Each year, Chambers Ireland presents to the Department a report on local chamber activity as well as a list of local chambers legally authorised to issue certificates of origin. Each year, Chambers Ireland also recommends a list of chambers to become authorised to issue certificates of origin once all the necessary criteria has been fulfilled and an audit completed. Athlone Chamber is authorised to issue certificates of origin.

 In order for a Athlone Chamber to become legalised, Chambers Ireland requests the Department of Enterprise Trade & Employment to affect a statutory instrument (Statutory Instrument No.318 of 1998 European Communities Regulations - authorised agencies to issue of certificates of Origin). 

A local chamber CANNOT issue certifications of origin without the Department first having completed the statutory instrument.  Any person who issues a document purporting to be a certificate of origin may be guilty of an offence and liable to penalties.  This legal instrument may take up to several months to effect.

Criteria for local chambers to become authorised to issue certificates of origin

Chambers Ireland ensures that all issuing local chambers comply with strict guidelines through the implementation of the following criteria:

1. A local chamber must be accredited to Chambers Ireland
2. A local chamber must be compliant with Chambers Ireland’s Charter & Accreditation
3. A local chamber must have a dedicated office.
4. All signatories must be authorised by Chambers Ireland in writing
5. Authorised signatories must be a member of chamber staff working a minimum of 20 hours per week, resourced by chamber means
6. Signatories employed or placed by means other than Chamber means must undertake mandatory training and be supervised by an authorised signatory who is a member of staff resourced by Chamber means.
7. Any authorised signatory must not issue certificates to organisations at which they are otherwise employed
8. Training for authorised signatories in issuing certificates of origin is compulsory and authorised signatory must be able to show documentary evidence (certificate, letter, etc.). 
9. New members of staff with authority to issue certificates of origin enjoy a period of grace of maximum 3 months after which they must present themselves for training.
10. Authorised signatories must do a certificate of origin refresher course every 3  years
11. Chambers must produce mandatory documentation according to the specified deadlines communicated by Chambers Ireland.  This includes producing an annual activity report to be submitted by end of January each year and to provide Chambers Ireland with a list of up-to-date signatories.

 Compliance requirements for issuing chamber
Chambers Ireland ensures that all local issuing chambers comply with strict guidelines through the implementation of detailed procedures.  This manual is updated regularly and is supplemented by an annual training programme for designated staff in authorised local chambers.

Mandatory training
Chambers Ireland organise training seminars for all issuing chambers 2-3 times per year to cater for new staff and new issuing procedures as they arise. These training seminars will be held in the offices of Chambers Ireland, alternatively training may be carried out on-site or on a regional basis depending on the demand. Given the importance that the Board of Chambers Ireland attaches to the accuracy and reliability of the issuing system, participation at this seminar is mandatory for all authorised signatories of issuing chambers.  However, new members of staff with authority to issue certificates of origin enjoy a period of grace of maximum 3 months after which they must present themselves for training.  Chambers Ireland will issue a formal letter following the training to certify that the person is authorised.

To ensure best practice, all authorised signatories will be required to participate in refresher training courses every 3 years. 

Chamber audits
Audits are performed on the accredited Chambers of Commerce as part of their general auditing and re-auditing process. A Chambers Ireland representative, namely a Regional Manager will visit Chambers to ensure that issuing procedures are carried out correctly. 

Preparation of an annual activity report
All local chambers are required to have a report completed on their certificate of origin activities.  This report must be completed by Athlone Chamber itself, it must relate to each calendar year and must be returned to Chambers Ireland no later than the end of January of the following year. Chambers Ireland must produce an overall annual report based on these reports for the information of the Department of Enterprise, Trade and Employment.  Failure to submit an annual report on the deadline specified could result in a chamber being struck off the list of authorised Chambers.  

Authorised chamber signatories
Only those signatories listed at any time with Chambers Ireland as approved signatories are eligible to sign certificates of origin at a given moment.

Withdrawal of or Missing Certificates

1. If subsequent to the issue of a certificate of origin, it is found that the particulars given were incorrect, the chamber must declare the certificate already issued to be void and must ensure that it is withdrawn. Withdrawn certificates must be returned to the local chamber to note in the log database.  The local chamber may issue a new certificate.
2. The applicant company must notify the local chamber, of the specific numbers of certificates deemed missing, and the chamber must note this in the log database. 
3. It is recommended that local chambers charge for any additional certificate they may issue.

Duplicate certificates
If a certificate of origin has already been issued to the applicant for the goods in question, the local chamber must withdraw the old certificate on issue of the new one, or, if that is not possible, show conspicuously on the new certificate the endorsement 'duplicate'.