Chapter 1 - Administrative Requirements for Pre-market Assessment and Product Registration of Livestock Feed

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1.1 Scope

This chapter of the RG-1 is intended to provide you with the information you will need to prepare and submit an application for pre-market assessment for ingredient approval/authorization and/or product registration.

Other chapters of the RG-1 provide more detailed information on requirements for the registration of specific types of feeds and feed ingredients.

1.2 The Application Process

1.2.1 Establishing a Company File and Signing Authority

Applicants submitting a feed for pre-market assessment for the first time must submit information to enable the Animal Feed Division (AFD) to establish a company file containing a signing authority list. The list will contain the names of the persons who will be authorized to interact with the AFD in all aspects of the company's feed registration files (i.e. signing registration applications, discussing applications, submitting additional information, requesting updates on the status of files, transferring or deleting registrations, and generally corresponding with the AFD).

The AFD will only discuss files and correspond with the person(s) listed on the signing authority list. This policy is in place to protect confidential business information.

1.2.1.1 To establish signing authority

Corporations must supply a copy of the letters patent or certificate of incorporation, along with a list of the current Directors. A letter must be included from one of the proprietors, directors or partners, stating the name of the authorized representative(s) who will have signing authority for feed registrations.

In the case of partnerships or sole proprietorships, evidence that the firm name is registered under the appropriate provincial or state legislation and a notarized letter designating the persons with signing authority must be supplied.

In place of the above information and letters, the AFD will accept a letter, on company letterhead, bearing the corporate seal or signature and stamp of a notary public, designating signing authority to the person(s) whom the company wishes to name. The letter must simply state that "the following individuals (names) are authorized for signing authority for feed submissions/registrations for (company name)".

A person, already on file with the AFD as having signing authority, may designate others to be added or deleted from the list, by submitting a letter displaying their original signature. No copies or faxes will be accepted for any signing authority designations.

If no person from the original signing authority list remains to make changes to the list, a letter to re-establish signing authority as described above is required, with either the corporate seal of the company or the signature and stamp of a notary public.

1.2.2 Resident Canadian Agent

For applicants residing outside of Canada, a Resident Canadian Agent must also be designated, who will co-sign the Application for Feed Registration or Renewal (CFIA/ACIA 0009) - PDF (98 kb) and to whom any notice or correspondence may be sent. The Canadian Agent must be a person, not a company, and this person must be a permanent resident of Canada. An applicant may have more than one Canadian Agent on file. (Unless the Canadian Agent has also been named as a signing authority for the company, the AFD will not communicate with the Canadian Agent on matters related to confidential business information or the status of a submission.)

The Canadian Food Inspection Agency (CFIA) requires applicants who do not live in Canada to have a Canadian agent in the event that there are legal matters associated with the registration or approval of a feed A Canadian resident would be the contact to whom legal documents can be personally served; this is often difficult or impossible to do in jurisdictions outside Canada. It would then be the agent's responsibility to notify the applicant of legal issues.

Note that the requirement to have an agent for registered product(s) who physically lives in Canada applies to applicants of other commodities subject to pre-market assessment and/or registration by the CFIA, not just livestock feeds.

1.2.2.1 To Establish A Resident Canadian Agent

The agent must fill out a Declaration of Resident Canadian Agent, Form II (CFIA/ACIA 1194) - PDF (101 kb), have it notarized and send the original form to the AFD. An individual with signing authority for the company must send a letter to the AFD stating the name of the Resident Canadian Agent. If the Resident Canadian Agent is also to have signing authority, this must be specified in the letter. The letter needs to have the original signature of the authorized representative writing the letter.

Resident Canadian Agents do not have full access to the company's files that are with the AFD unless they are also on the signing authority list as an authorized representative.

1.2.3 Changes to signing authority or Resident Canadian Agent

The AFD must be advised immediately of any changes to the signing authority list or Canadian agent(s). Changes to signing authority must be completed by any of the above-mentioned methods.

