Additional establishment information checklist

Food establishments are requested to provide information related to their products and processes. Completion of this information will assist the CFIA Establishment-based Risk Assessment (ERA) model in determining the appropriate oversight of your food related activities.

Before you get started

Before you begin adding your establishment's additional information into My CFIA, ensure you have the information you need.

Also, ensure you review the definitions for the terms related to the information you are requested, before entering your information. Terms are explained in the Additional establishment information in My CFIA – glossary of terms.

Step 1: Review your Safe Food for Canadians (SFC) Licence

  • a) You must have a Safe Food for Canadians licence with a licensable domestic activity to add additional establishment information in My CFIA. For information about obtaining a licence, watch the Requesting a Safe Food for Canadians Licence video.
  • b) Your selected SFC licence activities, commodities and sub-commodities must accurately reflect the food products and activities for the establishment that you are providing additional establishment information.
    • The SFC licence selections regarding your establishment's commodities, sub-commodities and activities influence the additional establishment information you will be required to provide.
      • Commodity group (for example: meat, fish, dairy)
      • Commodity sub-group
      • Licensable domestic activity (for example: preparing, or slaughter)
      • Licensable international activity (importing, exporting)

Please verify your SFC licence information regarding commodities and activities to ensure it is accurate. For more information on Safe Food for Canadians commodities, refer to Annex A – Food categories identified in the licence application, and activities refer to Annex B – SFCR licensable activities.

Step 2: Review your establishment's implemented mitigation measures

Implemented mitigation measures

Information provided in this section includes any control measure(s) or strategy(ies) implemented by your establishment that can reduce food safety risks to consumers.

Food safety certification schemes

This section is asking you to identify all Food Safety Certification Schemes currently implemented and (where applicable) that have achieved certification. You will be asked to select all that apply.

  • CFIA-assessed programs (for example, a Food Safety Enhancement Program (FSEP), or a Quality Management Program (QMP))
  • Schemes certified to Hazard Analysis Critical Control Points (HACCP) (for example, HACCP Canada)
  • International private certification schemes (for example, Global Food Safety Initiative (GFSI) recognized schemes and/or International Organization for Standardization (ISO) Food Safety Standards)
  • Other – any other mitigation measures not outlined above, you will need to name them.

Note: The schemes certified to Hazard Analysis Critical Control Points (HACCP) and the international private certification schemes, must have been achieved from a party other than the CFIA.

Third party audits related to food safety

Preventive Control Plan (PCP) audited by a third party, other than, or in addition to audits for certification purposes. Only consider audits for food safety, therefore do not consider organic certification audits.

  • In addition to the audits for certification purposes, this establishment's Preventive Control Plan (PCP) is audited by a third party. Only consider third party audits that are food safety related (for example, do not consider organic certification audits).

Quality assurance personnel

  • This establishment has at least one employee dedicated to and responsible for Quality Assurance / Food Safety, who is available full time on-site during production hours (for example, food microbiologist, food quality management expert, HACCP coordinator, Quality Assurance technician).

Rework of returned products

  • Returned products are refused by this establishment for the purpose of being reworked and/or sold.

Food safety control of incoming supplies / materials

Activities performed by the establishment to control the food safety risks associated with incoming supplies / materials. You will be asked to select all that apply.

  • Review of Certificate Analysis
  • Letter of Guarantee
  • Audit of suppliers
  • Use of suppliers with international recognized certification (for example, GFSI)
  • Sampling of incoming materials / ingredients and subsequent decision process
  • Use of flock or farm treatment records
  • Use of suppliers with on-farm food safety programs
  • Other – any other food safety controls related to incoming supplies and/or materials not outlined above, you will be asked to name them

Microbiological sampling plan

Identify which of the following microbiological sampling plans are in place at your establishment (for example: environmental sampling such as food contact surface (FCS) and non-food contact surface (NFCS) as well as finished product sampling). You will be asked to select from:

  • microbiological sampling in place
  • microbiological sampling plan in place and perform trend analysis
  • microbiological sampling plan in place, perform tend analysis, and take appropriate actions if deviations are noted

Step 3: Review your establishment's operational activities

Operational activities

Distribution volume

For each food commodity you identified on your SFC licence you will be asked to provide:

  • the total volume of product(s) that is domestically distributed from this establishment, on an annual basis
  • the total volume of product(s) that is exported from this establishment, on an annual basis

When entering your establishment's distribution volume:

  • only enter volume amounts
    • do not include spaces, commas or decimals in the volume amount
    • do not include the unit of measurement such as kilograms (kg) or litres (L)

For example:

Screen capture of domestically distributed volume question.  Description follows
Description of image – Screen capture of domestically distributed volume question On an annual basis, what is the total volume of product(s) that is domestically distributed from this establishment? This is a required field.
Sub-products and proportion of volume distributed

The CFIA ERA model has further divided each food commodity into sub-products, based on their associated risk.

