Chapter 1 - Introduction to the Meat Programs

1.4. Meat Programs Delivery

The Vice-President Operations Branch, Area Executive Directors and Regional Directors are the main authorities responsible for the implementation of CFIA Meat Programs with operational support from national, area, regional, front-line staff, and additional expertise from Meat Programs, Laboratory, Enforcement, Legal, Communication, Human Resources and Finance specialists.

Front-line delivery service is provided to a large variety of stakeholders and regulated parties, such as other authorities, associations, industries, consumers, importers, exporters, travelers and operators of federally registered establishments. It may also involve, as needed, services integration with other International, Federal, Provincial or Territorial authorities including:

1.4.1. Delivery of Meat Programs Inspection Services in Federally Registered Establishments

In federally registered establishments, Meat Programs front-line delivery services are provided by assigned CFIA inspectors and official veterinarians.

Registered establishments are located in administrative regions under the CFIA supervision of Food Processing Supervisor (FPS), Regional Veterinary Officer (RVO) and Inspection Manager (IM).

The Regional Director (RD) is responsible for the results of the CFIA Meat Programs delivery (outcomes under the performance management framework) in their administrative region and is accountable to the Area Executive Director (ED), Operations.

The Meat Programs activities in federally registered establishments include:

  • registration and inspection of slaughter, processing and storage establishments;
  • delivery and renewal (or conditional) of operator licence;
  • HACCP system and control programs verification;
  • ante and post mortem inspection;
  • sampling and laboratory testing for residues;
  • recipe and labelling registration;
  • fair labelling and recall verification;
  • inspection of imported meat products;
  • inspection of meat products for Canadian and export markets; and
  • exports certification.

In November 2005, Hazard Analysis Critical Control Point (HACCP) standards from the Codex Alimentarius Commission incorporated in the CFIA Food Safety Enhancement Program (FSEP) Manual became mandatory in all CFIA registered establishments under the MIR.

The Compliance Verification System (CVS) is a tool developed for CFIA inspection staff to assess operators compliance to regulated requirements for food safety (HACCP), non-food safety (e.g. identification, labelling and animal welfare), export and systems design in an efficient and uniform verification systems approach (more details are available in the MOP Chapter 18).

CVS is part of the Meat Programs Reform initiative and is designed to:

  • integrate Meat Programs inspection activities (tasks) into one system;
  • highlight regulated party accountability;
  • focus CFIA activities on compliance verification;
  • provide CFIA inspection staff with clearly defined tasks to enhance uniform delivery;
  • verify that the operator's written programs are implemented and effective to meet regulatory requirements; and
  • support the strategic direction of the CFIA business plan to move regulated party and government towards a more science-based risk management system.

1.4.2. Frequency of CFIA Inspection

During scheduled work shifts, the minimal inspection frequency required to ensure appropriate completion of ante mortem inspection, post mortem inspection and CVS tasks in federally registered establishments is as follows:

1.4.2.1. Slaughter activities

Under subsection 128 (2) of the MIR, the Director, Meat Programs determines standards on the number of inspection stations that is required for slaughter activities in federally registered establishments, for every scheduled work shift.

CFIA staffing standards for ante and post mortem stations, examination (operator) and inspection (CFIA), required for slaughter are described under chapters 17 (red meat, ratite) and 19 (poultry, rabbit) of the MOP.

Every establishment which is federally registered for slaughter activities is assigned an official Veterinarian in Charge (VIC) for both ante mortem and post mortem inspection stations (screening and detailed inspection) and for functional supervision of the operator's responsibilities including ante mortem and post mortem examination.

The delivery of Meat Programs in a slaughterhouse complex, in administrative regions, is under the supervision of a Regional Veterinary Officer (RVO) and an Inspection Manager (IM) (see Quality Management System [QMS] under section 1.5.1).

Multiple Inspection Stations

Where multiple inspection stations are required, at least one competent CFIA slaughter inspector (SI) is assigned for ante mortem and post mortem inspection (screening) under functional and line supervision of the VIC. Federally registered establishments with more than one scheduled work shift are assigned additional appropriate CFIA staff (SI, OV) per shift under the supervision of the VIC.

When competent SI are performing such duties an official veterinarian (OV) must be available within a reasonable period to fulfil their specific veterinary tasks (detailed inspection and providing instructions) taking into considerations various risk factors including:

  • animal status (compromised animal, emergency, welfare, behaviour);
  • nature of disease (OIE list A, B, zoonosis, transport under Health of Animal permit or license, distress);
  • contamination (risk of contamination or propagation, residue program, tissue deterioration); and
  • operation (volume, holding capacity, assistance, information, impact on normal operation).

