BSCI

SYSTEM
MANUAL
PART IV
Templates

November 2014
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PAGE 263

PART IV

Templates

PART IV: Templates

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PART IV – TEMPLATE 1 Business Partner Information PAGE 264

TEMPLATE 1: BUSINESS PARTNER INFORMATION

This template supports the auditee to collect information about the auditee’s own business
partners. The auditee collects this information on every company that it does business
with. The auditor shall review this information.

COMPANY CONTACT DETAILS

Company name:
 

Legal status:
 

Founding date:
 

Adress: Street number

   

ZIP code
 

City
 

Province
 

Country
 

GPS coordinates
acting and integrating

Company website (if applicable):

 

Does it have production units? Yes No

 

Local currency:
 

Exchange rate to Euros:

 

Exchange rate date: Day Month Year

 
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PART IV – TEMPLATE 1 Business Partner Information PAGE 265

CONTACT PERSON DATA

Contact person: Job title

   

First name
 

Last name
 

Email
 

Phone
(including country code & area code)
 

Primary language:
Official language for written communication
 

Secondary language:
Other relevant language for communication
(if applicable)
 

PRODUCTION DATA

Production volume
 

Production cost calculation Yes No

 
Lost time injury calculation cost Yes No
(part of the accident records)
acting and integrating

PRODUCTION CALENDAR

In the table below, indicate the level of production activity for each month
(low, medium, high).
 

January
February

March
April
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PART IV – TEMPLATE 1 Business Partner Information PAGE 266

May
June
July
August
September
October
November
December

CERTIFICATION OVERVIEW Social and Environmental Certificates

Name of the scheme:

 

Certificate or audit validity Day Month Year

date:
 
Link to online version:
 

Name of the scheme:

 

Certificate or audit validity Day Month Year

date:
 
Link to online version:
 
acting and integrating

Name of the scheme:

 

Certificate or audit validity Day Month Year

date:
 
Link to online version:
 

Name of the scheme:

 

Certificate or audit validity Day Month Year

date:
 
Link to online version:
 
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PART IV – TEMPLATE 1 Business Partner Information PAGE 267

Name of the scheme:

 

Certificate or audit validity Day Month Year

date:
 
Link to online version:
 

Name of the scheme:

 

Certificate or audit validity Day Month Year

date:  
Link to online version:
 

WORKING ENVIRONMENT

Workers organisation or Trade union:

 

Workers organisation contact person, or workers representative:

 
Title (Mr./Mrs./Ms.)
 

First Name
 

Last Name
 

Position
acting and integrating

Year of Election
 

Relevant trade union (if any):

 

Valid collective bargaining agreement (if any):

 

Legal regular working hours: Hours / Week

   

Legal regulation for overtime (if any):

 
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PART IV – TEMPLATE 1 Business Partner Information PAGE 268

Specific overtime premium rate for standard day

off (if any):
 

Legal regulation of shifts (if any):

 

Standard day off in the country: Monday Friday

Select relevant days
 
Tuesday Saturday
Wednesday Sunday
Thursday

REMUNERATION PRACTICE IN THE COMPANY

Legal minimum wage which applies: per hour

Select the relevant unit  
  per day
(in local
 
currency)
per week
 
per month
 

Calculated living wage: per hour

Select the relevant unit  
(See also BSCI Template 5: Fair per day
(in local
Remuneration Quick scan)  
  currency)
per week
 
per month
 

Specific industry-based remuneration (if any):

acting and integrating

Description of legally granted social benefits:

 

Total minimum remuneration for a full-time

worker (wages + social benefits):
 
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PART IV – TEMPLATE 1 Business Partner Information PAGE 269

Lowest wage for regular working time per hour

in the company:  
  per day
(in local
 
currency)
per week
 
per month
 

How long does it take the auditee to pay its

workers after the working period is completed
(e.g. daily, monthly, piece-rate)?
 

SITUATIONAL DESCRIPTIONS

Description of any specific situation that led to

overtime in the past six months (if no situation,
answer NONE):
 

Description of any accident that occurred in the

past six months (if no accident, answer NONE):
 

Description of a strike, walkout, and/or protest

during the past 12 months (If not, answer
NONE):
 

Description of a highly risky production

acting and integrating

technique that could harm workers’ health (e.g.

sandblasting) or a less harmful replacement
technique, if any (If not, answer NONE):
 

Description of any voluntary procedure meant to

decrease the company’s adverse impact on the
environment (If not, answer NONE):
 
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PART IV – TEMPLATE 2 Supply chain mapping PAGE 270

TEMPLATE 2: SUPPLY CHAIN MAPPING

This template supports the auditee to collect information about the auditee’s own business
partners. The auditee collects this information on every company that it does business
with. The auditor shall review this information .