For each commodity identified in your SFC licence, you will be asked to identify the ERA sub-products distributed by this establishment. Before doing this, refer to the Additional establishment information – glossary of terms to review the sub-products applicable to the commodity and their definitions.

Note regarding fish and seafood: You will also be asked to identify the production sources and species.

Note regarding SFC licence commodities and sub-products: When entering your information, only sub-products associated with your SFC licence identified commodities will appear.

For example: if the SFC licence only identifies meat as the commodity, then only meat sub-product options will be available in the additional establishment information.

Volume calculation

For each sub-product identified, you will be asked to provide its proportion (in percentage) of the total volume distributed by the establishment, identified as a percentage range. Distribution and sub-product volume calculations are based on the commodity and must be calculated per commodity.

  • For the purposes of determining the sub-product proportion of volume distributed, the total volume is the "domestic + exported" distribution volume combined, for that commodity.
  • The sub-product proportion of total volume distributed (in percentages) can be selected from a drop down menu, presented for each sub-product. If the establishment doesn't distribute a certain sub-product, please leave the drop down menu blank for that particular sub-product.
  • The total of all selected sub-product volumes must equal 100% (for a given commodity). If the percentage is less than or exceeds 100%, an error message will show asking you to review your values in such a way that the result equals 100%.
Example – calculation of total volume of product distributed (domestic + export) and sub-product percentage of total volume

On an annual basis, an establishment prepares fish products with a total domestically distributed volume of 5000 kg and a total exported volume of 3000 kg. The types of fish sub-products prepared are 2000 kg of ready-to-eat canned fish and 6000 kg of non-ready-to-eat fish.

  • The total volume of product distributed is 8000 kg (5000 domestic + 3000 export)
  • The volume of ready-to-eat canned fish is 2000 kg
    (i) The percentage of total volume distributed of ready-to-eat canned fish is 25%

    20008000 × 100 = 25%

    Therefore select the range "21 to 30% of total volume" from the drop down menu

    List of options for percentage of total volume, from less than 1% to 91 to 100% of total volume.

  • The volume of non-ready-to-eat fish is 6000 kg
    (ii) The percentage of total volume distributed of non-ready-to-eat fish is 75%

    60008000 × 100 = 75%

    Therefore select the range "71 to 80% of total volume" from the drop down menu.

    List of options for percentage of total volume, from less than 1% to 91 to 100% of total volume.

  • If an establishment identified more than one commodity in their SFC licence they will be asked to provide volumes for each commodity, separately.
Example: calculation of total volume of distribution and sub-product percentage of total volume distributed when an establishment prepares more than one commodity

An establishment prepares dairy and egg products:

  • will be requested to calculate for dairy:
    • total volume of dairy domestically distributed
    • total volume of dairy exported
    • volume of each dairy sub-product
    • finally, the dairy sub-product percentage of the total volume distributed of dairy products (total dairy volume = domestically distributed dairy + exported dairy)

    and

  • will be requested to calculate for egg:
    • total volume of egg domestically distributed
    • total volume of egg exported
    • volume of each egg sub-product
    • finally, the egg sub-product percentage of the total volume distributed of egg products (total egg volume = domestically distributed egg + exported egg)
Process(es) / treatment(s)

In this section you will be asked to estimate the percentage of the total volume of products distributed (domestic and export combined) by the establishment that has been subjected to any of the applicable process(es) / treatment(s) at the establishment.

These processes or treatments could include:

  • slicing, dicing, shredding or grinding products
  • irradiation of food products approved by Health Canada
  • aseptic packaging
  • high-pressure processing (HPP)
  • modified atmosphere packaging (MAP)
  • use of antimicrobials to control foodborne pathogens
  • other – any other process(es) or treatment(s) not outlined above, you will be asked to name them

Note: For irradiation of food, high-pressure processing (HPP), modified atmosphere packaging (MAP) and use of antimicrobials, only identify these processes / treatments if they are validated.