More or less inspection stations may be required based on workload considerations, risk analysis, available facilities or importing countries requirements (specifications in MOP Chapter 11) conditional to subsections 128 (3) to (5) of the MIR.

Under normal conditions, the OV or VIC need not to be present at the time of ante mortem inspection or at all times during post mortem on every inspection station. However, the VIC must regularly satisfy themselves (including QMS activities) that the assigned SI and other OV are carrying out proper ante mortem and post mortem inspection (screening and detailed inspection). This includes supervision of the operator's ante mortem examination and operators authorized under section 29.1 of the MIR to operate a shared inspection program or a post mortem examination program to ensure specific instructions have been followed. This program must also ensure the process is under control with satisfactory results, including information on animals/flocks is available and that indicates no food safety issues, satisfactory health status and that their welfare is ensured (refer to MOP Chapter 19).

Under subsection 67(3) of the MIR, no food animal shall be slaughtered in a federally registered establishment unless the slaughter has been authorized by an assigned SI or an OV [e.g. ante mortem performed on animals within 24 hours, any animal requested by CFIA to be presented for inspection, missing information on animal or flock sheet, held animal, emergency, instructions from an official veterinarian (see scheduled work shift agreement, slaughter, under section 1.4.4.4)].

Where possible, the SI and OV are assigned on a staggered schedule of operations under the supervision of the Inspection Manager (refer to section 1.4.4.3).

CVS tasks are also scheduled for other specific activities related to slaughterhouses.

Note:

  • The CFIA may provide inspection services to establishments operated under Federal / Provincial / Territory agreements (refer to F/P/T agreements).
  • For veterinary meat certification requirements, refer to MOP Chapter 11.

1.4.2.2. Processing activities

Under subsection 128 (1) of the MIR, the Director, Meat Programs, in respect of an establishment federally registered for the processing or packaging and labelling of meat products, determines the minimum number of hours of inspection that is required per year for each scheduled work shift.

The minimum number of hours of inspection to complete the tasks is 390 hours annually. For federally registered establishments with more than one shift, the annual total of 390 hours is spread over all shifts.

Every establishment federally registered for processing activities or packaging and labelling of meat products, on one or more scheduled work shift, is assigned a responsible CFIA food processing inspector (FPI) under functional and line supervision of a food processing supervisor (FPS). In order to complete their tasks during the regular working hours, the number of establishments under the supervision of FPI may vary in each complex of federally registered establishments (meat processing complex). Where preferable, exclusive processing shifts in slaughterhouses may be part of a meat processing complex.

The delivery of Meat Programs in meat processing complexes, in administrative regions, is under the supervision of FPS and an Inspection Manager (IM) (see QMS under section 1.5.1.).

In a HACCP environment, CVS visits for control programs implementation are scheduled in federally registered establishments for processing activities when meat is being worked on or packaging and labelling of meat products occurs, with a frequency appropriate to achieving the objectives of Meat Programs. During the development of visit schedules the following must be considered:

  • the task to be conducted;
  • the risk associated with the operations conducted on each shift:
    • regular working hours in one working shift: an inspector must visit the establishment at least once a week;
    • week-ends: at least one visit each month must occur on Saturday or Sunday; and
    • two (2) or three (3) working shifts: visits must be scheduled to cover all shifts at least once a month;
  • the volume of production conducted on each shift;
  • the establishment history of compliance, including testing, recall; and
  • other available information, tasks or activities.

FPI, or, as required, OV, are assigned for additional visits for other tasks or activities (e.g. HACCP design, sampling, recalls, complaints, import and export operational requests, operational request of overtime, export requirement, investigation). As required, FPI may be part of a team of specialists (e.g. HACCP, Meat Programs, CFIA investigator).

Importing countries requirements may require an increased frequency (for more information on foreign countries specifications see MOP Chapter 11).

Where possible, FPI are assigned on an staggered schedule of operations under the supervision of the Inspection Manager (IM) (refer to section 1.4.4.3).

1.4.2.3. Storage activities

Every establishment federally registered for stand alone storage activities is integrated in a CFIA administrative complex of establishments and, is assigned a responsible CFIA food processing inspector (FPI).

CVS tasks are split over the quarterly period during regular working hours.

Where possible, the FPI is assigned on a staggered schedule of operations under the supervision of the IM (refer to section 1.4.4.3).

1.4.3. Exceptional circumstances

Flexibility in providing reasonable CFIA inspection services in federally registered establishments during exceptional circumstances requires priority consideration.

A government-industry committee has reviewed this matter and has established priorities for inspection coverage in cases of reduced availability of CFIA inspection staff.

In all circumstances, CFIA staff or the operator must contact identified CFIA staff as soon as possible to manage the situation appropriately.

The following should be viewed by managers responsible for operations as a guideline in determining the allocation of inspectors and official veterinarians.

