not met

  • Deadline

  • H&S training is done regularly with workers. Emergency plans and procedures are in place, including notices, warnings, signs etc

  • Training records, emergency plan, signs

  • Action to be taken if standard is not met

  • Deadline

  • Protective clothing (if needed) is available and people use it correctly

  • Training records, training material

  • Action to be taken if standard is not met

  • Deadline

  • First aid kits are available, well equipped and there is a person responsible for filling and using them

  • First Aid Kit, management plan

  • Action to be taken if standard is not met

  • Deadline

  • Accidents in the workplace are recorded properly

  • Incidents register

  • Action to be taken if standard is not met

  • Deadline

  • Fire fighting equipment is available, up to date and people know how to use it

  • Training records, training material

  • Action to be taken if standard is not met

  • Deadline

  • Easy access to clean water and toilets. There are separate toilets for males and females

  • Facilities

  • Action to be taken if standard is not met

  • Deadline

  • Any chemicals are stored in a safe and secure place. There are appropriate chemical records

  • Records

  • Action to be taken if standard is not met

  • Deadline

9. Capacity Building

  • The organisation has a plan and budget for business, economic and social development for staff, producers and workers

  • Training plan

  • Action to be taken if standard is not met

  • Deadline

  • The organisation provides regular training and development of skills and technology for producers and workers. These activities and training are recorded

  • Training records

  • Action to be taken if standard is not met

  • Deadline

  • There are frequent opportunities for workers to learn about the organisation and their roles and responsibilities

  • Training records, training plan

  • Action to be taken if standard is not met

  • Deadline

10. Promotion of Fair Trade

  • The organisation regularly raises awareness of Fair Trade amongst their employees, producers and workers

  • Training records, training materials

  • Action to be taken if standard is not met

  • Deadline

  • Posters, brochures, year reports etc show Fair Trade principles and activities

  • Posters, brochures, reports

  • Action to be taken if standard is not met

  • Deadline

  • Employees, producers and workers know and understand the fair trade principles

  • Training records, training materials, training plan

  • Action to be taken if standard is not met

  • Deadline

11. Environment

  • The organisation is aware of relevant environmental legislation and is committed to complying with it. Policies and plans reflect this commitment

  • Legislation, Documented policy

  • Action to be taken if standard is not met

  • Deadline

  • There is a written environmental policy in place to assess the organisation’s sustainability and environmental impact. The organisation set targets and reviews progress

  • Documented policy, records

  • Action to be taken if standard is not met

  • Deadline

  • The organisation demonstrates responsible management of resources production and packing

  • Environmental Policy

  • Action to be taken if standard is not met

  • Deadline

  • The organisation demonstrates responsible management of waste

  • Training records, training materials

  • Action to be taken if standard is not met

  • Deadline

  • Organic certification is in place – where this is possible / appropriate

  • Certification

  • Action to be taken if standard is not met

  • Deadline

The templates available in our Public Library have been created by our customers and employees to help get you started using SafetyCulture's solutions. The templates are intended to be used as hypothetical examples only and should not be used as a substitute for professional advice. You should seek your own professional advice to determine if the use of a template is permissible in your workplace or jurisdiction. You should independently determine whether the template is suitable for your circumstances.