Since the CFIA requires original signatures, email correspondence is not acceptable for changes to the signing authority list, Canadian Agents, registrant name change, address change, registration transfers. All updates must be sent to:

Pre-market Application Submissions Office (PASO)
Attn: Animal Feed Division
Canadian Food Inspection Agency
59 Camelot Drive
Ottawa, ON K1A 0Y9
Canada

In general, there are no fees for changes to the signing authority list and/or Canadian Agents, unless this results in a change to the information that appears on your registered label. For example, if the name and/or address of the Canadian Agent appear on a label and the name or address is changed, an administrative amendment application package (including fees) will be required for each registration affected. See section 1.5 below for more information on submitting an administrative amendment.

Authorized signing authority representatives and/or Canadian Agents are not "assigned" to specific products for a company's files. They are identified by the company as having authority to interact with the AFD on behalf of the company in general. To facilitate communications, the AFD will correspond with the authorized individual that signed the application form for the submission in question, unless otherwise instructed at the time of application.

1.3 The Application Package

The RG-1 guidance document is divided into several Chapters. Chapter 2 describes the type of information you may need to provide if you are submitting an application for a feed or ingredient that requires safety and/or efficacy data. Chapter 3 provides product-specific guidance in terms of preparing a submission, and Chapter 4 provides guidance on labelling requirements. It is highly recommended that you refer to these documents while you are preparing your submission. An organized, high quality submission greatly assists in timely evaluations of products, and reduces the potential for delays caused due to missing, incomplete or unclear information.

In addition to the company file information, signing authority, and Resident Canadian Agent information (for new applications), the following items are essential in order for any application to be accepted for evaluation:

  • Cover letter: Your cover letter should provide a brief description of the items you are submitting, and where they can be found in the submission package. If you have a preferred method to be contacted (e.g. an email or mailing address to receive correspondence), this information should be included in the cover letter. Do not include confidential information such as product formulations or credit card information.
  • Application Form: Be sure to include one completed application form for each product you are submitting for registration. See below for details about completing the form.
  • Product Labels: Provide three (3) copies of your proposed product label. Text versions are acceptable for the initial assessment. You do not have to submit a professionally designed label, but the information you provide must represent all the information that you wish to have on the label that will appear in the marketplace. Your proposed labels should be printed on standard letter-size paper; multiple pages are acceptable if needed to provide all the labelling information. Please note that labels must be submitted in a paper format, as electronic copies are not accepted. Labels must be legible. If the font or contrast is such that the information is not legible, your submission may be returned to you. Do not send bags, totes, buckets etc. Additional guidance on the labelling of livestock feeds may be found in Chapter 4 of the RG-1.
  • List of ingredients: Only ingredients that have been approved and listed in Schedule IV or V of the Feeds Regulations may be used in the manufacture of livestock feeds. Please include the complete list of ingredients used in the feed. If the feed contains ingredients that are listed in Part II of the Schedules, you will also need to include the registration number of these ingredients.
  • Supporting Data: Depending on the type of product you are submitting for registration, you will need to provide data in support of your application. Please review Chapters 2 and 3 of the RG-1 for details on what may be required for your product.
  • Application fees: Fees must be included, corresponding to the product submission type.

1.3.1 Completing the Application Form

An application for feed registration or feed ingredient approval must be made using the Application for Feed Registration or Renewal (CFIA/ACIA 0009) - PDF (98 kb). The instructions for completing the form are included with the application form. One application form must be completed for each feed submitted for registration.

If you are making an amendment at the time of renewal, the fees are additive, and you will need to enter the individual submission codes on separate lines in this field (for example, renewal on the first line, and administrative amendment on the second line).

The application form must be signed by a person having designated signing authority and, if applicable (i.e. if the applicant resides outside of Canada), by the Resident Canadian Agent.
Note: We are unable to accept applications electronically at this time. If you are sending a copy of your application by e-mail in order to get guidance on completing the form, do not include your credit card information.

The company name and address filled out on the application form and on the labels, must be exactly as established with the company file.

If the company has a different mailing address than the official registrant address, the AFD must be notified by a letter, signed by an authorized representative. The letter must clearly state both addresses (registrant and mailing). The registrant's address is the one that must appear on the application forms and labels.

