Professional Documents
Culture Documents
Better Materials
Implementation of our Code of Conduct Our Material Standards
Our Printing & Dyeing Standards
Our Finishing Standards
Additional Policies Trims
No Unauthorized Subcontracting
No Homeworking
Management Systems Product Specific Guidelines
Environmental Responsibility Outerwear
Remediation and Continuous Improvement Shoes
Ethical Animal Welfare Jewelry & Hardware
Traceability & Transparency Sunglasses
Material Sourcing
Bribery Appendix L:
Self Assessment Questionnaire for Pre-Screening
Appendix M:
Fair Trade Principles
Appendix N:
Self Assessment Questionnaire for Fair Trade
References
Introduction
– Social responsibility. All our partners must sign our Code of Conduct
which establishes basic requirements for ethical and legal operations,
and allow for third-party audits.
– Safe & non-toxic. All our partners must sign our Restricted Substance
List and pass testing if applicable.
– Quality. All our finished products and fabric must pass our quality
standards and testing protocol.
– Better materials. Our products can only be made from a list
of approved fibers. This guide is also a resource for preferred
certifications, dyeing, printing, and finishing practices.
We look forward to a successful partnership with you. We are excited to build a better
future in fashion together!
Sincerely,
a. Our suppliers are required to respect and implement all the requirements of this
reference code, or its equivalent, and the principles which underpin them.
III) applicable national and/or local legislation. In all instances, the international labour
standard, national and/or local legislation or GSCP reference code requirement which
affords the highest level of protection shall apply.
c. The provisions of this reference code constitute minimum and not maximum standards.
d. This reference code shall not be used to prevent international labour standards or
national and/or local legislations from being exceeded.
1. Forced, bonded, indentured and prison labour representation and negotiation, in accordance with international
labour standards.
1.1 All work must be conducted on a voluntary basis, and not 3.3 Our Suppliers shall not discriminate against or otherwise
under threat of any penalty or sanctions. penalise worker representatives or trade union members
because of their membership in or affiliation with a trade union,
1.2 The use of forced or compulsory labour in all its forms, or their legitimate trade union activity, in accordance with
including prison labour when not in accordance with Convention international labour standards.
29, is prohibited.
3.4 Our suppliers shall give worker representatives access
1.3 Our Suppliers shall not require workers to make deposits/ to the workplace in order to carry out their representative
financial guarantees and shall not retain identity documents functions, in accordance with international labour standards.
(such as passports, identity cards, etc.) nor withhold wages
outside a legal contractual agreement.
4. Discrimination, harassment and abuse
1.4 Bonded labour is prohibited. Our suppliers shall not use any
form of bonded labour nor permit or encourage workers to incur
debt through recruitment fees, fines, or other means. 4.1 Our suppliers shall respect equal opportunities in terms
of recruitment, compensation, access to training, promotion,
1.5 Indentured labour is prohibited. Our suppliers shall respect termination or retirement.
the right of workers to terminate their employment after
reasonable notice. Our suppliers shall respect the right of 4.2 Our Suppliers shall not engage in, support or tolerate
workers to leave the workplace after their shift. discrimination in employment including recruitment, hiring,
training, working conditions, job assignments, pay, benefits,
promotions, discipline, termination or retirement on the basis
2. Child labour of gender, age, religion, marital status, race, caste, social
background, diseases, disability, pregnancy, ethnic and national
origin, nationality, membership in worker organizations including
2.1 Our suppliers shall comply with: unions, political affiliation, sexual orientation, or any other
I) the national minimum age for employment; personal characteristics.
II) or the age of completion of compulsory education;
III) or any otherwise specified exceptions; 4.3 Our suppliers shall treat all workers with respect and dignity.
and shall not employ any person under the age of 15, whichever
of these is higher. If however, local minimum age law is set at 14 4.4 Our suppliers shall base all terms and conditions of
years of age in accordance with developing country exceptions employment on an individual’s ability to do the job, not on the
under ILO Convention 138, this lower age may apply. basis of personal characteristics or beliefs.
2.2 Our suppliers shall not recruit child labour nor exploit
children in any way. If children are found to be working directly 4.5 Our suppliers shall not engage in or tolerate bullying,
or indirectly for the supplier, the latter shall seek a sensitive and harassment or abuse of any kind.
satisfactory solution that puts the best interests of the child
first. 4.6 Our suppliers shall establish written disciplinary procedures
and shall explain them in clear and understandable terms to their
2.3 Our suppliers shall not employ young workers under 18 workers. All disciplinary actions shall be recorded.
years of age at night, or in conditions which compromise their
health, their safety or their moral integrity, and/or which harm
their physical, mental, spiritual, moral or social development. 5. Health and safety
Provisions under Health and Safety shall be further defined to
cater for specific conditions and related hazards pertaining to
3. Freedom of association and effective recognition of the different industries, in accordance with the relevant applicable
right to collective bargaining Health & Safety principles:
3.1 Workers have the right to join or form trade unions of 5.1 Our suppliers shall provide safe and clean conditions in all
their own choosing and to bargain collectively, without prior work and residential facilities and shall establish and follow
authorization from suppliers’ management. Our suppliers shall a clear set of procedures regulating occupational health and
not interfere with, obstruct or prevent such legitimate activities. safety.
3.2 Where the right to freedom of association and collective 5.2 Our suppliers must take adequate steps to prevent
bargaining is restricted or prohibited under law, suppliers shall accidents and injury to health arising out of, associated with,
not hinder alternative forms of independent and free workers or occurring in the course of work, by minimising, so far as
is reasonably practicable, the causes of hazards inherent in 6.5 Our suppliers shall not make any deductions from wages
the working environment. Appropriate and effective personal which are unauthorised or not provided for by national law.
protective equipment shall be provided as needed. Our suppliers shall not make any deduction from wages as a
disciplinary measure.
5.3 Our suppliers shall provide access to adequate medical
assistance and facilities. 6.6 Our suppliers shall provide all legally required benefits,
including paid leave, to all workers.
5.4 Our suppliers shall provide all workers with access to clean
toilet facilities and to drinkable water and, if applicable, sanitary 6.7 Our suppliers shall always compensate all workers for all
facilities for food preparation and storage. overtime at a premium rate, as required by law and, where
5.5 Our suppliers shall ensure that residential facilities for applicable, by contractual agreement.
workers, where provided, are clean and safe.
5.6 Our suppliers shall assign the responsibility for health and 7. Working hours
safety to a senior management representative.
5.7 Our suppliers shall provide regular and recorded health 7.1 Our suppliers shall set working hours that comply with
and safety training to workers and management, and such national laws or benchmark industry standards or relevant
training shall be repeated for all new or reassigned workers and international standards, whichever affords greater protection to
management. ensure the health, safety and welfare of workers.
5.8 Our suppliers shall provide adequate safeguards against 7.2 Our suppliers shall respect that the standard allowable
fire, and shall ensure the strength, stability and safety of working hours in a week are 48, excluding overtime. Workers
buildings and equipment, including residential facilities where shall not on a regular basis be required to work in excess of 48
provided. hours per week.
5.9 Our suppliers shall undertake sufficient training of workers 7.3 Overtime shall be voluntary, shall not exceed twelve hours
and management in waste management, handling and disposal per week and shall not be requested on a regular basis.
of chemicals and other dangerous materials.