Business Partner Name:

 

Identification code assigned by the auditee

(if any):
 

Contact Person: First Name

   

Last Name
 

Email
 

Full Adress: Street

   

ZIP Code
 

City
 

Region
 
acting and integrating

Province
 

Country
 

Type of Business Partner (e.g. subcontractor, farm):

 

Business relation since: Year

   

Number of workers:
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PART IV – TEMPLATE 2 Supply chain mapping PAGE 271

Distance to Auditee’s head office (Km): Kilometres

Significance of this Low Medium High

business partner for the
auditee?

For farms only - size in hectares: Hectares

Is it part of the internal social management Yes No

system?
 

Is it internally audited? Yes No

 

Does it have a social certificate? Yes No

 

Validity of social certificate Day Month Year

(if any):

Has it signed the BSCI Code and relevant Terms

of Implementation? Yes No
Mandatory for farms
 

Additional comments about the

business partner (if any):
 
acting and integrating
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PART IV – TEMPLATE 3 Smallholders Self-assessment PAGE 272

TEMPLATE 3: SMALLHOLDERS SELF-ASSESSMENT

This template helps the auditee to collect information about business partners when they
are farms which use a family workforce or hire less than 5 workers.

For farms with more than 5 hired workers, the auditee should use Part III and BSCI Template
1: Business Partner Information.

This template can be used by the main auditee for two purposes:
• To evaluate the social performance of smallholders from which it sources fresh
produce
• To conduct internal assessments of those smallholders who may be selected as
part of the BSCI Audit farm sample
The main auditee uses one profile per smallholder.

Name of the Farm:

Legal status:

Name of Internal Assessor:

(if applicable)
Job title of Internal Assessor:

Product(s):

Total number of workers:

acting and integrating
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PART IV – TEMPLATE 3 Smallholders Self-assessment PAGE 273

Not In Already in
Checklist questions per Performance Area
started progress practice
Performance area 1: Social Management System and Cascade Effect
This performance area does not apply to
smallholders.
Performance area 2: Workers Involvement and Protection
The auditee involves workers and exchanges
information with them on workplace issues.
The auditee takes specific steps to make workers
aware of their rights and responsibilities.
Performance area 3: The rights of Freedom of Association and Collective Bargaining
The auditee respects the right of workers to form
unions in a free and democratic way.
Performance area 4: No Discrimination
The auditee takes the necessary measures
to avoid or eradicate discrimination in the
workplace.
The auditee takes the necessary preventative
and/or remedial measures so workers are
not harassed or disciplined on grounds of
discrimination as defined in the BSCI Code.
Performance area 5: Fair Remuneration
The auditee pays its workers at least the legal
minimum wage or a higher wage approved
through collective bargaining.
The auditee pays wages on time, regularly and
fully in legal tender.
acting and integrating

Auditee deductions to workers’ remuneration are

only taken according to conditions prescribed by
law.
Performance area 6: Decent Working Hours
The auditee does not require workers to work
more than 48 regular working hours per week,
unless exceptional cases are prescribed by law.
The auditee does not require workers to work
overtime but may do so in exceptional cases by
always paying a premium rate.
The auditee grants workers the right to resting
breaks in every working day.
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PART IV – TEMPLATE 3 Smallholders Self-assessment PAGE 274

The auditee grants workers the right to at least

one day off in every seven days, unless a
different agreement has been reached through
collective bargaining.
Performance area 7: Occupational Health and Safety
The auditee cooperates with workers when
developing and implementing systems to ensure
a healthy and safe work environment.
The auditee enforces the use of personal
protective equipment with other safety systems
and procedures.
The auditee respects the workers’ right to
remove themselves from imminent danger
without seeking permission.
The auditee provides workers with potable water
at all times.
Performance area 8: No Child Labour
The auditee does not engage in illegal child
labour directly or indirectly.
Performance area 9: Special protection for young workers
The auditee ensures that young workers do not
work at night and that they are protected against
working conditions which are harmful to their
health, safety, morals and development.
The auditee ensures that young workers’ working
hours do not lower or affect their attendance
at school, or any other training or instruction
programmes.
acting and integrating

