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Version 1.1 Effective date: September 23, 2026 Published at: gibq.org/procedures/v1.1 Supersedes: Version 1.0, which remains available at gibq.org/procedures/v1.0 Issued by: GIBQ Operations LLC
1.1 These Certification Procedures (the "Procedures") set out how GIBQ Operations LLC ("GIBQ") receives and audits certification applications, issues certificates, and suspends, revokes, reinstates, renews, and records certificates under the GIBQ 7-Point Standard (the "Standard"). They also govern appeals.
1.2 The Procedures are incorporated into the GIBQ Vendor Verification Agreement, Version 2.1 (the "Agreement"). For a vendor still bound by Version 2.0 during the transition described in Section 20.2 of that version, references to the Agreement mean Version 2.0, and the provisions of these Procedures on the Seal and the Print Icon do not apply to that vendor. Terms such as "Badge," "Seal," "Print Icon," "Covered Products," "Labeled Inventory," "Required Disclosures," and "Seal Policy" have the meanings given in the Agreement. Capitalized terms not defined here have the meanings given in the Agreement. If the Procedures conflict with the Agreement, the Agreement controls, except on matters of timing, notice mechanics, and process detail that the Agreement does not address.
1.3 GIBQ applies the Procedures consistently to every vendor. GIBQ may depart from a time period in these Procedures only to give a vendor more time, never less, and will record any departure and its reason in the vendor's file.
2.1 "Business day" means Monday through Friday, excluding U.S. federal holidays, measured in the U.S. Eastern time zone.
2.2 "Calendar day" means any day. Unless a section says "business days," periods in these Procedures are calendar days.
2.3 "Certifying Official" means the individual GIBQ has designated to make certification decisions under Section 3.2.
2.4 "Appeal Reviewer" means the individual GIBQ has designated to decide appeals under Section 11.5.
2.5 "Vendor Relations Personnel" means GIBQ members, employees, and contractors whose role includes vendor outreach, relationship management, or compiling Applications.
2.6 "Material Inaccuracy" means any inaccurate, incomplete, or misleading statement or document in the Vendor Materials that:
(a) concerns any element the Standard evaluates; (b) concerns the identity, purity, or composition of a Product as stated in a Certificate of Analysis; the identity, location, or credentials of a testing laboratory; the lot, batch, or date a Certificate of Analysis covers; or whether a Certificate of Analysis is authentic and unaltered; (c) concerns the Vendor's legal identity, ownership, control, or website domain, or the authority of its Authorized Representative; or (d) would reasonably have affected GIBQ's certification decision had GIBQ known the truth.
A "Clerical Error" is not a Material Inaccuracy. A Clerical Error is a typographical or formatting error that does not change the meaning of any statement in categories (a) through (d), and that the Vendor corrects within 14 days after GIBQ's notice.
2.7 "Material Change" means any of the following events affecting the Vendor after its most recent Attestation:
Reportable within 5 business days (urgent): (a) a laboratory withdraws, revises, or disavows a Certificate of Analysis in the Vendor Materials, or states that it did not issue one; (b) a laboratory named in the Vendor Materials loses an accreditation or credential stated in the Vendor Materials; (c) the Vendor learns that any Vendor Material contains a Material Inaccuracy; (d) any government agency issues a warning letter, subpoena, civil investigative demand, complaint, order, or seizure concerning the Vendor's Products or marketing, or any criminal charge is filed against the Vendor or its owners or officers concerning the Products; or (e) the Vendor stops selling Products for research use only, or begins selling any controlled substance.
Reportable within 30 days (standard): (f) any change to the Vendor's legal name, entity type, or jurisdiction of formation; (g) a change of control, meaning any person or group acquires the ability to direct the Vendor's management or more than 50% of its ownership; (h) any change to the website domain covered by the Certificate; (i) any change of the laboratory that tests a Product covered by the Certificate; (j) any change of the manufacturer or supplier of a Product covered by the Certificate; (k) any change of the Authorized Representative; or (l) the Vendor files for bankruptcy, makes an assignment for the benefit of creditors, or ceases operations.
2.8 "Failure to Renew" means any of the following: (a) the Vendor does not submit a complete Renewal Package (Section 12.2) before its Certificate's expiration date; (b) the Vendor submits a Renewal Package but does not provide requested information by the deadline GIBQ sets; or (c) either party has given notice of non-renewal under Section 12.3 of the Agreement.