7.4 Our suppliers shall respect all workers right to breaks
during work shifts and to at least one free day following six
6. Wages, benefits and terms of employment consecutive days worked as well as public and annual holidays.
6.4 Our suppliers shall provide all workers with written and
understandable information about their employment conditions,
including wages, before they enter into employment; and about
details of their wages for the pay period concerned each time
that they are paid.
All our suppliers are required to post the Reformation Code of Conduct and Reformation
grievance email in a conspicuous place frequented by all employees in the local
languages spoken by employees, supervisors and managers.
Please confirm your agreement to our Code of Conduct by signing in the space provided
I represent and warrant that I have authority to sign on behalf of the company named
below and to bind the company named below to the terms of this Policy.
Factory Name
Date
Implementation of our Code of Conduct
While we expect all our suppliers to meet our Code of Conduct, we recognize that this
can be a work in progress. There are publicly available resources that provide a strategy
framework outlining fundamental and advanced steps corresponding to each of the above
procedures. Please refer to the GSCP Social Labor Management Systems.
Additional Policies
Reformation expects our suppliers to additionally adhere to the following:
No unauthorized subcontracting
Subcontracting may only be utilized with Reformation’s prior written approval and only
after the subcontractor has agreed to comply with our Code of Conduct and has been
approved as an authorized supplier, without exception. This applies to all test, sample and
bulk production orders and includes all product components.
Our Code of Conduct, policies and requirements and all applicable laws and regulations
must be communicated to all sub-suppliers and/or approved subcontractors in the
local language. In addition, our direct suppliers are required to continuously monitor all
approved subcontractors and sub-suppliers for compliance with our Code of Conduct
and our Additional Policies.
No homeworking
Reformation does not permit any homeworking.
Management Systems
Reformation expects our suppliers to have an established management system.
Management systems shall undergo regular review and revisions to policies and
procedures to ensure compliance with local laws, adherence to our Code of Conduct,
and mitigation of risks related our Code of Conduct.
Specifically, the following policies and procedures shall be implemented by the supplier:
• Appoint a senior management staff to take responsibility of implementing our Code of
Conduct and additional policies. In addition, suppliers must provide appropriate training
for managers on how to implement its social compliance policies and procedures.
• Establish a written social compliance policy and code endorsed by senior management
and cover the key elements of our Code of Conduct and additional policies.
• Communicate our Code of Conduct and additional policies to all employees in a
language they understand. In addition, suppliers shall implement a communication/
grievance system, and ensure workers are aware of and knowledgeable on how to use the
system.
• Implement a system to identify and monitor laws, regulations and Reformation
requirements that apply to the supplier. Up-to-date versions of applicable laws,
regulations and customer requirements shall be obtained.
• Conduct regular management reviews (at least annually) of its social compliance system
in order to identify improvement opportunities. Written records (correspondence, report,
meeting minutes, etc.) from management review meetings should be available for review.
• Take appropriate actions to address non-conformances identified during assessments
and also have preventative measures in place to avoid recurrence.
Environmental Responsibility
Reformation expects our suppliers to respect and protect the local environment in which
they operate. This applies to all raw material processing, agricultural, manufacturing and
logistics facilities that are involved in Reformation’s supply chain. Suppliers shall commit
to establishing effective policies and procedures to manage, monitor and minimize their
environmental impacts, including but not limited to energy and natural resource use, water
use, wastewater, emissions to air, waste management and their initiatives for pollution
prevention.
• All sites must ensure that they comply with and possess up-to-date certification,
permits, licensing and/or registrations pertaining to all local and national environmental
laws.
• Suppliers must ensure that an Environmental Management System (EMS) is in place with
a trained employee who monitors, tracks and reports the environmental practices of the
facility.
• Waste disposal must be done in a responsible manner, that complies with local and
national regulations. Suppliers must also strive to meet international standards that apply.
Personal Protective Equipment and adequate training must be made available.
• Suppliers must take a proactive approach toward preventing the accidental release or
discharge of hazardous substances into the local environment. The air emissions must
at a minimum meet the regulated discharge limits. This should be included in the EMS
Operator’s duties. In case of such an incident, the EMS operator must be trained in
controlling the spill.
Suppliers may be required to disclose energy, water and chemical usage to Reformation
upon request.
Remediation and Continuous Improvement
In order to ensure continued compliance with our Code of Conduct, all suppliers must
agree to announced and unannounced assessments by Reformation and our independent
third-party monitoring firms. Suppliers must grant full access (production facilities,
employee records and employees for confidential interviews), maintain accurate
documentation necessary for demonstrating compliance with our Code of Conduct and
be fully transparent when submitting to assessments.
Please confirm your agreement to our Additional Policies by signing in the space
provided.
I represent and warrant that I have authority to sign on behalf of the company named
below and to bind the company named below to the terms of this Policy.
Factory Name
Date
Assessment Policy and Guidance
Reformation has developed a proactive approach to sustainable sourcing in order to
drive real change throughout our supply chain. We monitor for compliance to our Code
of Conduct and additional policies in a tailored and risk based manner which enables
us to decrease audit fatigue and focus more resources on continued improvement
support. The goal of our assessments is not only to help us evaluate our supplier’s overall
compliance but to also identify progress and stimulate improvement. Violations, open
communication and genuine continuous improvement will always be regarded higher than
false documents and hidden violations. We believe that suppliers should be involved
as much as possible in the assessment process and we hope that you will use these
assessments as an opportunity to learn how to improve working conditions and labour
standards in your facility.
Below you will find information explaining our assessment process and assessment
methodology.
Step 1: New Supplier Setup: All direct suppliers will be sent the Vendor Setup Form,
Pre-Screening Tool and NDA. Receipt of these documents will trigger the initiation of our
factory authorization process described below:
Reformation
Attn: Carrie Freiman
2263 E Vernon Ave,
Los Angeles, CA 90058
sustainability@thereformation.com
*Subject line: Supplier Name: Signed Sustainable Partners Guidebook
Step 3: Assessment Planning & Submission: All suppliers are required to either:
Submit a full assessment report to sustainability@thereformation.com (Subject: Supplier
name: Audit company Assessment report) from one of the approved third-party programs
or approved brands. Please be sure to follow our Acceptance Requirements (see below).
a) Reformation will validate that the report meets our acceptance requirements
b) Valid reports will be assessed and assigned a color rating based on the third party
program’s evaluation of the facility and Reformation’s review of the reports.
c) Assessment ratings and next steps will be communicated to supplier
One of these two elections must be made for every supplier (as specified above).
Based on the findings during the assessment, Reformation will perform concentrated
remediation efforts and a corrective action plan (CAP) form will be issued to the supplier
detailing the areas which need improvement. It’s the supplier’s responsibility to fill out the
below three areas on the CAP form:
1. Corrective Action Plan – Briefly state what steps will be taken to fix the issue
2. Responsible Staff/Position – Identify who in your factory will be responsible for this
3. Planned Completion Date – Indicate when the corrective action will be completed
If a CAP form is issued, suppliers need to complete the form and return it to the
Reformation Sustainability team and the Preferred Assessment Partner within 14 days.