It is the policy of the AFD to send all correspondence to the registration address; therefore, the mailing address (if different) must be noted in the cover letter of each new application package, to ensure correspondence is sent to the appropriate destination.

1.3.2 Determining your Submission Type

Fees charged to review an application for a feed or ingredient depend on the assessment requirements, which are dictated by the category of the product, namely whether the feed/ingredient is a standard, new, or novel product, as described in the following sections.

Category 1: Standard Feed or Ingredient (Neither Safety nor Efficacy data review required)

The review of this type of submission involves an assessment of the feed or ingredient's compliance with regulatory standards and a review of the label for compliance with the Feeds Regulations. This category includes feeds for which all ingredients are approved. For example, a supplement supplying approved nutrients at concentrations in accordance with Table 4 of the Feeds Regulations.

Examples of a Category 1 Feed: pig starter, calf milk replacer, dairy premix.

Examples of a Category 1 Ingredient: any ingredient listed in Part I of Schedules IV and V of the Feeds Regulations (voluntary registration).

Category 2: New Feed or New Ingredient (Safety or Efficacy data review required)
The review of this type of submission involves a complete assessment of product safety (to livestock, workers, food and the environment), or a review of data supporting the intended purpose of the product. An assessment of the product's compliance with regulatory standards and a review of the label for compliance with the Feeds Regulations are conducted. This category applies to mixed feeds or ingredients that are new. New Feeds that fall under this category must contain only approved ingredients.

Examples of a Category 2 Feed: forage additives, mould inhibitors, flavouring agents, pellet binders, antioxidants, anticaking agents, complete feeds or supplements with guaranteed analysis outside Table 4.

Examples of a Category 2 Ingredient: flavouring ingredient, single viable microbial strain, viable yeast, and ingredients listed in Part II of Schedules IV or V of the Feeds Regulations.

Category 3: Novel Feed or Novel Ingredient (Safety and Efficacy data review required)
The review of a submission to register a novel feed or ingredient involves a complete assessment of product safety (to livestock, workers, food and the environment), a review of data supporting the intended purpose of the product, an assessment of the product's compliance with regulatory standards and a review of the label for compliance with the Feeds Regulations. Category 3 submissions for mixed feeds are uncommon; this is most often used as a category for the review of ingredients.

Examples of a Category 3 Ingredient: genetically-modified plants, ingredients not listed in Schedules IV and V of the Feeds Regulations or new nutrient sources.

1.3.3 Application Fees

Enclose the appropriate application fee, based on the service requested and the submission type. Refer to Appendix A at the end of this chapter for a list of the fees for applications for ingredient approval and feed registration. Fees are payable in Canadian Funds, by Visa™, Mastercard™, American Express™, or by cheque (drawn from a Canadian bank) or money order payable to the Receiver General for Canada.

Note that the fees are not refundable, i.e. they are not contingent upon ingredient approval or feed registration.

1.3.4 Sending your Completed Application

Once you have completed your application form, and included all the information necessary for your submission, you will send this information to:

Pre-Market Application Submissions Office
Attn: Animal Feed Division
Canadian Food Inspection Agency
59 Camelot Drive
Ottawa, ON K1A 0Y9
Canada

Your application form and your designation of signing authority and Canadian Agent form (if applicable) must be original documents signed in ink. Data submissions must be submitted as paper copy. In addition to the paper copy data submission package, it is highly recommended to provide an electronic copy of the data alongside the submission package.

When submitting applications for products that will require a safety and efficacy assessment, it is recommended that two copies of the data are provided in the electronic form (USB or CD).

We are unable to accept applications via e-mail, as Government of Canada policy does not permit us to receive credit card information in this manner. Note that any e-mails containing this information will be deleted and emptied from the recipient's mailbox; therefore you will not receive a response.

1.3.5 Preliminary Screening

Upon receipt of your application, the CFIA performs preliminary screening of the materials, to determine if all necessary elements are present (i.e. signing authority, company information, application form, fees and supporting data).