2.9 "Notice" means a written communication given as Section 16 provides.
3.1 Vendor Relations Personnel may: conduct outreach; explain the program and the Standard; collect Vendor Materials; compile Applications strictly from Vendor Materials; send Applications to the Authorized Representative for Attestation; and respond to vendor questions about process.
3.2 Certifying Official. Only the Certifying Official, or another individual GIBQ designates under Section 3.4, may audit an attested Application against the Standard; request additional information for audit purposes; issue, decline, suspend, revoke, or reinstate a Certificate; or change a Certificate's Status.
3.3 Prohibitions. Vendor Relations Personnel may not:
(a) audit an Application, evaluate it against the Standard, or recommend any certification outcome; (b) issue, decline, suspend, revoke, reinstate, or change the Status of any Certificate, or have system permissions that allow them to do so; (c) discuss the merits of a pending Application, audit, suspension, revocation, or appeal with the Certifying Official or Appeal Reviewer, except to transmit the file or answer a factual question the Certifying Official or Appeal Reviewer asks in writing, and all such exchanges are kept in the vendor's file; (d) promise any vendor a certification outcome or timeline; or (e) add to, interpret, or change the substance of any Vendor Material when compiling an Application.
3.4 Designations. GIBQ records each designation of a Certifying Official and Appeal Reviewer in writing. No individual who is Vendor Relations Personnel may be designated as a Certifying Official or Appeal Reviewer.
3.5 Compilation record. Every compiled Application records the account that compiled it and the Vendor Materials uploaded with it.
4.1 Submission. A vendor applies by (a) supplying Vendor Materials to GIBQ for compilation, followed by Attestation, or (b) submitting a self-prepared Application at gibq.org/apply.
4.2 Attestation link. GIBQ sends the Attestation link only to the Authorized Representative's email address accepted under GIBQ's authorized representative requirements. Each link can be used once and expires 7 days after it is sent. If it expires, GIBQ will send a new one on request.
4.3 Completeness. GIBQ begins its audit only after Attestation (or submission, for self-prepared Applications) and after confirming the Authorized Representative's authority. If an Application is incomplete, GIBQ will tell the vendor what is missing. An Application that remains incomplete 30 days after that notice is closed without a decision; the vendor may submit again at any time.
4.4 Audit. The Certifying Official audits the Application and Vendor Materials against the Standard version then in effect. The audit may include confirming Certificates of Analysis with the issuing laboratories and reviewing the vendor's public website and listings. The Certifying Official also determines which Products are Covered Products; a Product is eligible only if its Certificates of Analysis were included in the audited Vendor Materials.
4.5 Laboratory confirmation. If GIBQ asks a laboratory to confirm a document and receives no response within 21 days, GIBQ will notify the vendor. The vendor then has 14 days to arrange for the laboratory to confirm the document directly to GIBQ. If the laboratory states it did not issue the document, or that the document was altered, Section 10.2 applies.
4.6 Target timeline. GIBQ aims to decide each complete Application within 30 days after the audit begins. This is a target, not a guarantee.
5.1 Outcomes. For each complete Application, the Certifying Official will (a) issue a Certificate, (b) request additional information, stating what is needed and a deadline of at least 14 days, or (c) decline the Application.
5.2 Issuance. Each Certificate receives a unique number in the format GIBQ-YYYY-NNNN, where YYYY is the year of issue and NNNN is a four-digit sequence number. Numbers are never reused.
5.3 Declines. A declined Application is not published and creates no Registry record. GIBQ will tell the vendor which requirements of the Standard were not met. A declined vendor may reapply at any time after correcting the deficiencies, unless the decline was based on a ground in Section 10.2, in which case Section 13.3 waiting periods apply.
5.4 Record. Every decision is recorded in writing with the date, the Standard version, the Certifying Official's identity (kept internally), and the basis for the decision.
5.5 Label proof review. The Certifying Official, or an individual GIBQ designates who is not Vendor Relations Personnel, reviews each label or packaging proof submitted under Section 9.4(c) of the Agreement against the Seal Policy. GIBQ approves the proof, or states in writing what must change, within 10 business days after receiving a complete proof. Label proof approval is not a certification decision, is not published, and is not appealable. A vendor may resubmit a corrected proof at any time.