We understand that certain issues are easily remedied, while others may take longer.
All substandard audit findings must be remediated in a timely manner. We expect our
suppliers to share our value of striving for constant improvement. Remember, it’s not just
about what happens during the audit - we prioritize active continuous improvement.
Acceptance Requirements
Approved Third Party Programs
Assessments from the following third-party programs can be submitted to satisfy
assessment requirements. Assessments must be authentic and dated and have taken
place within the last 12 months. Submissions must include the full assessment report
including any follow-up assessments. We will not accept just the certification, corrective
action plans or a list of the violations. If the report is older than 12 months, an updated
factory assessment must be submitted prior to production starts at the facility. If the
assessment is accepted, we will assign a Reformation factory rating. We reserve the
the right to reject a third-party assessment and require additional assessments if we feel
necessary.
• Business Social Compliance Initiative (BSCI)
• Better Work
• SEDEX Members Ethical Trade Audit (SMETA)
• Social Accountability International (SA8000)
• Worldwide Responsible Accredited Production (WRAP)
• Elevate Responsible Sourcing Tool
• Labor Law Monitoring
• Intertek Workplace Conditions Assessment (WCA)
Acceptance of other Brands’ Audits
Reformation may accept assessment reports from other brands that continue to
demonstrate a commitment to Social Responsibility. Our criteria for accepting other
brands assessments include:
• Assessments must be less than 12 months old
• The full assessment including any follow-up assessments must be submitted
• We will review the brand’s program, code standards, assessment tools and protocols to
confirm they are in line with our standards
• If the assessment is accepted, we will assign a Reformation facility rating. We reserve
the the right to reject other brands’ assessments and require additional assessments if we
feel necessary.
Assessment Matrix/Rating:
Reformation uses a color coded system to indicate the compliance status of factories. A
summary is found below:
Facility is transparent,
has open communication
and is making continuous
improvements.
Production is encouraged to
place business.
Orange Authorized for production Weekly working hours Follow- up Facility may
on a probationary basis exceeds 60, No 1 days assessments are be authorized
off in 7, No 2 days off in required within to produce
Facility has major safety, 14, Insufficient overtime a maximum of 3 Reformation
health or labor-related payment, Insufficient months products but
violations of the Standards legal benefits, Health & vendor must take
and significant action is safety non-conformities, immediate action
required. Cash Pay to substantially
remediate any
Production may place open violations
orders while reinforcing the within the
importance of compliance specified time
and making continuous frames (0-1
improvements against a month) as defined
Corrective Action Plan. in Corrective
Production should consider Action Plan and
sourcing another supplier factory follow up
should no improvement be audits.
made. Two consecutive
orange ratings will result in
a Red rating.
Policies:
• Reformation purchase orders are required to capture the facility location, producing
the goods, on the PO. If the facility location is missing, PO’s cannot be issued. It is the
vendors responsibility to ensure the facility location is submitted on time to Production
team, or the issuance of PO’s will be delayed due to fault of supplier.
• Suppliers must confirm that the facility assessment report they submit is for the same
factory that will be used for orders.
• Falsification of assessment report or facility location, will incur severe chargebacks for
non-compliance and/or cancellation of applicable orders.
• Reformation takes our assessment process very seriously and does not accept or
condone any form of bribery. Any attempt to bribe or improperly influence an inspection
will result in a suspension of business with that supplier. This includes offers of any kind,
including but not limited to gift, factory products or money.
• Suppliers must have a valid, current business license and other documents required for
legal operation.
• Suppliers must not have any errors or omissions in government permits, certificates or
other records.
• Suppliers must allow assessor(s) full access to its facility premises, workers, and
records.
• Suppliers should not “coach” employees to provide false or misleading responses to
questions asked by assessor(s).
• Suppliers should not interfere with selection of workers for interviews and facilitates
interviews outside the presence of managers and supervisors.
• Workers must not be punished through monetary, physical, or other means, for
participating in worker interviews.
• Suppliers must provide accurate and true payroll documents and time attendance
records for review.
• Suppliers are responsible for ensuring that the required correction are completed by
the listed dates on the CAP form. Extensions to these dates may be accepted if supplier
advises Reformation.
• Suppliers with a poor assessment rating must work to correct the issues found from
the audit prior to production of Reformation orders. If corrections are not made prior to
production, supplier may risk cancellation of orders, at Supplier’s sole expense.
• If any supplier does not comply with these terms, Reformation may cancel any or all
outstanding POs.
Address:
2263 E Vernon Ave
Los Angeles, CA 90058
Kathleen Talbot
VP Operations and Sustainability
Email: kathleen@therefomation.com
Carrie Freiman
Senior Social Responsibility Manager
carrie@thereformation.com
Supplier Responsibility
All purchase orders must commit to adhering to our full RSL. Our direct supplier is
responsible for sharing the RSL with all subcontractors and sub-suppliers from raw
materials to finished product and ensuring the standards are met. Suppliers must keep
records of each third party certification test. The manufacturer must have separate
certification tests records for each manufacturing site when applicable.
Suppliers are expected to be aware and comply with changes and revisions in national
and international laws and regulations governing hazardous substances. Suppliers agree
to comply with upcoming versions of the RSL. Additionally, suppliers must adhere to safe
handling, labelling and storing of approved substances while preventing or mitigating the
release of chemicals and hazardous substances. Adequate training and protection must
be provided to persons handling chemicals.
Accepting the Passing/Conformed test report provided does not relieve our suppliers
of responsibility for the quality of goods. Suppliers shall be responsible for any claim,
lawsuit, re-call or charge back from any EU, or U.S. Federal or State Governments or our
customers due to the chemicals listed in our RSL list.
Additional Policies
• Our suppliers must take responsibility that each of their materials comply with the full
RSL and agree to hold Reformation harmless from any claim, loss, damage, or other
detriment, resulting from any supplier non-compliance.
• Failure to comply with the terms of the Reformation RSL Policies will be considered a
material breach of this RSL, and Reformation may cancel any or all outstanding Company
POs with the Supplier at the sole cost of Supplier. Any penalties incurred by Reformation
as a result of non-compliance with this policy will be the sole responsibility of the
noncompliant party, including the costs of any product recalls or litigation, including
reasonable attorneys’ fees and costs.
• Shipment of goods with Failed/Non-Conformed testing results is a material breach of
these Policies and will result in: (1) chargebacks, and/or (2) the destruction, or return
of goods. Reformation shall in its sole discretion determine which action to take, but
will confer with Supplier if possible. Any such remedial actions will be at Supplier’s sole
expense.