The auditee seeks to ensure that young workers

are properly trained on occupational health and
safety.
The auditee has a good overview of all young
workers engaged in its production site(s). The
overview may include the auditee’s family
members who support with ‘light work’.
Performance area 10: No Precarious Employment
The auditee does not provide employment
relationships that cause insecurity for the
workers.
The auditee employs workers based on
recognised employment relationships and keeps
records of the contracts.
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PART IV – TEMPLATE 3 Smallholders Self-assessment PAGE 275

The auditee provides workers with

understandable information on their rights and
obligations before they start working.
Performance area 11: No Bonded Labour
The auditee does not engage workers under any
form of servitude or forced, bonded, indentured,
trafficked or non-voluntary labour.
The auditee acts carefully and remains vigilant
when recruiting and engaging migrant workers
either directly or indirectly.
The auditee does not treat workers in an
inhumane or degrading manner. Corporal
punishment, mental or physical coercion and/or
verbal abuse are forbidden.
Performance area 12: Protection of the Environment
The auditee manages waste in a way that does
not lead to the pollution of the environment.
The auditee manages water in a way that
respects the environment, particularly with
respect to preserving local water sources.
Performance area 13: Ethical Business Behaviour
The auditee actively opposes corruption, extortion
or in any form of bribery in its activities.
The auditee keeps accurate information regarding
its own activities and organisational structure.

acting and integrating

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PART IV – TEMPLATE 4 Working Hours Form PAGE 276

TEMPLATE 4: WORKING HOURS FORM

This template supports the auditee to collect information on the working hours per worker.

This allows the auditee to identify the trend in working hour peaks within three month
periods. The data collection allows the auditee to identify potential risks to workers’ health
and safety due to the amount of working hours

Date of Birth: Day Month Year

 

Working in the facility since: Day Month Year

 

Department:
 

Working in shifts?: Yes No

if Yes, indicate the time

schedule:
 

Describe resting breaks:

 

Working Hours Table

Quarter 1 (JANUARY - MARCH)

Working hours in every week
1 2 3 4 5 6 7 8 9 10 11 12 Average acting and integrating

Quarter 2 (APRIL - JUNE)

Working hours in every week
1 2 3 4 5 6 7 8 9 10 11 12 Average

Quarter 3 (JULY - SEPTEMBER)

Working hours in every week
1 2 3 4 5 6 7 8 9 10 11 12 Average

Quarter 4 (OCTOBER - DECEMBER)

Working hours in every week
1 2 3 4 5 6 7 8 9 10 11 12 Average
 PREVIOUS
PART IV – TEMPLATE 5 Fair Remuneration Quick Scan PAGE 277

TEMPLATE 5: FAIR REMUNERATION QUICK SCAN

This template supports the auditee to understand the living costs in its region and among
its workforce. It creates an opportunity for constructive dialogue between management
and the workers about fair remuneration.

REGIONAL CONTEXT INFORMATION

Local currency:
 

Average number of adult wage earners in a family:

 

Average number of children in a family:

 

Average number of adult dependents in a family:

 
 

Average number of adult dependents in a family:

 
 

Most common source of energy at home:

(e.g. gas, electricity, charcoal)
 

Most common mode of transportation:

 
acting and integrating

Average distance between work and worker’s home (in km):

 

Average distance between worker’s home and closest place

for shopping (in km):
 
Average distance between worker’s home and closest school
(in km):
 
Average distance between worker’s home and closest medical
facility (in km):
 

Most common access to potable water at home:

(e.g. public access, bottled water):
 
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PART IV – TEMPLATE 5 Fair Remuneration Quick Scan PAGE 278

AVERAGE FAMILY EXPENSES INFORMATION

Cost in local Number of

Category Total
currency individuals
Education: X
Transportation: X
Food: X
Clothing: X
Energy and water
consumption:
Housing:
Unexpected
events:
Savings:
Total family basket:

To calculate the percentage of the family’s expenses spent on food, please divide the total costs of the category “food”
by the total family basket, and multiply the number obtained by 100:

Percentage of costs related to food:

CALCULATION FORMULA
Living wage estimation for an adult who is working full time (48 hours per week or
the local maximum regular working hours per week).
To estimate the living wage, please divide the total family basket (calculated using the table above) by the number of
wage earners in a family, and multiply the number obtained by 110% (discretionary income):

Total family basket:

acting and integrating

x 110% =
Number of wage earners per family:
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PART IV – TEMPLATE 6 Stakeholder Mapping PAGE 279

TEMPLATE 6: STAKEHOLDER MAPPING

This template supports the auditee to identify the potential allies for its continuous
improvement. The auditee shall pay particular attention to identify the institutions or NGOs
that could provide it with support to reintegrate children into society.