1.4.3.1. First Priority: Animals Already Slaughtered

This section concerns only establishments federally registered for slaughter activities which, under normal conditions, start operations (sticking, dressing) on animals that have undergone an ante mortem inspection in the last 24 hours, before the official veterinarian on duty reports for work (staggered schedule of operations).

As soon as it becomes apparent that the official veterinarian will not be reporting for duty, carcasses from animals already slaughtered should be dressed and then inspected by a CFIA inspector according to standard procedure.

Any carcass and its parts that would normally be held for veterinary diagnosis and disposition should be identified and retained in such a way as to maintain their identity until an official veterinarian has inspected them.

Alternatively, with the authorization of a CFIA inspector, they may be handled as condemned material by the operator, in accordance with paragraph 88. b) of the MIR. Where it is determined by the area executive director (Operations) that some time may elapse before an official veterinarian is available, instructions should be given to refrigerate the carcasses and its parts. In all instances, adequate segregation from meat products already approved for human consumption must be maintained.

1.4.3.2. Second Priority: Humane Considerations

1) The Slaughter and Inspection of Cripples and Downers

These animals are to be slaughtered and inspected without undue delay. If the veterinary inspection is not immediately available, the slaughter and inspection of such animals is to proceed under the auspices of a CFIA inspector who has received oral instructions from an official veterinarian or written instructions in the form of an emergency procedure prepared by the official veterinarian at the federally registered establishment in compliance with subsection 67 (7) of the MIR and BSE Policy in order to prevent any unnecessary animal suffering.

The animals will be disposed of in accordance with the official veterinarian's instructions, which may include being handled as condemned material. The CFIA inspector will conduct a post mortem inspection and record the findings in order to provide information to the official veterinarian, who will in due course undertake the detailed post mortem inspection. All such animals are then to proceed to slaughter. The dressed carcass and all its parts are to be identified and held for subsequent detailed post mortem veterinary inspection and disposition or treated as condemned as outlined in the first priority.

2) The Slaughter and Inspection of Other Animals Already on Premises

In the event that no official veterinarian is available, the slaughter of animals that have already received veterinary ante mortem inspection may proceed in the normal manner. In the case of poultry, the CFIA inspector can authorize the slaughter of birds, if the advanced copy of the flock sheet has been previously reviewed by the OV. The CFIA inspector shall examine other animals, and any lots or individual animals determined by the CFIA inspector or the operator, in accordance with subsection 67 (6) of the MIR, that show deviations from the normal behaviour or appearance, shall be set aside for slaughter at the end of operations, which will permit veterinary inspection before slaughter.

Carcasses screened out on post mortem inspection may be retained in the manner described in the first priority for later veterinary diagnosis and disposition, or may be handled by the operator as condemned material with the authorization of a CFIA inspector, in accordance with paragraph 88 b) of the MIR. In the event that the number of CFIA inspectors available is reduced, slaughter operations shall proceed at a rate compatible with the CFIA inspection staff available. Where found desirable, the official veterinarian may, in writing, permit animals to be removed from the establishment, pursuant to subsection 43 (1) of the MIR.

Taking into account animal health concerns and the type of holding, feeding and watering facilities available at federally registered establishments and the variations among different animals to sustain themselves, CFIA staff must be allocated in a subsidiary priority for the slaughter and inspection of animals already on operator's premises, as follows:

  1. poultry;
  2. hogs;
  3. horses;
  4. small stock (sheep, lambs, goats and calves*); and
  5. cattle.

*Note: Young calves have priority over hogs.

1.4.3.3. Third Priority: Export Commitments

Meat products derived from animals already slaughtered and approved are to be inspected by available CFIA inspectors and export documents prepared. Export certificates are to be signed by an official veterinarian.

1.4.3.4. Fourth Priority: Unusual Emergency Slaughter Situations

In the event of some disaster (flood, fire, etc.), emergency slaughter of a number of animals may be required. CFIA staff would have to be allocated to accommodate such an occurrence.

In some emergencies, an abnormal situation requires prompt action beyond normal procedures in order to prevent injury or damage to people, livestock, property or the environment. In response to the Emergency Preparedness Act, the Emergencies Act, the National Support Plan and the Federal Policy for Emergencies, the CFIA has taken coordinated action with Agriculture and Agri-Food Canada, Provincial and Territorial departments of Agriculture and other agri-food sector stakeholders within the framework of the Food and Agriculture Emergency Response System (FAERS).

1.4.3.5. Fifth Priority: Restricted Regular Operations

In the event of a prolonged shortage of available CFIA inspection staff, staff allocation would be made to accommodate regular slaughter and processing operations as much as possible.