(Including horns, bones, cork,
Natural materials
Artificial leather
Synthetic fibers
Natural leather
Blended fibers
Coatings and
Coatings and
Feathers and
with fiber
backing
Metal
prints
prints
down
Glue
Substance
Acetophenone and 2
2-Phenyl-2-Propanol (EVA foam)
1
Azo-amines 1 1 1 1 1 1 1 (If dyed/coated)
Bisphenol-A 3
Chlorinated Paraffins,
SCCP (C10-C13) and 3 3 3 3 1 3 2
MCCP (C14-C17)
Chlorophenols (Tri-,
Tetra-, and 3 3 3 1 3 2 3
Pentachlorophenols)
Chlororganic Carriers 2 2 3
Dimethylformamide
2 2 2
(DMFa)
Dimethylfumarate
3 3 3 3 3 3 3
(DMFu)
3
Flame Retardants (if finishing is applied)
Fluorinated
Greenhouse Gases
Formaldehyde 1 1 1 1 1 1 1 1
Heavy Metals,
3 1
Chromium VI
Heavy Metals,
3 3 2 3
Cadmium Total
Heavy Metals,
Additional Total (Hg 3 3 3 3
& As)
Heavy Metals,
2 2 2 2 2 2 2
Extractable
(Including horns, bones, cork,
Natural materials
Artificial leather
Synthetic fibers
Cont’d
Natural leather
Blended fibers
Coatings and
Coatings and
Feathers and
with fiber
backing
Metal
prints
prints
down
Glue
Substance
N-Nitrosamines 2
Organotin Compounds 3 3 3 3 3 3 3 3
Ortho-phenylphenol
3 3 2 2 1 1 1 3 1
(OPP)
Ozone-depleting
3
Substances
Perfluorinated and
2
Polyfluorinated (if water or stained repellant finish is applied)
Chemicals (PFCs)
Pesticides, Agricultural 3 3 3
Phthalates 1 1 1 1
Polycyclic Aromatic
1 1 1 1
Hydrocarbons (PAHs)
Volatile Organic
3 3 3 3 3 2 3 2
Compounds (VOCs)
1 Indicates that there has been a widespread use and/or frequently detected in a particular material
2 Indicates that the chemical has been deliberately used and/or detected in a particular material occasionally
3 Indicates that there is a low but theoretical chance that the chemical could be used and/or detected
0 Indicates that there is almost negligible risk of a chemical being used and/or detected
RSL
Please follow the link below for Reformation’s RSL
LINK
Please confirm your agreement to our Restricted Substance List by signing in the space
provided.
I represent and warrant that I have authority to sign on behalf of the company named
below and to bind the company named below to the terms of this Policy.
Factory Name
Date
Finished Goods Quality Inspection Guidelines
Quality is a core value and requirement for Reformation, and we appreciate our partners’
commitment to delivering the highest quality products. This guide will help define the
procedures required to book quality inspections, as well as Reformation’s inspection
standards, processes, and requirements.
All full-package products are subject to a final quality inspection by Reformation’s third-
party inspection team, unless otherwise approved in writing by Reformation’s Production
team. A final quality inspection is required for ALL orders, no matter what terms are on the
PO. As a Reformation partner, you are responsible for scheduling an in-factory inspection
prior to shipment. Final quality inspections should be completed at least 10 days prior to
shipment of the order(s). Reformation will not be responsible for extra logistical costs if
the inspections are not completed and passed before the anticipated ship date.
Samples / QA Checklists
Reformation will provide a tech pack that includes all relevant points of measure, and style
specific requirements. At the time of the Pre-production sample, suppliers are responsible
for making duplicate approved PP samples (for each colorway) that can be kept at the
supplier. It is the Supplier’s responsibility to provide these samples to the third-party
inspection team for reference during the QA inspection. We will inspect against the tech
pack points of measure, trim placement, etc. We will also complete standard inspection
checklists that cover needle damage, fit, stitches, handfeel, symmetry, pressing, smell,
rub, pull, stretch, barcode, fabric weight, and other tests as appropriate for the product
category.
The inspectors will use the signed and approved PP sample and tech pack from
Reformation to approve the TOP and production. Any other required materials, such as
current PO information, measurement requirement/latest updated specs, drawings or
special instructions must be made available to the inspectors.
Inspection Booking
In-factory inspections are scheduled with Reformation’s partner inspection agency
directly. You will be required to book all inspections via the AI web portal. See Appendix
D for account / login details.
AI inspectors can typically get on-site within 48 hours from booking request. However,
you should submit a booking request for the next weekly inspection before Thursday
at 12:00AM. If the submission is during peak/holiday in China, an additional 5 days is
required for scheduling purposes.
Style Information
• PO Number
• Spec Sheet
• Ex-factory Date: Enter the ex-factory date from the Purchase Order
NOTE: All date information should be in the format MM/DD/YYYY.
• Quantity: Quantity has to be greater than zero (0) and whole numbers
• Product type
Inspection Information
• Booking Date: The booking date is today’s date or date sending request
• Planned Ship Date: Enter the date anticipated to ship
NOTE: All date information should be in the format MM/DD/YYYY
• Type of Inspection: In-line, In-line Re-inspection, Final, or Final Re-inspection
Factory Information
• Supplier Name
• Factory Name
• Factory Address
• City, Province: be sure to separate the city from province by a comma (,)
• Mobile number
• Landline phone number
• Factory Contact Name
• Factory Contact Email: The factory email contact will receive all booking and inspection
related communication
Once the booking request has been sent, the inspection team will review the form, then
confirm the inspection date with the supplier. Any missing/incomplete information will be
returned to the supplier to complete.
Any changes to the submitted form must be issued to the inspection team at least 2 days
prior to the confirmed inspection date. Note: Incomplete information may result in a delay
with booking an inspection.
Supplier is responsible for all costs incurred if the supplier is not ready for the scheduled
inspection when the inspectors arrive. If the Final Inspection report is “Failed” or
“Aborted” any re-scheduled inspection costs are the sole responsibility of the supplier.
Passed Results
A Final Inspection report with a “Passed” result designates the inspected orders have met
Reformation’s quality standards and may proceed to shipment processing.
Failed Results
A Final Inspection report with a “Failed” result, designates the inspected orders have not
met Reformation’s quality standards, and cannot proceed to shipment processing. Upon
review of the Final Inspection report, the Reformation team will, in its sole discretion,
determine whether the entire order will be cancelled or whether repairs/re-work, and/or
re-inspection will be conducted.
Re-Inspection
Reformation will confirm if re-inspection is required after an inspection has “Failed” or is
deemed “Aborted.” The supplier is required to arrange any necessary re-work, or repairs,
immediately and to make arrangements to book a re-inspection with Reformation’s partner
inspection agency/teams. Reformation partners are responsible for all costs for re-
inspecting after a “Failed” or “Aborted” inspection.
Bribery
Reformation takes the inspection processes very seriously and does not accept or
condone any form of bribery. Any attempt to bribe or improperly influence an inspection
will result in a fine of $10,000. A second offense will result in a suspension of business
with that supplier.
Please confirm your agreement to our Quality Inspection Guidelines by signing in the
space provided.
I represent and warrant that I have authority to sign on behalf of the company named
below and to bind the company named below to the terms of this Policy.
Factory Name
Date
Fabric Quality Standards and Bulk Material Testing
Process
Reformation is committed to making high quality products for our customers. We have
quality checks at the finished goods as well as fabric level. This section focuses on our
fabric quality standards and testing process.
Specific requirements for Full Package and Private Label contracts are as follows:
• In case of full package or private label, our main supplier is responsible for acquiring
and paying for the cost and materials needed for testing from fabric supplier, and
submitting passed reports to Reformation 72 hours prior to garment manufacturing. If
passed reports are not received prior to garment manufacturing, chargebacks may be
incurred by the main vendor for non-compliance (see appendix E). The main vendor is
responsible for any/all costs incurred for materials that do not meet test protocols or are
found to be non-compliant, including but not limited to 100% reimbursement of cost of
fabric, cutting, sewing, trim, manufacturing capacity, air cost of finished garments, etc.