Based on the preliminary screening, you will be advised if your submission has been accepted for review or rejected. Depending on the volume and quality of the applications, this may take upwards of 10-20 working days. It should be noted that acceptance of a submission is not a guarantee that the submission will be approved.

Submissions can be screened-out for multiple reasons (e.g., the product is not considered a feed, the application form is not signed or insufficient data has been provided). Incomplete submissions will be screened-out. If your submission is screened-out, you will receive a return letter explaining why the submission was not accepted. If your product is considered to be a feed, you will be advised what items must be addressed in order to have your application accepted. Rejected submissions may be destroyed by shredding. Should you wish to have your submission returned to you in the event of it being screened-out, you will need to provide a courier account number with your application, and request to have information returned to you in the event of rejection.

If your submission is accepted, you will receive a confirmation e-mail indicating that it was accepted. This e-mail will also include your file reference number and an estimated time frame for review. This estimate is based on the current service delivery averages at the time of submission.

1.4 The Assessment Process

Your submission will be assigned to one or more evaluators depending on the submission type and type of assessment that is required for your feed. Submissions are placed into the review queue based on the date they are received, and are assessed in the order in which they are received. After reviewing the submission, the evaluator(s) will determine whether the approval criteria have been met or if additional information is necessary in order to make the assessment decision.

In the event that additional information or clarification is needed by the evaluator(s), you will receive a deficiency letter putting your application on hold and advising you in writing what additional information or clarification is needed in order to proceed with the assessment. It should be noted that the hold period is not indefinite, and that you must provide all the requested information back to the evaluator within the time-lines identified in the deficiency letter.

1.4.1 Assessment Outcomes

At the conclusion of the assessment process, the evaluator will advise you in writing of the outcome of the assessment. There are three possible outcomes of the assessment process: favourable, unfavourable and temporary registration.

1.4.2 Favourable Assessment

If the assessment process allows for a positive conclusion, the evaluator will identify any label changes required in order to complete the assessment process. You will need to submit a final label to the Pre-market Application Submissions Office (PASO) within 90 days of the date of approval which includes all the changes requested by the evaluator. If accepted, this label is kept on file for post-market verification, as well as for comparison at renewal. The label that you provide must be a complete and accurate representation of the information that appears in the marketplace.

1.4.3 Unfavourable Assessment (closed)

If the evaluation process cannot conclude on the safety or efficacy of your product, if you fail to address any deficiencies identified during the assessment, or if you miss the deadline for response without receiving an extension, the assessment will be considered to be complete and your submission will be closed. Your application form will be returned to you with a closing letter outlining the items that were not addressed, and what you must do should you wish to re-apply. The data submitted with your submission may be destroyed by shredding. If you wish to have the submission data returned to you, you will need to provide the PASO with a valid courier account in order to return the data. It should be noted that the fees associated with your application are assessed for the review, and not for a successful registration of the product.

1.4.4 Temporary Registration

Upon concluding the assessment of a submission, the AFD may issue a temporary registration for a product that has demonstrated both safety and potential usefulness, but requires additional evidence in support of efficacy or validation of an analytical method. A temporary registration cannot be granted to a product that has not satisfied the regulatory requirements related to product safety, as stated in Section 9(5) of the Feeds Regulations.

It is important to note that it is not possible to submit an application requesting a temporary registration. The issuance of temporary registrations is an interim measure that allows companies to adequately comply with the conditions outlined in their approval letter. Only one temporary registration will be granted per product and the maximum duration for a temporary registration will be three (3) years.

Products bearing a temporary registration number on the label will be identified by the letter "T" in front of the registration number. Normally no claims are permitted on product labels, as the desired claims and/or label guarantees remain to be substantiated.

To gain permanent registration status, you must submit the supporting information or data with a completed "Application for Feed Registration CFIA Form 0009" before the expiry of the temporary registration. The application fees are the same as those for a new application for registration for category 2 (New Feed).