Shortage of Official Veterinarians:

Scheduling of available official veterinarians would have to mainly take account of ante mortem inspection of screened out animals and delayed final post mortem inspection of held carcasses. These activities are, in turn, dependent on the time of arrival of animals at registered establishments, the geographic location of the establishments, the species involved, and the capacity of the plant to retain heads, organs and dressed carcasses for final veterinary disposition.

Shortage of CFIA Inspectors:

CFIA managers will determine to what extent inspection services can continue to be offered for slaughter and processing activities, largely on the basis of three factors: the speed at which post mortem inspection can be performed, the amount of support that can be provided to inspection staff by operator's employees for technical duties related to inspection functions including the existing authorization to operate a shared inspection program or a post mortem examination program, and the amount of inspection coverage that can be given to critical areas of meat processing operations.

Simultaneous Shortage of Both CFIA Inspectors and Official Veterinarians:

Very little in the way of regular operations will be possible. The CFIA implements a contingency plan to deal with the situation (sanitary emergency, strike, etc.). In this event, priority will have to be given to returning animals already on registered establishment premises to the farms of origin or diversion into alternate slaughter facilities. Great care will have to be paid to the humane handling of cripples, downers, poultry and every effort should be made to accommodate their slaughter on the premises. Export inspection and certification services should be provided where possible, unless instructions to the contrary are received.

1.4.4. CFIA Meat Programs Inspection Fees

The Treasury Board of Canada has issued a general cost-recovery and charging policy.

This policy governs the way departments and agencies charge for activities that have a private benefit.

Sections 24 and 25 of the Canadian Food Inspection Agency Act allow the minister to charge fees for services rendered or use of CFIA facilities.

On an international standpoint the Codex Alimentarius Commission says that the competent authority may legislate to include provisions on fees charged for services rendered.

The CFIA ensures that its receivables are properly managed by the Accounts Receivable Management Policy.

The objective of this policy is to ensure that all CFIA accounts receivable are managed fairly, efficiently and effectively to recover such receivables and minimize the risk of loss to the CFIA.

Administration of this policy is a joint responsibility of the financial function under the Finance, Administration and Information Technology Branch and the operational components of the CFIA responsible for carrying out inspections, licensing, etc. Specific responsibilities and accountabilities for operations, programs and science Branch, staff Inspection Manager, Regional Director, Area Executive Director and Vice-President, are described in the policy.

In order to ensure that all services provided at registered establishments have been billed, the CFIA responsible inspector or the official veterinarian in charge indicates the number of inspection services provided for additional inspection on an hourly basis, including export, import, re-inspections, labels and recipes, overtime, analyses and tests during the month. The information is compiled on the appropriate forms and forwarded to the Regional Representative who notifies the National Accounts Receivable Center via e-mail at: ARCentre@inspection.gc.ca

Inspection fees for slaughter, processing and storage activities are fixed according to the scheduled work shift agreements and submitted to a slightly different process (refer to section 1.4.4.4).

1.4.4.1. Part 10 of CFIA Fees Notice

This part refers to meat product inspection fees.

1.4.4.2. CFIA Fees Notice for Overtime

This part refers to:

  • Section 32 of the MIR:

    No food animal shall be slaughtered, no carcass dressed and no meat product processed, packaged or labelled in a registered establishment outside the hours of operation agreed to by the President and the operator, unless the slaughtering, dressing, processing, packaging or labelling, as the case may be, is authorized by an inspector.

  • Section 126 of the MIR:

    Inspection of a registered establishment and the animals and meat products in it may be carried out outside a scheduled work shift or on a designated paid holiday, if

    (a)  the operator of the registered establishment submits a written request to the Executive Director, in a form approved by the Agency; and
    (b)  [Repealed, SORS/2000-183, s. 35]
    (c)  an inspector is available to carry out the inspection.

See information on CFIA fees for overtime.

When an operator requests to work outside their approved work shift agreement and an inspector is assigned to the CFIA registered establishment, the operator is charged overtime. Overtime is defined as any time worked by CFIA employees in excess of their regular work hours (generally 7.5 hours per day).

The minimum overtime fee that does not reflect the amount of time that an inspector spends at the establishment and travel time are not included in the calculation of overtime fees.

Requests for overtime must be presented by the operator to the Responsible Inspector or Veterinarian in Charge in advance in order for evaluation and planning of available resources. Overtime services provided must also follow the Authorization of Overtime Policy.

1.4.4.3. Staggering of Inspection Time

Staggering of inspection time is a method used by inspection staff under the supervision of the Inspection Manager to reduce overtime hours and costs.

It may be appropriate for:

  • inspection stations (staggered schedule of operations) in a slaughterhouse; or
  • performing other CVS tasks for other activities in one or more federally registered establishments (meat processing complex), for one to various scheduled work shifts.