Please confirm your agreement to our Fabric Quality Standards and Bulk Material Testing
Guidelines by signing in the space provided.
I represent and warrant that I have authority to sign on behalf of the company named
below and to bind the company named below to the terms of this Policy.
Factory Name
Date
Better Materials
We accept the following fabric types with the below certifications. At least 90% content
must be from the following fibers.
We have also listed certifications, standards, and industry practices for Reformation’s
preferred fibers, finishing techniques, as well as dyeing and printing processes. We know
certifications can be expensive- so if you have taken any alternate routes to sustainability,
we’d like to know!
Lenzing Tencel® Lyocell Valid Lenzing verification letter Lenzing Tencel® Lyocell
Recycled Cotton Valid Global Recycle Standard certification or the Recover, Earthspun® fibers
Recycled Claim Standard certification administered
by Textile Exchange, EcoMark
Recycled PET / Polyester Valid Global Recycle Standard certification or the Apexa, Earthspun®, Recover ®, Repreve ® a.k.a.
/ Nylon Recycled Claim Standard certification administered Unifi, Econyl®, Singtex®, Eco Circle™ and Virent
by Textile Exchange BioFormPX®, Ecodear®
Rayon / Viscose Valid Lenzing or Birla verification letter, Bluesign EcoVero™ by Lenzing
certification
We do not permit direct dyeing, vat dyeing, disperse dyeing, 2-bath dyeing (reactive
dyeing followed by disperse dyeing), conventional soaping, continuous wash off, or
discharge printing.
If you adopted natural dyes, azo- free dyes, phthalate free dyes, low-impact reactive
inks, reusing water, optimizing energy use, eliminating harmful substances, better cleaning
agents, dye stuff carriers or any other efforts, let us know!
Made in Green by Oeko-tex Combines Standard 100, STeP, and adds QR code
to allow end users to trace a product’s supply
chain.
Global Organic Textile Standard - GOTS Certify authentic organic fiber content and
responsible textile processing. GOTS approved
dyestuffs are available with companies like DyStar,
Clariant, etc.
Cont’d Preferred (But Not Required) Dyeing & Printing Standards
ISO 14001:2004 Environmental Management Framework for EMS that does not specify levels of
Systems environmental performance, but assures external
parties that the company is in control of practices
that impact the environment.
Digital Printing, Sublimation, Waterless Dyeing (like AirDye and DryDye) and Printing, Block Printing, Screen
Printing, Closed loop dyeing systems (like DyeCoo, water recycling)
DISHA (India), Ekolabel Indonesia, Hong Kong Green Label Scheme, Singapore Green Label Scheme, Thai Green
Label Scheme, China Environmental Labeling, German Blue Angel, Nordic Ecolabel
Below are techniques that will help reduce water and energy consumption.
Combine desize and stone/enzyme wash A four bath process can be reduced to two baths
by combining steps, and reducing a rinse step.
Combine desize, enzyme wash and bleach A seven bath process can be reduced to five baths
by combining the desize, enzyme and bleach step.
Needs specific chemistry.
Combine enzyme and softener Saves a rinse step and a softener step. Technique
works well with non-denim.
Cont’d Preferred (But Not Required) Finishing Techniques
Low liquor ratio reactive garment dye Education around lower water levels in both reactive
dye bath and rinse bath.
Remove desize step Use soluble synthetic starches that dissolve in any
bath.
High fixation reaction dye Use high fixation reactive dyes to reduce hydrolysis
and over deposition.
Spray potassium permanganate on raw garments Works best with dark finishes. Spraying potassium
permanganate on dry raw goods avoids a
neutralization step and potentially the following
rinse.
Neutralize bleach in one bath Combining bleach and neutralization can save one
bath.
Combine resin and tint steps; apply by dipping Add tint to the resin solution and applying through
spray or dip. Tint wet bath (and sometimes the rinse
bath) is removed.
Combine fixing and softener Combine to save one fixation bath. Ensure fixer and
softener are compatible.
Low liquor ratio bleach Modern machine design and technology allow
laundries to significantly lower the liquor ratio.
Low liquor ratio for desize Modern chemistry and modern machine designs
allow for low liquor ratio desize. Education is
needed.
Low liquor ratio for stonewash Abrasion is equally effective with less water.
Energy Star® certified equipment, Dryer safety- eg. lint removal, Training dryer operators on cool down types for
different fabrics, Fire safety to avoid spontaneous combustion, Electrical safety, Health safety, NZI Laundry Risk
Management Guide.
Product Specific Guidelines: Outerwear, Shoes, Jewellery, Sunglasses
We do not permit plastics, animal feathers, or animal fur.
Buttons: Corozo, recycled paper horn, shell, coconut, hemp, mother of pearl, recycled glass, recycled wood
Zippers (materials for all components): Recycled PET, recycled zinc and brass, recycled nylon
Thread (optional): bio-based yarn, recycled PET thread yarn, other recycled yarn
We also look for the above materials in hook and eye, ring and sliders and other trims
Outerwear
We do not permit virgin down, virgin wool or the use of PFC chemicals in outerwear
products undergoing DWR (Durable Water Repellency) treatment.
Best Practices
Bluesign certified dyeing, farm level traceability, PVC and phthalate free inks, C2C certified
Shoes
We do not permit conventional Leather, toxic glue, petroleum based leather, PVC
components/PVC containing components, Durable Water Repellent containing PFCs
(perfluorinated chemicals), <42 grams/pair of VOCs in footwear, synthetic latex or lurex in
our products. For packaging, we do not permit poly bags, non-recycled tissue, plastic film
and other unnecessary materials.
Design
Design for disassembly, Cradle2Cradle design, durability, reuse/recycling/upcycling program in facilities to reduce
waste
Cont’d Preferred (But Not Required) Practices & Materials
Adhesives
Natural latex, water based adhesives, soy-based adhesives, solvent-free adhesives
Packaging
70% or greater recycled content
We do not permit the use of non-recycled metals like brass, sterling silver or other
metals. We also do not use plastics or other petroleum based products in our jewelry and
hardware.
Best practices
Nickel free, toxic chemical free, recycled packaging that does not cause shading or spotting on jewelry, all
germicidal, corrosion resistant coatings and platings must submit RSL testing
Sunglasses
We do not permit the use of non-recycled metals like brass, sterling silver or other
metals. We also do not use plastics or other petroleum based products in our jewelry and
hardware.
Please confirm your agreement to our terms of the Sustainable Partners Guide V1 by
signing in the space provided.
I represent and warrant that I have authority to sign on behalf of the company named
below and to bind the company named below to the terms of this Policy.
Factory Name
Date
Your comments are welcome! Please provide on a separate sheet. Please be sure to
complete, sign, scan and return this form via email.