6.1 Active. The Certificate is in force. The vendor may display the Marks as the Agreement permits.
6.2 Suspended. The Certificate is temporarily inactive pending review under Section 8. Suspension is not a finding of fault.
6.3 Under Appeal. The vendor has filed an appeal of a revocation under Section 11. The Certificate is not active while the appeal is pending. No final determination has been made.
6.4 Revoked. GIBQ has ended the Certificate for cause under Section 10, and any appeal has been decided against the vendor or the appeal period has passed.
6.5 Expired. The Certificate reached the end of its term without renewal, or GIBQ ended the Agreement without cause. Expiration is not a finding of fault.
6.6 Withdrawn. The vendor ended its Certificate voluntarily under Section 9. Withdrawal is not a finding of fault.
6.7 In every Status other than Active, the vendor may not represent itself or any Product as GIBQ Verified or GIBQ certified, and may not apply the Print Icon to any new label or packaging. Labeled Inventory may be sold only as Section 14.3 permits.
7.1 Material Change reporting. The vendor must notify GIBQ of each Material Change within the period stated in Section 2.7: 5 business days for urgent changes and 30 days for standard changes, each measured from when the vendor knew or reasonably should have known of the change.
7.2 Content of notice. The notice must describe the change, its date, and its effect on any Vendor Material, and must include updated Vendor Materials where applicable.
7.3 GIBQ response. After a Material Change notice, GIBQ may (a) take no action, (b) request updated Vendor Materials and a new Attestation, (c) suspend the Certificate under Section 8, or (d) where a ground in Section 10 exists, proceed under Section 10.
7.4 Timely reporting is weighed favorably. A vendor that reports a Material Change on time, and corrects it promptly, will ordinarily be given the opportunity to correct before any suspension, except where Section 10.2 applies.
8.1 Grounds. GIBQ may suspend a Certificate when it has a reasonable basis to believe a ground for revocation may exist, or needs additional information to confirm the Certificate continues to meet the Standard. Examples include an unreported Material Change, an unconfirmed laboratory document, a pending government proceeding described in Section 2.7(d), or credible information that the vendor is marketing Products for human use.
8.2 Notice. A suspension notice states: the effective date; the ground for review and the section of these Procedures or the Agreement it relates to; the information or action requested; and the response deadline.
8.3 Effective immediately. Suspension takes effect when the notice is sent. The Registry and Badge update at that time.
8.4 Response period. The vendor has 14 days from the notice to respond. On written request before the deadline showing good cause, GIBQ will grant one extension of up to 14 additional days.
8.5 Decision. Within 30 days after receiving the vendor's response, or after the response deadline passes without one, the Certifying Official will either (a) reinstate the Certificate under Section 13.1, or (b) revoke it under Section 10.
8.6 Maximum duration. A suspension may not last more than 90 days in total unless the vendor requests or causes the delay. If GIBQ has not decided by day 90, the Certificate is reinstated automatically, without prejudice to later action on new information.
8.7 Not appealable. A suspension is not itself appealable. A revocation that follows a suspension is appealable under Section 11.
9.1 Withdrawal. The vendor's Authorized Representative may withdraw the Certificate at any time by email to certification@gibq.org. GIBQ confirms withdrawal within 5 business days, and the Status becomes Withdrawn on the date of confirmation.
9.2 Termination by GIBQ without cause. If GIBQ ends the Agreement without cause, it gives at least 60 days' notice. The Status becomes Expired on the termination date.
9.3 Withdrawal during review. A withdrawal requested while a Certificate is Suspended or Under Appeal, or after GIBQ has given notice of a potential ground for revocation, takes effect, but GIBQ may complete its review. If GIBQ determines that a ground for revocation existed, the Status is recorded as Revoked rather than Withdrawn, and GIBQ notifies the vendor with the appeal rights in Section 11.
10.1 Grounds. GIBQ may revoke a Certificate on any ground listed in Section 13.3 of the Agreement.
10.2 Revocation without prior suspension. GIBQ may revoke without first suspending, by a revocation notice with appeal rights, only when:
(a) a laboratory confirms in writing that it did not issue a Certificate of Analysis in the Vendor Materials, or that the document was altered; (b) the vendor admits in writing that any Vendor Material was fabricated or altered; (c) a final order, judgment, or determination described in Section 13.3(g) of the Agreement is issued; or (d) the vendor breaches Section 5.8 or Section 11 of the Agreement (improper payments or side arrangements).