The auditee may use one sheet per stakeholder.

Stakeholder name:
 

Relation since (e.g. year):

 

Contact Person: First Name

   

Last Name
 

Email
 

Adress: Street
   

Number
 

ZIP Code
 

City
acting and integrating

Region
 

Province
 

Country
 

Stakeholder type: Internal (e.g. External

  worker) (e.g. trade
union, client)

Specify stakeholder type (e.g. local NGO):

 
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PART IV – TEMPLATE 6 Stakeholder Mapping PAGE 280

Topic related
Anti-corruption Occupational health and safety
Stop Child labour Special protection for vulnerable workers
Freedom of association Training
Grievance mechanism Other

Relevant for child labour remediation? Yes No

 

Additional comments about

stakeholder (if any):
 

acting and integrating

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PART IV – TEMPLATE 7 Young Workers Data PAGE 281

TEMPLATE 7: YOUNG WORKERS DATA

This template supports the auditee to keep accurate information on any worker who is
younger than 18 years old.

The auditee shall use one sheet per worker. This information shall be verified by the
auditor.

First and Last name:

 

Date of Birth: Day Month Year

 

Working in the facility since: Day Month Year

 

Department:
 

Type of worker: Permanent Temporary

Seasonal

Recruited via: Agency /Broker Directly

Attending school or
Yes No
vocational training:
if Yes, indicate the
schooling time or training
schedule:
 
acting and integrating

Working time schedule:

 

Training on access to Yes No Year

grievance mechanisms:
 

Training on OHS Day:

(Occupational Health and
Safety): Topics:

Frequency:
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PART IV – TEMPLATE 7 Young Workers Data PAGE 282

Housing provided by
Yes No
auditee?

Additional comments about

young worker (if any):
 

acting and integrating

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PART IV – TEMPLATE 8 Grievance Mechanism PAGE 283

TEMPLATE 8: GRIEVANCE MECHANISM

This template supports the auditee to keep accurate information of any grievance lodged
and its investigation. This information shall be verified by the auditor.

Identification number given to the

grievance:

Grievance lodged: Day Month Year

The auditee duplicates the table below as many times as there are grievances lodged.

GRIEVANCE STEPS

Hearing of the parties

Yes No Comments:

Further investigation needed

Yes No Comments:

Conclusion reached and accepted

Yes No Comments:
acting and integrating

Has a workers representative been involved?

Yes No Comments:
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PART IV – TEMPLATE 8 Grievance Mechanism PAGE 284

Has the grievance escalated to a higher level?

Yes No Comments:

Has the grievance led to a legal case?

Yes No Comments:

acting and integrating

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PART IV – TEMPLATE 9 Remediation Plan PAGE 285

TEMPLATE 9: REMEDIATION PLAN

This template supports the auditee to identify the root causes of its difficulties in any
Performance Area. Please upload this Remediation Plan on the BSCI Platform within 60
days after the audit ‘www.bsciplatform.org).

See more information in BSCI System Manual Part III: How to draft a Remediation Plan

Company name:
 

DBID:
 

Audit date to which this Day Month Year

Remediation Plan refers:  

The auditee duplicates the below table as many times as there are Performance Areas
with findings identified by the auditor (e.g. if there are findings in 5 Performance Areas,
the auditee fills in the table below 5 times accordingly).

PERFORMANCE AREA: (Fill in title)

Planned actions deadline date

Day Month Year

Identified needs

Policy/ Procedure
Documentation/Data management
acting and integrating

Communication/ Transparency
Training
Structural change
Stakeholder engagement
Others

Planned actions
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PART IV – TEMPLATE 9 Remediation Plan PAGE 286

Person(s) in charge

Financial resources allocated

acting and integrating

BSCI - Business Social Compliance Initiative

c/o FTA - Foreign Trade Association

Av. De Cortenbergh, 172
1000 Brussels
Belgium

Tel: 0032-2-762 05 51
Fax: +32-2-762 75 06