If the product has not been proven to be efficacious and the desired product claims have not been supported by acceptable scientific data by the end of the temporary period, and/or if other registration criteria have not been met as outlined in the approval letter granting temporary registration status, the temporary registration will expire and the product will not receive a full registration. Upon expiry of the temporary registration, the product will be considered non-compliant with Section 3 of the Feeds Act, and no longer permitted to be marketed or otherwise distributed within Canada.

1.4.5 Private Labelled Products

Private label registration is a process that has been put in place to allow companies to commercialize a product that is already registered by another company under a different brand name. Such applications are considered standard feeds as they do not require any additional safety or efficacy evaluations.

Applications for registration of private labels must include:

  • a completed and signed Application for Feed Registration or Renewal (CFIA/ACIA 0009) - PDF (98 kb)
  • the application fee for a standard feed (category 1)
  • three copies of the proposed product label, including the name and address of the private label registrant
  • an accompanying cover letter
  • a letter from the company holding the original registration, signed by a person having signing authority for this company, allowing the private label applicant to use the information on file to register their product as a private label.

As the formulation of the private label product must correspond exactly to the formulation originally approved for the parent product, any mandatory information present on the original label (e.g. list of ingredients, guaranteed analysis, directions for use, caution statements) must be present on the private label. If the private labelling company also manufactures the feed, the formulation is required and certificates of analysis may be requested.

1.5 Making Changes to Feed Registrations

Registrants wishing to make a change to a feed registration at any time must first submit an application for an "Amendment to Registration" with the proposed changes to the AFD for approval using the Application for Feed Registration or Renewal (CFIA/ACIA 0009) - PDF (98 kb). Fees charged to registrants for an amendment to the existing terms of a registered product are based on whether the amendment is an "Administrative Amendment" or if it involves a "Significant Change", as defined in the Feeds Regulations.

1.5.1 Significant Change

Significant change includes any change in:

  1. the brand of the feed;
  2. the name of the feed;
  3. the type or level of medicating ingredient in the feed;
  4. the guaranteed level of a nutrient, unless the nutrient is listed in Table 4 of Schedule I for the species of livestock for which the feed is intended and both the former and revised guaranteed levels are within the limits set out in that Table for that nutrient;
  5. any statement, phrase or claim appearing on the label that relates to the purpose or function of the feed in general or to any medicating ingredient, nutrient or other ingredient present in the feed;
  6. the directions for the use of the feed; or
  7. the ingredients present in the feed, if it is a feed required to be labelled with the name of each ingredient as described in the Feeds Regulations (Section 26.(1)(j)).

The fee that is payable for items a.-c. in the list above is $90.00 plus applicable taxes, and submission type code 3260 is to be used on the application form for these types of changes. Please note that the fee of $90 and submission code 3260 are only applicable to the significant changes described in a., b. or c.

Any other significant change, including items d.-g. in the list above, is equivalent to a re-registration for that product type, and the application submitted must use the same submission code and pay the same fee as if it was a completely new application.

1.5.2 Administrative Amendment

Any change to the terms of a feed registration not involving a "significant change" is regarded as an administrative amendment. Some examples would be: a company name change, a change of company address, or a registration transfer. The fee for an administrative amendment is $10.00 plus applicable taxes, as per Appendix A.

1.5.3 Amendment Fees Combined with Renewal Fees

Fees for administrative or significant changes at the time of renewal are of the sum of the renewal fee plus the applicable application fee. For example:

  • if you change the brand name of your registration that is due for renewal, the fee would be: $90.00 (amendment fee) + $40.00 (renewal fee) + applicable taxes.
  • if you change an ingredient and your registration (flavouring agent) is due for renewal, the fee would be: $285.00 (full registration fee) + $40.00 (renewal fee) + applicable taxes.
  • if your company moves to another city and your registration is due for renewal, the fee would be: $10.00 (administrative amendment fee) + $40.00 (renewal fee) + applicable taxes).

Note: All fees are for each registration.