It may be used on a regular basis, or as needed, on the condition that the CFIA is notified sufficiently in advance for inspection needs and availability of CFIA staff.

1.4.4.4. Scheduled Work Shift Agreement

According to section 29 of the MIR, scheduled work shifts, as per section 125 of the MIR, is one of the conditions to license an operator. This means that any operator must have an agreement with the President (delegated to the Regional Director) on scheduled work shifts. The operator submits the proposed schedule to their Responsible CFIA Inspector or the Veterinarian in Charge for subsequent approval by the Regional Director.

The notification should include details to support the effective date and billing calculation changes.

Note 1. Part I: General

The purpose of the scheduled work shift agreement is to identify the regular working hours (time during which services are normally provided by employees of the CFIA at a particular service location) for the operator in the federally registered establishment.

The scheduled work shift agreement constitutes the legal basis for the CFIA and the operator of an establishment registered under the MIR with regard to the calculation of prescribed inspection fees.

No amendment, whether an addition or deletion, may be made to the relevant clauses of this agreement (such as paragraph 4), sent by the Director, Meat Programs to the Area Executive Directors, operations.

Note 2. Part II: Scheduled Work Shift, Point 1.

The term of the agreement on scheduled work shifts shall not exceed that of the operator's licence. The agreement may expire before or at the same time as the licence, but not after.

The operator's licence is never issued for more than a year, and expires each year on March 31, but a license may be issued for less than a year (ending on March 31 or earlier) in certain situations (e.g. seasonal slaughters). On a regular basis the scheduled work shift is reviewed annually during the license renewal process or if the operator requests a change to the previously approved work shift agreement.

During that period temporary or permanent modification can happen, for example: an operator removes or adds one shift, modifies a shift, the hours or the nature of operations. The Responsible CFIA Inspector or Veterinarian in Charge must ensure that modifications:

  • are reflected on the establishment agreement (CFIA/ACIA 3043), the operator's licence (CFIA/ACIA 4155) and the supplement to the agreement (CFIA/ACIA 4198); and
  • maintain the legal status of the agreement on scheduled work shift.

Note 3. Part II: Scheduled work shift, Point 2.

CFIA normal working days are from Monday to Friday. Up to three shifts (day, evening and night) may be allowed.

Slaughter Activities

Paragraph 125 (a) of the MIR allows for a "slaughter shift" up to 7.5 hours per inspection station in one day and 37.5 hours per inspection station in one week, excluding meals times. A "slaughter shift" means a work shift during which the ante mortem inspection, the slaughter of animals and the post mortem inspection of carcasses is carried out.

Standards on the number of inspection stations are available in the MOP chapters 17 (red meat, ratite) and 19 (poultry, rabbit). Additional inspection station(s) may be agreed to by the Regional Director and the operator, within a scheduled work shift, on an annual basis or hourly basis, according to subsections 128(3), (4) of the MIR.

Work shift depends also on the starting and finishing times of staggered inspection stations. The time period at a specific station does not exceed 7.5 hours per day, excluding meal times. Otherwise, most of the time the first 15 minutes of ante mortem station and the last 15 minutes of post mortem inspection stations can be included within the regular scheduled work shift.

Processing activities, either simultaneous or separate from slaughter activities, are charged for each scheduled work shift on which the parties have agreed.

Processing Activities

The only impact of CVS program implementation on scheduled work shifts pertains to the inspection of establishments federally registered for the processing or packaging and labelling of meat products.

Subparagraph 125 (b)(i) of the MIR allows for a work shift, other than a slaughter shift, to be (i) up 7.5 hours in length when any hours of the shift occur before 6 am or after 6 pm and the total hours in one work week do not exceed 37.5 hours (excluding meal times); or (ii) up to 12 hours in length between 6 am and 6 pm.

The following are examples of scheduled work shifts permitted under subparagraph 125 (b)(i) of the MIR:

  1. Hours of operation are Monday to Friday from 4:00 am to 12:00 pm (with a 30 min. meal time); or
  2. Hours of operation are Monday to Friday from 4:00 pm to 12:00 am (with a 30 min. meal time).

Subparagraph 125 (b)(ii) of the MIR allows for a work shift, other than a slaughter shift, to be up to 12 hrs in length if the entire shift occurs between 6:00 am to 6:00 pm.

The following are examples of scheduled work shifts permitted under subparagraph 125 (b)(ii) of the MIR:

  1. Hours of operation are Monday to Friday from 6:00 am to 3:00 pm; or
  2. Hours of operation are Monday to Friday from 8:00 am to 6:00 pm.

For establishments that operate longer than 7.5 hrs (excluding meal times) outside of 6:00 am to 6:00 pm, the total operation time must be divided into two or more scheduled work shifts.