Note: For slicing, dicing, shredding or grinding, please review the sub-product specific definitions for slicing, dicing, shredding or grinding in the Additional establishment information in My CFIA – glossary of terms.

Volume calculation for slicing, dicing, shredding or grinding products is per commodity

You will be asked to identify the percentage of total volume of products distributed that are subject to slicing, dicing, shredding or grinding – for each food commodity identified (where applicable).

  • For the purposes of calculating the percentage of total volume of products distributed that are subject to slicing, dicing, shredding or grinding:
    • the total volume is the "domestic + exported" distribution volume combined, for that commodity
    • the percentage of total volume is based on the volume of all sub-products for that commodity that are subject to slicing, dicing, shredding or grinding
Example 1: Calculation of percentage of total volume of product subject to slicing, dicing, shredding or grinding for one commodity

On an annual basis, an establishment prepares meat products with a total domestically distributed volume of 4000 kg, a total exported volume of 5000 kg; 2000 kg of meat products are sliced, diced, shredded or ground (this volume includes all meat sub-products that are subject to slicing combined …).

  • The total volume of meat product distributed = 9000 kg (4000 domestic + 5000 export)
  • Volume of meat products subject to slicing, dicing, shredding or grinding = 2000 kg
  • The percentage of total volume of meat products distributed that has been subject to slicing, dicing, shredding or grinding = 22%

    20009000 × 100 = 22%

  • Therefore select the range "21 to 30% of total volume" from the drop down menu

    List of options for percentage of total volume, from less than 1% to 91 to 100% of total volume.

When an establishment has more than one commodity with products subject to slicing, dicing, shredding or grinding, you will be asked to provide the percentage of total volume of product (includes all sub-products for the given commodity) – separately – for each commodity.

Example 2: Percentage of total volume and total volume calculation when an establishment has more than one commodity with products subject to slicing, dicing, shredding or grinding

On an annual basis, an establishment prepares

  • dairy products with a total domestically distributed volume of 3000 kg, a total exported volume of 3000 kg; 2000 kg of dairy products are sliced, diced, shredded or ground (all dairy sub-products are included).
    • The total volume of dairy product distributed is 6000 kg (3000 domestic + 3000 export)
    • Volume of dairy products subject to slicing, dicing, shredding or grinding = 2000 kg
    • The percentage of total volume of dairy products distributed that has been subject to slicing, dicing, shredding or grinding = 33%

      20006000 × 100 = 33%

    • Therefore select the range "31 to 40% of total volume" from the drop down menu for the percentage of total volume of dairy products distributed that has been subject to slicing, dicing, shredding or grinding
  • meat products with a total domestically distributed volume of 8000 kg, a total exported volume of 2000 kg; 5000 kg of meat products are sliced, diced, shredded or ground (all meat sub-products are included).
    • Total volume of meat products distributed = 10000 kg (8000 domestic + 2000 export)
    • Volume of meat products subject to slicing, dicing, shredding or grinding = 5000 kg
    • The percentage of total volume of meat product distributed that has been subject to slicing, dicing, shredding or grinding = 50%

      500010000 × 100 = 50%

    • Therefore select the range "41 to 50% of total volume" from the drop down menu for the percentage of total volume of meat products distributed that has been subject to slicing, dicing, shredding or grinding
Volume calculation for process(es) / treatment(s) other than slicing, dicing, shredding or grinding – includes all commodities combined

For the purposes of calculating the percentage of total volume of products distributed that have been subject to a process / treatment – other than slicing, dicing…

  • the total volume is the "domestically distributed + total volume exported" for all commodities combined
  • the percentage of total volume distributed is based on the combined volume of all sub-products for all commodities that have been subject to the process / treatment.
Example 1 – percentage of total volume and total volume calculation for use of antimicrobials for an establishment preparing one commodity with multiple sub-products

On an annual basis, an establishment prepares fish products with a total domestically distributed volume of 5000 kg, a total exported volume of 3000 kg and antimicrobials are used in 2000 kg of RTE heat treated fish products, and 3000 kg of RTE hot and cold smoked fish products