Reformation
Attn: Carrie Freiman
2263 E Vernon Ave
Vernon, CA, 90058
sustainability@thereformation.com
*Subject: Supplier name: Signed Acknowledgement of Receipt
Address:
2263 E Vernon Ave
Vernon, CA, 90058
Kathleen Talbot
VP Operations and Sustainability
Email: kathleen@therefomation.com
Carrie Freiman
Senior Social Responsibility Manager
carrie@thereformation.com
Report No:
Date:
Sample Description:
Style Name:
P.O. No.:
Batch No.:
Delivery terms:
Materials/Fiber content used (must specify materials/fiber content used for all components):
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Color:
Country of Origin:
Supplier:
Product Category:
Testing Period:
Result:
Appendix B—General Conformity Certification (GCC)
Product information
Product #: Description:
Product colors:
Date of testing:
These Products or applicable component parts thereof are hereby certified by the undersigned to meet all applicable U.S. Consumer Product Safety
Commission’s standards, including the current law for Lead Paint.
Level Description
90 Lead in surface coating
Standard Ex < ppm Ex
ppm
ppm
By signing and issuing this document to LYMI, Inc. (dba Reformation) we are guaranteeing the results on the test are true and accurate, and the same
component on the product is reflected in the re-test. We at hold LYMI, Inc. harmless and indemnify them.
These products were manufactured in the month of , in the year , in the City of ,
State/Province of , Country of .
Address: Address:
Telephone #: Telephone # :
(I CERTIFY BY SIGNING THIS DOCUMENT THAT IS IT BINDING AND WE AS ACOMPANY ASSUME ANY LIABILITY)
Appendix C—AQL
2 to 8 A A A A A A B
9 to 15 A A A A A B C
16 to 25 A A B B B C D
26 to 50 A B B C C D E
51 to 90 A B C C C E F
91 to 150 B B C D D F G
151 to 280 B C D E E G H
281 to 500 B C D E F H J
501 to 1200 C C E F G J K
1201 to 3200 C D E G H K L
3201 to 1000 C D F G J L M
10001 to 35000 C D F H K M N
35001 to 150000 D E G J L N P
150001 to 500000 D E G J M P Q
500001 and over D E H K N Q R
Sample Sample
size size Acceptable quality levels (Normal inspection)
code
letter
A 2 0
B 3 0
C 5 0
D 8 0
E 13 0
F 20 0
G 32 0
H 50 0
J 80 0
K 125 0
L 200 0
M 315 0
N 500 0
P 800 0
Q 1250 0
R 2000
Appendix D: Inspection Account/login details
Please follow the link below for account login details.
Asia Inspection Guidelines for account creation and bookings.
Infraction Chargeback
Cargo shipped without QA approval or Failed Test Result $10,000.00 or full value of P.O whichever is lessp + Plus all related costs to
correct or resolve the noncompliance
Aborted Inspection $325.00 per manday/PO + Plus all related costs to correct or resolve the
noncompliance
Re-inspection after 1st inspection $325.00 per manday/PO + Plus all related costs to correct or resolve the
noncompliance
Bribe/Improperly Influenced Inspection $10,000.00 or full value of P.O whichever is less per PO + Plus all related
costs to correct or resolve the noncompliance
Customer Returns / Reported Defects Retail cost + 20% for any units that exceed 2.5% of PO quantity
Failure to provide a conformity certificate (GCC or CCC) $1,000.00 or full value of P.O whichever is lessper PO + Plus all related costs
to correct or resolve the non-compliance
Missing or late bulk material test or development test report $500.00 per incident + Plus all related costs to correct or resolve the non-
compliance
Failed material test or material non-conformity 100% reimbursement of PO + Plus any/all related costs incurred (including,
but not limited to fabric, cutting, sewing, manufacturing, shipment delays,
etc.)
Chemical testing
†Appearance after Washing (3x) AATCC 135/150 No obvious defects/observations affecting the end X X
product performance/appearance. List all observations
including skewing, color
or change/staining, wrinkling, skewing, pilling and fuzzing.
Knit:±6.0%;woven:-4.0%~﹢3.0%
† Appearance after Drycleaning (1x) (for Commercial Drycleaning No obvious defects/observations affecting the end X X
drycleanable item) product performance/appearance. List all observations
including skewing, color change/staining, wrinkling,
skewing, pilling and fuzzing.
Color Change:
Print and pigment: 3.5 min.
Others: 4 min.
Self-staining: 4.5 min.
Flammability
X
*†Flammability Test for General Clothing 16 CFR 1610 Class 1
(Test non-exempt fabrics only) (the factory can provide COC valid within 6 months)
Performance tests
Pilling Resistance (for knit) ASTM D3512 Grade 3.5 min after 30 minutes X
As received
Colorfastness
Cont’d Colorfastness
Class IV
Class 0 Class I Class II Class III 204°C and
Below 121°C 121–135°C 149–163°C 177–191°C above
Modacrylic 93–121°C Acetate Nylon 6,6 Cotton
Olefin (Polyethlylene) 79–121°C Olefin Acrylic Polyester Fluorocarbon
(Polypropylene) Azlon
Nylon 6 Glass
Hemp, Jute,
Ramie
Rubber 82–93°C Silk Spandex Linen
Wool Rayon,
Viscose
Saran 66–93°C Triacetate
(heat set)
Vinyon 54°C
Appendix H: Preferred Testing Partner Submission Process & Contact
Information
Please refer to the link below for service locations, sample requirements, testing procedure, lead times and training
services provided by our testing partner.
https://www.dropbox.com/s/b7obbmtl2n25itk/Preferred%20Testing%20Partner%20Submission%20Process%20
%26%20Contact%20Information.pdf?dl=0
Please refer to the link below for service locations, sample requirements, testing procedure, lead times and training
services provided by our testing partner.
https://www.dropbox.com/s/vzhoyi24slg81ao/Reformation%20Testing%20Application%20Form.PDF?dl=0
Scheduling an Initial Assessment with Labor Law Monitoring ( FOR CALIFORNIA SUPPLIERS ONLY):
• Suppliers must notify Reformation of all Tier 1 and Tier 2 facilities used for Reformation POs by completing the Vendor
Setup From for all facilities used for Reformation goods and submit to sustainability@thereformation.com. Subject:
Supplier name: Supplier name: Vendor Setup Form
• In order to schedule your initial assessment with Labor Law Monitoring, please contact David Fitzpatrick directly by
email at dfitzpatrick@laborlawllc.com or by phone at 714-904-2741.
• Assessments will be semi-announced ( approx 14 window)
• Supplier is responsible for cost of initial assessment. Assessments cost $350 and must be prepaid by check to Labor
Law prior to assessment being performed.
• Please leave at least 3 weeks for scheduling. All new facilities must complete an assessment prior to production of any
Reformation goods unless an mutual recognition assessment has been submitted and accepted.
• Documents required to complete the initial assessment with Labor Law are as follows:
• Workers compensation insurance policy (copy)
• Garment Registration Certificate (copy)
• Workers Compensation Payment
• Access to recent time card records
• Access to recent payroll journal
• Access to all banking records including canceled checks for all accounts
• Access to recent piece rate tickets ( if applicable)
• Access to recent employee check stubs (copy)
• I-9s
• DE-9’s ( most recent quarter)
• 941 (most recent quarter)
• Safety meeting
• Assessment reports will be sent directly to supplier. Upon receipt, please email to sustainability@thereformation.com
for review.