For example, if an establishment operates Monday to Friday from 4:00 am to 8:00 pm, this time would have to be divided into at least two scheduled work shifts. One possible option would be to divide the time into two work shifts: 4:00 am to 12:00 pm (with a 30 min. meal time) and 12:00 pm to 8:00 pm (with a 30 min. meal time). Both of these shifts are allowed under subparagraph 125.(b)(i) of the MIR.

Another example of this situation is an establishment that operates Monday to Friday from 5:00 am to 5:00 pm. This time would have to be divided into two or more scheduled work shifts since a shift greater than 7.5 hrs in length (excluding meal times) cannot occur outside the hours of 6:00 am and 6:00 pm. One possible option would be to divide the time into two shifts: 5:00 am to 12:00 pm and 12:00 pm to 5:00 pm.

Storage Activities

For storage establishments, the hours during which the CFIA provides inspection services (i.e. the scheduled work shift) is limited to 7.5 hrs of inspection per day between the hours of 6:00 am and 6:00 pm from Monday to Friday. The CFIA fee is unique and no other scheduled work shift shall be agreed to.

An example of an acceptable scheduled work shift for a storage establishment is Monday to Friday from 7:00 am to 3:00 pm (with a 30 min. meal time). Another example of an acceptable scheduled work shift for a storage establishment is 8:00 am to 4:30 pm (60 min. meal time).

Import and export inspection services as well as trichina control (freezers) remains under the direct control of a CFIA inspector. Operational requests may require a substantial amount of time and operators must notify the CFIA in advance. Import or export inspection services outside the scheduled work shift are recovered in accordance with the overtime policy.

Note 4. Part II: Scheduled Work Shift, Point 3.

Operators should make every effort to schedule the preparation of export shipments within core hours, but in all cases should give advance notification to an inspector when a shipment is to be assembled. Where the lack of prior notification results in an inspector having to be called back, the service (namely inspection and certification of exports) may not be provided on the same day. It is important to note that in most processing establishments an inspector does not have to be there all the time during operations. When inspection is offered on a patrol basis, an inspector may not be in an establishment at a particular time, even if he or she has been present every day over a long period.

Operators should not count on a CFIA inspector being present at a given time or on a given day and must provide a notice of their specific needs to the inspector, in advance. Overtime will be charged for any service provided at the demand of the operator outside the scheduled work shift, as described in the Notice of Overtime Fees.

Note 5. Part II: Scheduled Work Shift, Point 4.

This agreement is terminated and is null and void on the date which the licence to operate the mentioned federally registered establishment lapses, is suspended, or is cancelled.

See also section 1.4.3 for flexibility in providing reasonable inspection services under exceptional circumstances.

Note 6. Part II: Scheduled Work Shift, Point 5.

Operators should make sure that there will be production during the scheduled work shift, overtime or extended hours.

The scheduled work shift should be modified as needed and be reviewed at least once a year, or more frequently, according to a shorter period specified in the registry of operators.

The operator shall notify the CFIA in writing of any changes, as soon as possible, to allow the CFIA to make the most efficient use of its resources and make the necessary adjustments with the operator. Changes may include:

  • requests for additional inspection stations, according to subsections 128(3) and (4) of the MIR;
  • changes with regard to a request for an additional inspection station, referring to section 17.2, Chapter 17 of the MOP on particular circumstances that require a supplementary inspector;
  • requests for overtime, as per section 126 of the MIR;
  • changing needs according to subsection 128 (5) of the MIR if either of the following situations occurs:
    • change in the operations of the registered establishment in respect of any of the criteria set out in subsections 128(1) and (2) of the MIR; or
    • an additional inspection station provided in accordance with subsection 128 (3) is no longer required;
  • requested modifications to the scheduled work shift agreement; and
  • situations described under subsections 29 (3) and 27 (4) of the MIR that have an impact on the operator's licence or the establishment registration must be notified for cost recovery adjustment.

1.4.5. Inspectional controls

"Inspectional Controls" can be defined as those specific functions of inspection staff described in the MIA and MIR, such as seizure and detention. These controls are of a direct nature as the responsibility for these activities rests by definition of the MIR with government inspection staff. However, the concept of "inspectional control" is much wider and encompasses all functions carried out by government inspection staff to verify that the operator of a registered establishment is satisfactorily fulfilling his obligation to comply with all applicable legislation and program requirements and standards of products produced. The government inspector does this by performing periodic verifications of the operator's activities in accordance with the Compliance Verification System (CVS), Chapter 18. To conduct such verifications, the inspector must have access to the operators documented procedures, programs and records in order to evaluate compliance. Inspectors must also observe actual operations and procedures to assess adherence to written programs and determine records reliability and accuracy. Finally, the inspector must assess the operator's procedures as to their effectiveness in achieving ongoing compliance with program requirements and regulations.