1.5.4 Registrant Name and/or Address Change

If a registrant changes its name and/or address the following is required:

  • A letter from the registrant advising us that they are changing their name and/or address. The letter must be signed by an authorized representative currently on file in the AFD or the letter must bear the corporate seal of the company. (In the case of a company acquisition involving a company name change, if the letter is not signed by an authorized representative currently on file, supporting legal documents proving the acquisition must also be supplied).
  • An application form for each valid registration owned by the company. The forms must be filled out and signed.
  • Three copies of each label, showing the new name and/or address of the registrant.
  • Applicable fees for each registration. If the only change is the registrant's name and address, the fee is for an administrative amendment only. If the change is done at the time of renewal, the fee is in addition to the renewal fee.

Note that the following changes to an address only require a letter from the registrant: box number, suite number, street address and postal code. Application forms, new labels and fees are not required unless the change involves the city.

To ensure that files are kept up to date, the letter advising of the name and/or address change should be sent as soon as the change is known with a note saying that the actual amendment submission (with forms, labels and fees) will follow within X weeks. An acceptable time frame for sending the amendment submission would be 30-60 days.

A current listing of valid registrations may be requested at any time, but can only be provided to an authorized representative with signing authority. It can be requested by emailing the PASO at paso-bpdpm@inspection.gc.ca.

A Resident Canadian Agent cannot request the list of valid registrations of a company unless he or she is also on the signing authority list for the company.

1.5.5 Changes to Signing Authority or Resident Canadian Agent

The AFD must be advised immediately of any changes to the signing authority list or Canadian agent(s). In general, there are no fees for changes to the signing authority list and/or Canadian agents, unless if this results in a change to the information that appears on your registered label. For more information, please consult subsection 1.2.3 above.

1.5.6 Transfer of a Registration

A registration may be transferred from one registrant to another. The following is required:

  • A letter from the current registrant advising us that they are transferring the registration(s) and all data associated with it/them. The letter must be signed by an authorized representative currently on file with the AFD, or the letter must bear the corporate seal of the (current) company.
  • A letter from the new registrant advising us that they are taking over the registration(s). This letter must be signed by an authorized representative on file with the AFD. If this registrant does not already have a file opened with the AFD, they must establish signing authority as outlined above.
  • An application form for each registration to be transferred. The form must be filled out and signed.
  • Three copies of each label, showing the company name and address of the new registrant.
  • Applicable fees for each registration. If the only change is the registrant name and address, the fees are for administrative amendments only.

Any other changes (e.g. brand name, ingredients, nutrient levels) are considered significant changes and the applicable fees will differ, depending on the extent of the change.

If the transfer is done at the time of renewal, the fee is in addition to the renewal fee.

If the change to the registration/label involves the company name or address and a significant change, both amendment fees are required (administrative and significant).

The transfer letter must list the products by registration number and by name and it needs to state that "the registration and all related data are to be transferred".

This type of amendment package needs to be sent in one complete submission.

Amendments to Private Labels
Applications for amendments to private label registrations will be evaluated on a case-by-case basis according to the following criteria:

1.5.7 Mandatory Amendments

For mandatory registration amendments (i.e. amendments initiated by the AFD), the AFD will inform all holders of a registration for the type of product affected by the amendment, including private label registrants. Mandatory amendments must be made to both private labels and parent product labels. There will be no charge for such amendments.

In cases where an application is made for a private label for which the status of the original product registration would not satisfy new mandatory requirements (due to concerns with efficacy and/or safety data), the private label application will be refused until the original product meets all registration requirements. The holder of the original registration will be notified of the situation.

Minor mandatory amendments required by the AFD will be made to a private label product immediately upon registration or registration renewal, even though the label for the parent product may not yet comply with the new amendment. In these cases, the private label will be corrected before the original product label. Minor mandatory amendments to the original label will be made at the time of renewal or when an application for significant change is submitted to the AFD.

1.5.8 Voluntary Amendments

When the original registrant is granted an amendment (e.g. revised guarantee, addition of a claim, changes in the formulation), the original registrant is responsible for notifying the private label registrant(s) of these amendments. In such cases, private label registrants are not obliged to update their registration to reflect the change(s) made to the original registration as long as the private label continues to comply with the Feeds Regulations. However, should the private labelling company choose to include the new information, an application package for a significant change must be submitted.