Scheduling an Assessment with Elevate (FOR ALL ONGOING MONITORING & INITIAL ASSESSMENT OUTSIDE OF
CALIFORNIA):
• Suppliers must notify Reformation of all Tier 1 and Tier 2 facilities used for Reformation POs by completing the Vendor
Setup From for all facilities used for Reformation goods and submit to sustainability@thereformation.com. Subject:
Supplier name: Supplier name: Vendor Setup Form
• All new facilities are expected to schedule and complete a social compliance factory assessment a minimum of 60-
days prior to production of any Reformation goods.
• Supplier is responsible for cost of initial assessment. Assessments must be prepaid to Elevate prior to assessment
being performed.
• Documents required to complete an assessment with Elevate are listed in Appendix K.
• To schedule an assessment with Elevate, please follow the instructions in the link below:
https://www.dropbox.com/s/zen89i2tmhuigdo/Reformation%20Guidance_Request%20and%20Scheduling%20an%20
Audit%20with%20ELEVATE.DOCX?dl=0
If you have any questions about scheduling your assessment with Elevate, please contact Ellen Kobori at ekobori@
elevatelimited.com.
Opening Meeting
During the opening meeting with management, our Third Party Monitoring partner ELEVATE will:
• Show respect and courtesy to management
• Introduce each member of the ELEVATE team
• Establish appropriate communication channels
• Review the scope and goals of the visit
• Provide management with a specific list of records that will be needed for review ( see below outline of required
documentation)
• Request a site floor plan
• Discuss the assessment team’s role as an objective verifier only
• Present and discuss the client Code of Conduct and/or standards
• Interview site management about operational processes
Facility Tour
In determining compliance, information gathered through visual observation is critical. For this reason, ELEVATE staff are
trained to do a detailed and in-depth observation/review of the workplace health, safety and environmental conditions,
with a focus on how those conditions impact workers. ELEVATE staff will also observe workers for signs that might relate
to other areas of compliance. In general, ELEVATE staff are instructed to draw upon common sense and professional
experience. If something doesn’t seem right, a more detailed analysis will be undertaken, which might include additional
document reviews and/or worker interviews.
Worker Interviews
Confidential interviews with workers are fundamental to the success of the assessment because they provide the most
pure source of information about how working conditions impact worker wellbeing. However, worker interviews require
great care and sensitivity to local conditions and must always be conducted in a manner that ensures workers will not
face retaliation as a result of their participation. Specifically, ELEVATE staff will check information gathered from other
information sources, detect potential areas of concern, and to assess the awareness level of the workers during each
interview. Their role during the assessment is not to educate, debate, or argue with workers for any reason.
Closing Meeting
Once the assessment is complete, a closing meeting will be held with site management. During this
meeting, management will be provided a final opportunity to clarify site policies and practices as
they relate to each non-compliance issue. This is of particular importance when inconsistent and/or
unclear data has been collected. Generally the closing meeting includes:
• Acknowledgement of site management cooperation
• Restatement of the purpose of the assessment
• Presentation and review of a draft list of each non-conformity
• Discussion of recommended corrective action step
A. Employee
§ List of employees
o specify department, position, hourly vs. salary, gender, birth, and hire date
§ Employee files
§ Proof of age (I-9/National Insurance Card)
§ Time records and payroll records (12 months)
§ Piece rate records (12 months) (if applicable)
§ Employee Bonus Types and Explanation of
§ calculation
B. Facility/Business
§ Mandatory postings from OSHA, DOL etc.
§ Business License (if applicable) and/or Sales Tax ID
§ Certificate of Occupancy
§ Contract Agreement with Temporary Agency (s)
§ Worker Terms & Conditions &/or Collective Bargaining Agreements (CBA)
§ Certifications
o ISO9001/14001, SA8000, WRAP, FLA, Forest Stewardship Council, Higg Index
§ Proof of Worker’s Compensation Insurance
§ Proof of Social Insurance Payments
C. Written Labor Policies & Procedures
· Child Labor & Hiring Procedures
· Hours of Work & Overtime
· Wages & Benefits
· Disciplinary Action
· Termination & Retrenchment
· Anti-discrimination, Harassment, & Abuse
· Freedom of Association & Grievance Procedures
D. Production
§ Daily/monthly outputs
§ Material shipping/receiving records
E. Environment/Sustainability
§ Environmental/Sustainability Policy
§ Waste Management Policy & Trainings
§ Inventory of Solid, Recycled, Hazardous, & Universal Waste
§ Waste Manifests/Shipping/Tracking Records
§ Asbestos Survey & Training
§ Air Emissions Permits (incl. compressors & boilers)
§ Storm Water or No exposure Permits
§ Wastewater Permits, Monitoring & Trainings
§ Noise Boundary Tests
§ Energy Consumption records
§ Green House Gas Emissions Tracking Records
A. Health & Safety
Chemical Management
§ Written Hazard Communication Plan
§ Spill Prevention Control and Countermeasure Plan & Training
§ Chemical Management Training
§ Chemical Inventory & Safety Data Sheets
§ Above ground storage tanks & underground storage tanks monitoring, training, and inspections
Fire/Emergency Management
§ Fire Prevention Plan
§ Fire Extinguisher Training
§ Emergency Action Plan
§ Emergency Evacuation Maps
§ Evacuation Drills
§ Inspection from local fire marshal
§ Annual &/or monthly inspection records for Sprinkler system, Emergency Alarm, Emergency lights, Exit lights, & Fire
extinguishers
Personal Protective Equipment Management
§ PPE Training
§ List of required PPE
§ Job/task hazard assessments
§ Industrial monitoring i.e. Noise, Temperature, Air quality tests
§ Eye wash station inspections
Machine Safety Management
§ Written Machine Operating Procedures
§ Lock Out Tag Out (LOTO) Trainings
§ Hot work permits/trainings
§ Production machinery & power Industrial machinery inspections i.e. daily forklift checks, scissor lifts checks etc.
Injury & Illness Management
§ Heat Stress Training
§ First Aid/CPR/AED Training
§ Bloodborne Pathogen Written Program & Training
§ Accident Investigations
§ Injury Logs [Osha 300/300A]
§ First Aid Kit Inspections
§ Ergonomics Analysis & Training
Other Programs
§ Power Industrial Trucks (PIT) Training
§ Electrical Safety & Arc Flash Training
§ Fall Protection Program & Training
§ Ladder Safety Training & Inspections
§ Slips, Trips, & Falls Trainings
§ Building Integrity Inspections
§ Contractor / Visitor Program
§ Safety Committee meeting minutes
§ Confined Space Training
Document List Required to Complete Assessment (China)
# LABOR DOCUMENTS
1. 考勤记录 Time Attendance Records (____ ___年_____月到____ ___年_____月)
2. 员工加班申请表(如有) Overtime Application Form (If any)
3. 当地政府综合计时批文(如有) Comprehensive Working Hours Approval (If any)
4. 工资表 Payroll Records (_____ __年_____月到__ _____年_____月)
5. 当地政府最低工资标准文件 Local Minimum Wage Notice
6. 员工档案, 人事花名册 Personal Files, Roster
7. 招聘政策, 招聘程序文件Recruitment Policy & Recruitment Procedure
8. 员工离职和解雇记录(最近3个月)
Worker Resignation Records (Most recent 3 months)
9. 员工手册,工厂休假政策(带薪年假,产假,病假等)
Factory Handbook, Factory Leave Policies (Annual Leave, Maternity Leave, Sick Leave etc.)