10.3 All other grounds. For every other ground, GIBQ first suspends under Section 8 and gives the vendor the response period there, or, for mark misuse and prohibited claims, gives the 10-business-day cure period in Section 13.3(e) of the Agreement, before revoking.
10.4 Revocation notice. A revocation notice states: the effective date; each ground and the section it relates to; the documents or facts relied on; the effect of revocation, including the mark removal requirements in Section 14 and whether a sell-off period applies to Labeled Inventory under Section 14.3; the appeal deadline under Section 11; and the earliest date the vendor may reapply under Section 13.3.
10.5 Effect. Revocation takes effect when the notice is sent. The Registry shows "Revoked" unless and until the vendor files a timely appeal, after which it shows "Under Appeal" under Section 11.6.
11.1 What may be appealed. A vendor may appeal (a) a revocation, and (b) a determination under Section 9.3 recording a withdrawal as a revocation. Declines, requests for information, and suspensions are not appealable.
11.2 Who may appeal. The vendor, acting through its Authorized Representative.
11.3 Deadline. The appeal must be received within 30 days after the revocation notice was sent. A late appeal will not be considered.
11.4 Filing. The appeal must be emailed to certification@gibq.org with the subject line "Appeal — GIBQ-YYYY-NNNN" and must: (a) identify the decision appealed; (b) state each reason the vendor believes the decision is wrong; and (c) attach all documents the vendor wants considered. If an appeal is missing required content, GIBQ will notify the vendor, who then has 7 days to complete it. The appeal is complete when GIBQ has all required content.
11.5 Appeal Reviewer. Appeals are decided by an Appeal Reviewer who did not make the decision under appeal, where GIBQ has designated one. If GIBQ has not designated such a person, the Certifying Official will conduct a full new review of the entire record, including all new material the vendor submits, and the appeal decision will state that the review was conducted by the original decision-maker.
11.6 Status during appeal. When a timely appeal is filed, the Registry shows "Under Appeal — Not Currently Active." The Certificate remains inactive, and the Marks may not be displayed or referenced, while the appeal is pending.
11.7 Acknowledgment. GIBQ acknowledges each appeal within 5 business days after receiving it.
11.8 Timeline. GIBQ decides the appeal within 30 days after the appeal is complete. GIBQ may extend this once, by up to 15 days, by notice to the vendor stating the reason.
11.9 Standard of review. The Appeal Reviewer decides whether, on the complete record including the vendor's appeal materials, a ground for revocation existed on the date of the decision.
11.10 Outcomes. The Appeal Reviewer will: (a) grant the appeal, and reinstate the Certificate under Section 13.2; (b) deny the appeal, and the Status returns to Revoked; or (c) modify the decision, by converting the revocation to a suspension with stated conditions and a deadline of at least 14 days to meet them, after which Section 8.5 applies.
11.11 Written decision. The decision is in writing and states the outcome and its reasons.
11.12 Finality. The appeal decision is GIBQ's final decision. There is no further internal appeal. Completing this process is a condition to any legal claim about the decision under Section 13.7 of the Agreement.
12.1 Renewal notices. GIBQ sends renewal reminders to the Authorized Representative 60 days and 14 days before a Certificate's expiration date.
12.2 Renewal Package. To renew, the vendor must provide: (a) current Certificates of Analysis for each Product covered by the Certificate, each dated no more than 12 months before submission; (b) confirmation or updates of all other Vendor Materials; (c) a new Attestation on the renewal Application GIBQ prepares; and (d) current photographs of each label and packaging design bearing the Print Icon, if the vendor uses it.
12.3 Timely renewal. A Renewal Package is timely if complete at least 15 days before the expiration date. If a timely Renewal Package is still under review on the expiration date, the Certificate stays Active until GIBQ decides.
12.4 Late renewal. A Renewal Package completed less than 15 days before expiration will be reviewed, but the Certificate expires on its expiration date if GIBQ has not completed its review.