1.6 Renewing Feed Registrations

Registrations are granted for a three-year period. The expiry date for registrations is March 31, three years after the date of registration. For example, feeds that are registered in 2016 will have an expiry date of March 31, 2019. Please note that this expiry date is applicable to registered feeds and ingredients, and those products listed in Part II of Schedule IV of the Feeds Regulations. Failure to apply to renew the registration of a feed or ingredient will automatically result in the expiry of the registration. If your registration expires, you will need to submit an application for a new registration for your feed or ingredient.

If you have registrations that are due to expire the following March, you will receive a "Registration Summary" listing those registered products, as well as instructions for completing the applications for renewal. Additional information may be requested if safety and/or efficacy concerns emerge between the time of registration and the renewal due date. If there are specific requirements for the renewal of their registration, you will be advised what additional information will be required at the time of submission.

If your product/label has not changed since last approved, and a complete renewal application is posted (postmarked) before the March 31 deadline, you may continue to market your registered feed, unless you are advised otherwise.

To avoid having your registrations expire, a complete renewal package must be sent to the Pre-market Application Submissions Office (PASO) before March 31 of the year in which it expires. If your registration expires you may not import or sell your product until such time as it has been re-registered. Once re-registered, your product will be issued a new registration number.

Renewal packages posted after March 31 will be treated as new applications and will be subject to regular application fees. Applications for lapsed registrations will be placed in the existing submission queue for new submissions, where they will be reviewed on a first come, first served basis.

Due to the high volume of renewal applications that are received, acknowledgement of receipt will not be provided. If you wish to receive a record of delivery, it is suggested that you send your applications by courier or registered mail.

Any updates to your company's general information can be made directly on the "Company Information Sheet" included in your renewal package. To be accepted, the "Company Information Sheet" must contain either the corporate seal of the company, the seal of a notary public, or the original signature of someone currently listed as having signing authority.

If you wish to appoint a new Resident Canadian Agent, this individual must fill out, have notarized, and send a Declaration of Resident Canadian Agent, Form II (CFIA/ACIA 1194) - PDF (101 kb) to the AFD. This form is available on the CFIA website.

Incomplete renewal packages may be returned to the Registrant, without processing. This could result in the registration expiring. In order to assist you in preparing your renewal package, a checklist has been added as Appendix B at the end of this chapter.

Note: The renewal categorization and fee applies only in cases where no changes have been made to the product formula and label. Any amendment (significant or administrative) made to the registration, submitted at the time of renewal, should be stated in the cover letter, and you will need to include both the renewal fee and the applicable fee for the amendment.

The process for evaluating a renewal application is very similar to a new registration. The file is screened in, given a preliminary review, held pending receipt of additional information if requested by the evaluator, assessed, and then the notice of approval or rejection is sent to the registrant.

1.6.1 Renewal of Registration for Private Label Products

The following must be submitted with each application for registration renewal:

  • A copy of the product formulation (including registration numbers for Part II of Schedule IV of the Feeds Regulations, flavours, registered mixed feeds, etc.)
  • A letter from the company holding the registration of the parent product which allows the private label company to use the information on file for the renewal must be submitted with each application for registration renewal

Note: If a parent product is issued a temporary registration, the private label product will only be granted temporary registration status. The expiry date for the private label product will be the same as that for the parent product. The granting of permanent registration status to a private label product that was previously given a temporary registration is contingent upon the parent product receiving permanent registration status. If the application for permanent registration is submitted at the time of renewal, the registration fee will be in addition to the renewal fee. If the application is submitted prior to the expiration of the temporary registration, the registration fee is the same as that for the consideration of a new category 2 feed.

1.7 Service Standards and Contact Information

The Animal Feed Division will make every effort to respond to questions in a timely manner. In order to facilitate the submission process, applicants should read the available guidance and regulatory documents available on CFIA's website before contacting the AFD to ask their questions.

The AFD makes science- and evidence-based feed registration decisions using the information that applicants provide for assessment. For their part, applicants are expected to provide a complete submission of high quality.