10. 休假记录 (带薪年假,产假,病假)
Leave Records (Annual Leave, Childbearing Leave and Sick Leave etc.)
11. 惩处记录 (最近2个月) Disciplinary Records (Most recent 2 months)
12. 劳动合同 Labor Contracts
13. 劳务派遣协议,劳务派遣公司资质,实习协议(如适用)
Dispatch Agreement, Qualification of Labor Agent, Internship Agreement (If applicable)
14. 未成年工人体检及劳动局登记记录 (如适用)
Young Worker Registration & Health Check Records (If applicable)
15. A) 社会保险参保收据(最近三个月); B) 社会保险参保名单(最近一个月); C) 当地社会保险参保计算方法;
A) Social Insurance Contribution Receipt (Most recent three months); B) Social Insurance Enrollment Name List (Most recent
month); C) Local Social Insurance Calculation Formula.
16. 投诉程序和投诉记录
Grievance Procedure and Workers Complaint Records
17. 工商营业执照Business License
18. 工厂最近一次社会责任审核报告及改善行动 (如适用)
Most Recent Social Compliance Audit Report & CAP (If applicable)
# EHS DOCUMENTS
19. 工厂平面图Factory Layout Plan
20. 生产工艺流程图Production Flow Diagram
21. 化学物品清单Chemical Inventory
22. 工伤记录Work-Related Injury Records
23. 消防, 紧急疏散演习记录 Fire, Evacuation Drill Records
24. 消防验收合格证明或备案记录 Fire Inspection Certificate or Registration Records
25. 建筑工程竣工验收报告 / 备案记录Completion Acceptance Report / Registration Record of Building Construction Project
26. 职业健康安全培训记录 (个人防护用品使用,化学品处理) EHS Training Records (PPE, Chemical Safety Training)
工作场所职业危害因素检测报告(如化学物质,粉尘,噪音等) Workplace Occupational Hazards Factor Testing Report (e.g. 27. Chemical
Substance, Dust, Noise etc.)
28. 职业病健康检查报告Occupational Disease Health Examination Report
29. 特种设备注册登记及检验文件 (如起重机,电梯,锅炉,空压机,电动叉车等)Special Appliance Certificates, Crane, Elevator,
Pressure Vessel, Boiler, Forklift
30. 以上所列特种设备操作工人的上岗证书 Operator’s Certificate of above Listed Equipments
31. 特种作业人员操作证书(如电工,焊工等) License for Special Operation (e.g. Electrician, Welder etc.)
32. 厨房餐饮服务许可证, 厨工健康证 Canteen Hygiene Certificate, Health Certificate of Kitchen Staff
33. 危险废物处置商的经营许可证及危险废物转移联单 License of Hazardous Waste Disposal Vendor & Manifest for Hazardous Waste
Disposal
34. 建设项目环境影响评价文件及批复/备案 Environmental Impact Assessment Documents & Approval / Registration
35. 环境建设项目竣工验收报告 Environmental Construction Project Final Acceptance Check Report
注意: 以上列出的文件和记录是需要查看的最基本的资料,并没有包含所要求查看的所有文件。审核小组可能会在现场审核过程中要求查看其它
相关的文件和记录。Note: The above documents and records are minimum lists and do not cover all the documents that may be
required. The audit team may request other related documents and records for review during the onsite audit.
Appendix L: Self Assessment Questionnaire for Pre-Screening
Please download the Self Assessment Questionnaire from the link below:
https://www.dropbox.com/s/j05qw8sq4u59nq6/Self-Assessment%20Questionnaire.pdf?dl=0
Artisan Rights and Wellbeing: Artisan production must be free of any form of discrimination, harassment or abuse
whether at home or in a central workshop. All production must be at will and must not be performed by individuals who
are forced, bonded, indentured or trafficked.
Artisans must have a clear documented means to voice their opinions and report concerns to management without
fear. In central production facilities, artisans’ lawful rights to freedom of association and collective bargaining must be
respected.
All production (including home based and piece-based) must be tracked and completed within cumulative hours of work
that are in full compliance with all local laws, with leeways of irregularity of the production calendar.
The Code and accompanying Company policies must be communicated to all artisans in a manner that is intended to
provide them with an understanding of their rights, in the local language and with provisions for illiteracy. All managers
and subcontractors within the supply chain are expected to uphold the principles contained within this Code of
Conduct.
Transparent Records and Legal Compliance: Artisan businesses must maintain honest and up-to-date records of their
policies, operations, wages, and production site locations. These records must be kept onsite and should exist in digital
format. Vendor must be in direct contact with the artisan group.
Artisan production elements must comply with all statutory requirements – including legal status when
required. Records from artisan production elements should clearly demonstrate the businesses’ operations,
employment, contractor processes, and appropriate use of funding and other resources.
All elements participating individuals should understand their role in the larger supply chain and the traceability of their
raw materials.
Worker Representation: Democratically elected worker representative(s) communicate with factory management
regularly.
Economic Development: Percentage of cost of goods sold is paid to worker body in a separate bank account. Workers/
worker committee decide the best way to use this cash pot.
Pay Promptly and Fairly by discussing costs and pricing openly so that producers are able to earn a fair wage that
is above the local minimum wage. Piece-rate payment must utilize time studies to ensure compliance. Guidelines for
deductions and overtime wages must be clearly defined and stated to the artisans. Where applicable, artisans must be
provided all statutory benefits.
Create Opportunities for economically and socially marginalized farmers and artisans through long term trading
partnerships. Build capacity of farmers, artisans, and their communities by providing shared learning lessons, access to
market an best practices, financial support and connecting producer groups.
Health and Safety: Artisan Production site – whether a central small workshop or home-based site – must be a clean
and safe working environment in compliance with applicable laws and regulations. Artisans must be educated in the
importance of safety; trained on proper procedures for machinery and chemical use when warranted; and have access to
PPE, safe machinery, sanitation, and emergency procedures.
Ensure the Rights of Children: Children under lawful age of employment, consistent with ILO guidelines, should never
participate in artisan production.
Respect Cultural Identity of the farmers and artisans and celebrate diversity. Fair trade products and production methods
respect the traditions of the local communities.
Continuous Improvement: Artisan business management demonstrates a commitment to improvement on any areas not
in compliance with Reformation’s Supplier Code of Conduct and Artisan Fair Trade criteria.
Please download the Fair Trade Self Assessment from the link below:
https://www.dropbox.com/s/wt5xwyo6oj8dc1l/Self%20Assessment%20Questionnaire%20for%20Fair%20Trade%20
Businesses.docx?dl=0
References
GSCP REFERENCE TOOL ON SOCIAL & LABOUR MANAGEMENT SYSTEMS FOR SUPPLIERS
www.gscpnet.com/capacity-building/supplier-management-systems.html
AFIRM GROUP
www.afirm-group.com/afirm-rsl