12.5 Expiration. On Failure to Renew, the Certificate expires at the end of its term and the Status becomes Expired.
12.6 Renewal grace period. If a vendor completes a Renewal Package within 30 days after its Certificate expired, and GIBQ approves it, GIBQ reinstates the same Certificate number with a new one-year term running from the reinstatement date. After 30 days, the vendor must submit a new Application under Section 13.4.
13.1 After suspension. When the Certifying Official is satisfied that the ground for suspension has been resolved, the Certificate is reinstated to Active under the same number and expiration date. The Registry and Badge update immediately, and GIBQ notifies the vendor.
13.2 After a successful appeal. The Certificate is reinstated to Active under the same number. Its expiration date is extended by the number of days it was inactive.
13.3 After revocation. A revoked vendor may not be reinstated under its revoked Certificate. It may submit a new Application after a waiting period, measured from the date revocation became final:
(a) 12 months, if the revocation was based on Section 10.2(a), (b), or (d); and (b) 6 months, for any other ground.
A new Application after revocation receives a full audit. If approved, GIBQ issues a new Certificate number. The revoked Certificate remains in the Registry as Revoked.
13.4 After withdrawal or expiration. The vendor may submit a new Application at any time, except as Section 12.6 provides for late renewal. If approved, GIBQ issues a new Certificate number. The earlier Certificate remains in the Registry as Withdrawn or Expired.
14.1 Suspended or Under Appeal. The vendor must immediately stop describing itself or any Product as GIBQ Verified or GIBQ certified, stop applying the Print Icon to new labels or packaging, and stop ordering printing that bears it. The vendor must leave the Badge and Seal embed code in place so that they display current Status, and must not replace, cover, or alter them. The vendor may continue to sell Labeled Inventory, except as Section 14.3(d) provides.
14.2 Revoked, Expired, or Withdrawn — digital uses. Within 10 business days after the Status change, the vendor must remove the Badge and Seal embed code, all Marks, all references to GIBQ certification, and every photograph in which the Print Icon is visible, from its websites, online product listings, marketplaces, social media, and marketing materials. A photograph may be kept if the Print Icon is edited out so that it cannot be seen.
14.3 Revoked, Expired, or Withdrawn — Labeled Inventory. The vendor may sell Labeled Inventory only within the following periods, measured as stated:
| Status | Sell-off period for Labeled Inventory |
|---|---|
| Expired | 90 days after the expiration date |
| Withdrawn | 90 days after the withdrawal date |
| Revoked, on any ground other than Section 10.2 | 60 days after the revocation becomes final (the day after the appeal period ends without an appeal, or the date an appeal is denied) |
| Revoked under Section 10.2 | None. From the date of the revocation notice, including while an appeal is pending, Labeled Inventory may not be sold unless covered under Section 14.4. If the revocation is reversed on appeal, sales may resume. |
The vendor may never apply the Print Icon to a unit after the date its Certificate stopped being Active, and a unit labeled after that date is not Labeled Inventory.
14.4 Covering. At any time, the vendor may sell units on which the Print Icon has been permanently covered by an opaque label or otherwise removed so that it cannot be seen. Covered units are not subject to the periods in Section 14.3.
14.5 Inventory statement and confirmation. Within 10 business days after the Status becomes Revoked, Expired, or Withdrawn, the vendor must give GIBQ a written statement of the approximate number of units of Labeled Inventory on hand and the last date it applied the Print Icon. On GIBQ's request, the vendor will confirm in writing that digital removal under Section 14.2 is complete, listing the locations from which the Marks were removed, and, after the sell-off period ends, that it is no longer selling uncovered Labeled Inventory.
14.6 Label errors during an Active Certificate. If the Print Icon appears on a product that is not a Covered Product, on a label or packaging design GIBQ has not approved, without the Registry Pointer, or on a label that does not identify the product as for research use only, the vendor must, within 10 business days after GIBQ's notice, stop the use and give GIBQ a correction plan. Within 30 days after the notice, the vendor must cover the Print Icon on, or withdraw from sale, every affected unit in its possession or control.