If the operator is not achieving compliance with requirements, it becomes the responsibility of the Inspector in Charge to initiate action in accordance with the CVS program.

1.4.5.1. Written records

The direct responsibility for ongoing compliance with applicable legislation and program requirements rests with the operator of the registered establishment. This is one of the principal conditions for the granting of a license to operate a registered establishment. In order to ensure ongoing compliance, the operator must monitor themselves to identify non-compliant situations and/or product, and to initiate appropriate corrective actions as required.

To demonstrate ongoing control over the conditions and operations within the registered establishment, the operator shall maintain written programs and records in accordance with the FSEP program. These records must demonstrate the effective monitoring and verification activities for all aspects of the registered establishment's operations that are relevant to product safety and program requirements. When a deficiency has been identified, this must be noted along with the appropriate corrective action taken to resolve the problem and preventative measures taken to prevent reoccurrence.

Unless otherwise indicated (e.g. foreign country requirements), the operator shall keep all processing control records for at least one year after the expiry (best before) date on the label or container or, if there is no expiry (best before) date, for two years after the date of sale from the registered establishment.

Unless otherwise specified, all inspectors' records and reports must be kept for at least two years on site then can be sent to archival storage for the remainder of the 10 year retention.

1.4.5.2. Control mechanisms

Inspectional controls are employed to ensure that establishments and meat products remain in compliance or that non compliance situations are adequately corrected and controlled so that the meat products remain safe and unadulterated. If the operator fails to accept its responsibilities and to take the necessary action to return to full compliance, regional, area and national inspection staff all have a role to play in the process, but the key person is the inspector at the establishment due to his detailed knowledge of the establishment and operations, which is a prerequisite for good inspectional control.

The action required to be taken when an establishment or meat products are found to be in non-compliance is described in the CVS program.

1.4.5.2.1 CVS Reports

After completing an inspection, the findings must be noted in the CVS program.

1.4.5.2.2 Use of held tags

Held tags are a means of inspectional control. Once applied to an object (meat product, room, equipment, etc.), they must only be removed by an inspector or with his expressed consent. The use of a held tag on an object infers that a particular defect has been identified by an inspector, that it should be corrected by an operator, then subsequently inspected and, if in compliance, released by an inspector.

In order to prevent a casual attitude to held tags developing in the minds of an operator, it is important that held tags are not used by inspectors for other purposes, and that the above sequence of events is followed.

In the cases of structures and equipment, held tags are used to identify items which require some form of corrective action before the items can be brought into use, e.g. dirty equipment, a room with severe structural or sanitation deficiencies, etc.

In the case of meat products, held tags perform a similar identification function and are used for deficiencies such as contamination, improper processing, incorrect labelling, etc.

The application of a held tag must clearly identify the non-compliance.

The tab of a held tag should indicate what exactly was held and the reason for the action, and should be kept in the possession of the inspection staff in a secure, organized manner until the tag is removed by or with the permission of an inspector. If a held tag is still in place when an inspector leaves an establishment, this fact should be noted in the CVS program together with complete details such as reason for needing to hold or detain, number of cartons, tanks, etc. held to enable the non-compliance to be tracked by the next inspector.

1.4.5.2.3. Detention

Detention is a formal process instituted when product is seized for a contravention of the MIA, Food and Drugs Act or Animal Health Act. It should not be confused with the use of held tags. Detention requires issuing a written notice of detention (CFIA/ACIA 3256) which must be either delivered by hand or by registered mail. It is important that there is complete and continuous control throughout a period of detention. (Control may involve storage facilities being under departmental lock and key and/or seal). A breakdown in control procedures could adversely affect the outcome of court action. Official detention action should be indicated in the CVS program with complete details of the situation. A form "Notice of Release from Detention" (CFIA/ACIA 3257) is to be issued to document the disposition of product placed under detention.

1.4.5.2.4. Written reports

Written reports of inspection findings and corrective action requests (CARs) are documented through the CVS program.

1.4.5.2.5. Non application of the Meat Inspection Legend

If product is prepared, processed, packaged, labelled, stored, etc. in a way which does not comply with the legislation and necessary corrective action is not or cannot be taken, then the inspector can refuse to permit use of the Meat Inspection Legend in connection with the product.

1.4.5.2.6. Withdrawal of inspection services

This action is appropriate to a situation where it is deemed that meat products cannot be produced in accordance with the legislation, despite the presence of an inspector. Withdrawal of inspection services automatically includes withdrawal of the use of the Meat Inspection Legend. Any actions to withdraw inspection services must be in consultation with regional, area and national operations and program specialists.