  • Total volume of products distributed = 8000 kg (5000 domestic + 3000 export)
  • Volume of products subject to the use of antimicrobials = 5000 kg
  • (2000 kg RTE heat treated + 3000 kg RTE hot and cold smoked)

    50008000 × 100 = 63%

  • The percentage of total volume of fish products distributed that has been subject to the use of antimicrobials is 63% therefore select the range "61 to 70% of total volume" from the drop down menu
Example 2 – percentage of total volume and total volume calculation when an establishment uses antimicrobials in more than one food commodity

On an annual basis, an establishment prepares

  • dairy products with a total domestically distributed volume of 5000 kg, a total exported volume of 3000 kg and antimicrobials are used in 2000 kg of dairy products (all dairy sub-products are included).
  • meat products with a total domestically distributed volume of 7000 kg, a total exported volume of 3000 kg and antimicrobials are used in 5000 kg of meat products (all meat sub-products are included).
    • Total volume of products distributed = 18000 kg (12000 + 6000)
      • Total volume domestically distributed = 12000 kg (5000 kg dairy + 7000 kg meat)
        Total volume exported = 6000 kg (3000 kg dairy + 3000 kg meat)
    • Volume of products subject to the use of antimicrobials = 7000 kg
      (2000 kg dairy + 5000 kg meat)

      700018000 × 100 = 39%

    • The percentage of total volume of "dairy + meat" products distributed that have been subject to the use of antimicrobials is 39% therefore select the range "31 to 40% of total volume" from the drop down menu
Vulnerable sub-population

You will be asked to identify the percentage of total volume of products distributed (domestic and export combined) that are either directly intended for vulnerable sub-populations and/or distributed to an institution providing food to a vulnerable sub-population (for example: daycare centres, hospitals, or institutional care centers).

Volume calculation

For the calculation of the percentage of volume of products distributed to vulnerable population, include all sub-products for all commodities combined.

For the calculation of total volume distributed to vulnerable population, include the total volume domestically distributed and total volume exported by the establishment for all commodities combined.

Note: For volume calculations for distribution to a vulnerable population, the examples for process(es) / treatment(s) other than slicing, dicing, shredding or grinding can be followed.

Allergens and substances causing food intolerance

You will be asked to identify all allergens of importance or substances responsible for food intolerance that are handled, processed, and/or stored at your establishment. This list includes:

  • peanuts
  • milk
  • soy
  • gluten
  • tree nuts
  • eggs
  • wheat
  • sulphites
  • sesame
  • fish
  • mustard

When fish, dairy, meat or eggs are identified as food commodities in the SFC licence, they are automatically identified as allergens in the licence holder's Additional Establishment Information.

Listeria policy

Lastly, if applicable, you will be asked to specify the risk category from the Health Canada policy on Listeria monocytogenes in RTE foods (2011) for any RTE product(s) processed by your establishment. The categories are:

  • category 1
  • category 2A
  • category 2B

Step 4: Find the additional establishment information section in your My CFIA account

Now that you know what information is expected to be provided, sign in to your My CFIA account, and ensure the validated party related to the additional establishment information being entered is selected. Click the white drop down box under Party Administration, and choose the proper validated party then click select:

screen capture of the My CFIA Party Administration box, active party circled in red

For more information about selecting another party profile, see Manage My Account.

After clicking Select, your dashboard will refresh and you will be presented with the Service Request section when you scroll down.

Just above the Service Request section there is a yellow box titled Important Information, in that box; select the hyperlink, additional establishment information, as shown in the image below:

Screen capture of Service Request section of My CFIA dashboard. Description follows
Description of image – My CFIA dashboard Service Request section Import information section circled in red to indicate where clients can click the additional information for establishments link.

Step 5: Select the establishment you are providing additional establishment information for

After clicking the additional information for establishment's link, you are presented with all establishments associated with your validated party. From this list, select the status hyperlink to begin providing your additional establishment information.

Note: There are four possible statuses that can appear here: Start, In Progress, Update, and N/A. Once you have completed entering your additional establishment information the status will appear as Update, you will be able to revisit the information you provide at any time ensuring all information remains current.

Step 6: Enter your additional establishment information in My CFIA

Information logo

Indicates that definitions are provided by moving your curser over text.

drop down box

Indicates a drop down menu will provide selection options.

Required operational activities are identified with a red asterisk and text required.

An error message will be displayed to prompt you to enter any missing required information.

required field box circled in red

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