14.7 Non-compliance and unauthorized use. Sale of a product bearing the Print Icon after the applicable period in Section 14.3, and any other use of the Marks outside the license in the Agreement, is unauthorized use of the Marks and infringes GIBQ's rights in them. If the vendor does not comply with this Section, GIBQ may, in addition to its other rights: (a) send notice of unauthorized use to any platform, marketplace, host, or reseller displaying or selling products bearing the Marks; (b) seek injunctive relief and other remedies under Section 18 of the Agreement and applicable law; and (c) treat the non-compliance as a ground for declining any future Application from the vendor or from any entity under common control with it.
15.1 What GIBQ publishes. For every Certificate that has ever been issued, the Registry shows the information in Section 8.1 of the Agreement and the current Status with its effective date, whether or not the Certificate is Active. The registry at gibq.org/certified-vendors is searchable by vendor legal name, trade name, and brand name, so that a buyer holding a product that bears the Print Icon can confirm the seller's current Status.
15.2 What GIBQ does not publish. GIBQ does not publish: declined or closed Applications; the grounds for any suspension or revocation, except as Section 8.3 of the Agreement permits; the content of any appeal; or non-public Vendor Materials.
15.3 Scope statement. Every Registry page states that GIBQ certification is an audit of documentation only; that GIBQ does not test products and does not certify the contents of any vial or container; that the GIBQ shield printed on a product label does not show current status, which only the Registry shows; that certification is not a guarantee of product identity, purity, quality, or safety, or approval by any government agency; and that Products sold by certified vendors are for research use only.
16.1 Notices to vendors. GIBQ gives notices by email to the Authorized Representative's email address of record, from certification@gibq.org. A notice is effective when sent, unless GIBQ receives a delivery failure message; in that case GIBQ will resend it and will also attempt to reach the vendor by telephone, and the notice is effective when resent.
16.2 Notices to GIBQ. Vendors give notices to GIBQ by email to certification@gibq.org. A notice to GIBQ is effective when received.
16.3 Computation. A period begins on the day after the triggering notice or event. If the last day of a period falls on a Saturday, Sunday, or U.S. federal holiday, the period ends on the next business day. A period ends at 11:59 p.m. U.S. Eastern time on its last day.
16.4 Signature. Notices from GIBQ are issued institutionally in the name "GIBQ Certification."
17.1 GIBQ retains each Application, Attestation record, audit record, decision, notice, and appeal file for as long as the related Certificate is in any Status other than Revoked, Expired, or Withdrawn, and for seven years after it enters one of those Statuses. Registry records may be kept permanently.
17.2 Records of closed or declined Applications are retained for three years after closure or decline.
17.3 GIBQ may keep records longer when required by law or when relevant to a pending or reasonably anticipated dispute.
18.1 Financial interests in vendors. No Certifying Official or Appeal Reviewer may act on an Application or Certificate for a vendor in which that individual, or an immediate family member, holds any ownership interest, loan, or employment or consulting relationship. The matter must be reassigned, and the recusal recorded.
18.2 Gifts. No GIBQ member, employee, or contractor may accept any payment, gift, loan, equity, hospitality, or other thing of value from any applicant or certified vendor. Items of nominal value under US $25 received in ordinary business courtesy must be reported and recorded.
18.3 Outcome-contingent compensation. No Certifying Official or Appeal Reviewer receives any fee, commission, bonus, or other compensation contingent on the outcome of any particular certification decision.
18.4 Reporting. Any GIBQ member, employee, or contractor who becomes aware of a violation of this Section must report it in writing. Any certification decision affected by a violation will be reviewed anew by a different individual where one is available.
19.1 GIBQ may amend these Procedures by publishing a new version with a new version number, effective date, and address. Earlier versions remain available.
19.2 A new version applies to a vendor as Section 20.2 of the Agreement provides. A pending suspension, revocation, or appeal continues under the version in effect when it began, unless the new version is more favorable to the vendor.
| Version | Effective | Summary |
|---|---|---|
| 1.0 | September 22, 2026 | Initial publication. |
| 1.1 | September 23, 2026 | Adds determination of Covered Products (§4.4), label proof review (§5.5), and label photographs at renewal (§12.2(d)); restates §14 to cover the Seal, the Print Icon, labeled-inventory sell-off periods, covering, inventory statements, label errors, and unauthorized use; names gibq.org/certified-vendors as searchable by vendor and brand and publishes non-active records there (§15.1); expands the scope statement (§15.3). All other terms unchanged from Version 1.0. |