If you submit an application that is accepted, your confirmation e-mail indicating that it was accepted will include an estimated time frame for the assessment. This estimate will be based on the current service delivery averages at the time of submission.

Due to the volume of submissions, applicants are advised not to request status updates prior to the end of the service delivery estimate provided. After this date, file status updates may be requested by sending an e-mail to the PASO using the word feed and your file reference number in the subject line. Status update requests that do not include a reference number will not receive a response.

If you disagree with the outcome of an assessment, or if you have a complaint regarding the review of your submission, contact the AFD by email at: AFD_DAA@inspection.gc.ca. You will be directed to speak with the evaluation manager. If you are not satisfied with the results of this discussion, you may contact the Director of the AFD. Following this, if your issue is still unresolved, you may file a complaint with the CFIA's Office of Complaints and Appeals.

1.7.1 Contact information

For questions of a technical nature related to the feed registration or ingredient approval process, please contact the AFD by email at: AFD_DAA@inspection.gc.ca.

For questions related to the administrative process of submitting an application, or for file status updates (for submissions that have exceeded the estimated service delivery date), please contact the Pre-market Application Submissions Office by email at: paso-bpdpm@inspection.gc.ca.

Appendix A

Application Fees

Category 1 (not requiring safety or efficacy assessment)
Code Activity Fee
3258 Standard Ingredient $95.00 plus applicable taxes
3254 Standard Feed $110.00 plus applicable taxes
Category 2 (requiring safety or efficacy assessment)
Code Activity Fee
3257 New Ingredient $285.00 plus applicable taxes
3255 New Ingredient (listed in Schedule IV, Part II) $285.00 plus applicable taxes
3253 New Feed $285.00 plus applicable taxes
3262 Temporary registration $285.00 plus applicable taxes
Category 3 (requiring safety and efficacy assessments)
Code Activity Fee
3256 Novel Ingredient $450.00 plus applicable taxes
3252 Novel Feed $450.00 plus applicable taxes
Amendments
Code Activity Fee
3261 Administrative amendment $10.00 plus applicable taxes
3260 Significant change: (feed name or medication) $90.00 plus applicable taxes
Other significant change appropriate category fee, plus applicable taxes

Others

Code Activity Fee
3263 Mandatory Research Exemption $25.00 plus applicable taxes
3259 Renewal $40.00 plus applicable taxes

Fees for consideration of an application are payable upon submission of the application and are not refundable for unsuccessful applications. All fees listed are per registration.

Appendix B: Checklist for renewals

To ensure a complete renewal package, all of the applicable items below must be included.

Checklist for renewals
Items must be included Provided
  • Cover letter
(Note: State any changes in the cover letter, if applicable)
  • Email address of the authorized representative
  • One application form (CFIA/ACIA 0009) per product registration submitted for renewal
  • Original signature of authorized representative on each application form
(Note: If a new person is signing the form(s), proper signing authority documents must be enclosed)
  • Original signature of Resident Canadian Agent on each application form, if applicable
(Note: If the Resident Canadian Agent is new, a new Declaration of Resident Canadian Agent, Form II (CFIA/ACIA 1194) must be enclosed)
  • Three copies of each label submitted for renewal
(Note: The label must be the current label as used in the marketplace, or a facsimile thereof, and not a previously stamped label copy)
  • Confidential formula, if the product is a Category 2 feed (i.e. the second digit of your registration number is "8" (flavouring agent, mold inhibitor, horse treat, enzyme supplement, odour control agent, forage additive, etc.)).
(Note: It must be supplied on a separate sheet of paper, and this information should not be within the contents of your cover letter)
  • The complete list of ingredients for all imported mixed feeds
(Note: If they are not listed on the approved label, they must be supplied on a separate sheet and not within the contents of your cover letter)
  • Fees of $45.20 CAD /per registration renewal
(Note: Visa, MasterCard and Amex are accepted)
  • If modifications are being made to the existing registrations, additional fees will apply (See section 1.5 for additional information)
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