If meat products continue to be produced without inspection or the right to apply the Meat Inspection Legend has been withdrawn, it may be necessary to involve other agencies. If a particular province requires inspection of meat products, then the provincial authorities should be notified that our inspection has been withdrawn.

1.4.5.2.7. Suspension or cancellation of registration

Refer to Chapter 14 and Chapter 18, MOP.

1.4.5.2.8. Prosecution

This will involve contraventions of the legislation which are considered serious enough to warrant prosecution. Advice from Legal Services should be obtained before deciding whether to initiate proceedings (refer to Enforcement, Chapter 14).

1.4.5.3. Control of meat inspection legend stamps and other government official labels, devices or certificates

The inspector is responsible to ensure that proper measures are adopted to control official items. Specific controls applicable to certain items are described below.

1.4.5.3.1. Stamps bearing the Meat Inspection Legend

1.4.5.3.1.1. Custody and care of Meat Inspection Stamps

A strong cabinet is to be provided for the storage of stamps bearing the meat inspection legend. The cabinet must be equipped with concealed hinges and a hasp placed in such a manner as to cover the screw heads. The cabinet is to be locked with a Departmental padlock and the keys kept in the possession of the inspection staff.

Where an inspector is available at the start of operations to unlock the cabinet, but may not always be on hand when operations cease, the cabinet may be equipped with a safety opening that allows the stamps to be returned but not taken from it.

A complete list of stamps and the use and location to which they are assigned is to be posted on the inside of the stamp cabinet.

The Operator is to sign for a stamp when it is taken out or returned. It is desirable to record the "out" and "in" times. The operator is to be responsible for thoroughly cleaning the stamp and returning it at the end of the work shift.

The Inspector in Charge will provide a log book for the above signatures.

1.4.5.3.1.2. Inventory of stamps

Control of branding and marking devices (metal stamps, needle point stamps, engraving nests, etc.) must be maintained. A daily inventory of stamps is conducted by the inspection staff on an ongoing basis as stamps are signed in and out in the logbook. The inspector should initial the logbook to demonstrate control of the stamp inventory.

A check of the stamp inventory is made by a supervisor at the time of the quarterly visit. It will be sufficient to count the stamps in the cabinet and those shown as being signed out in the logbook against the stamp inventory on hand. The total is then compared with the number shown as the establishment inventory maintained at the regional office. The fact that an inventory check was carried out should be indicated on the supervisor's report.

Any discrepancy must be immediately investigated. The explanation for any discrepancy should also be made the subject of a separate report.

1.4.5.3.1.3. Damaged, worn or surplus stamps

Only stamps which give a clear, legible imprint are to be considered acceptable for use. All stamps which are worn or damaged are to be sent to the Regional Office along with a covering memorandum. The Regional Office will arrange disposition of the stamps. Stamps from closed establishments must be returned via the Regional Office.

1.4.5.3.1.4. Lost stamps

To minimize accidental loss of brass legend stamps the stamp handle should be of a design that minimizes any tendency of the stamp to roll off tables, desks, etc.

Whenever a stamp is lost, a diligent search must be conducted and the Operator and Inspector in Charge are required to provide a detailed, written explanation.

1.4.5.3.1.5. Ordering stamps

In order to simplify and expedite the processing of orders, the following procedure is to be used when ordering meat inspection legend stamps:

  • the order form provided in Annex A is to be completed by the Operator and presented to the Inspector in Charge for authorization;
  • the Inspector in Charge shall complete the section reserved for government use by clearly indicating the address where the stamps are to be delivered and authorize the request by signing the form. The operator shall make two (2) copies of the order form: one for the Regional Office and one for the Inspector in Charge;
  • the operator shall send the completed order form, signed by the Inspector in Charge, directly to the manufacturer;
  • the stamp(s) will be sent by the manufacturer to the appropriate Area/Regional Office or, at the discretion of the Executive Director, directly to the resident Inspector in Charge or Supervisor;
  • the Inspector in Charge shall verify that the material received matches with the order, notify the Operator that the stamp is available and amend the stamp inventory accordingly; and
  • all stamps or parts of stamps are to be paid by the Operator according to the manufacturer's instructions.

1.4.5.3.2. Official Seals

Strict control shall be exercised over official CFIA seals.

Seals shall be kept under lock and key. Official seals shall only be applied and broken under the authority of an inspector. A record should be kept of the serial numbers of the seals in stock, (see Annex P of the Introduction to Chapter 11, MOP for the recording format).

Every time seals are provided to the Operator, their serial numbers shall be recorded, (see Annex Q of the Introduction for Chapter 11, MOP for the recording format).

1.4.5.3.3. Export Certificates and Export stickers/stamps

See Chapter 11, MOP.

1.4.5.4. Separation of Incompatible Activities

Adequate physical separation of incompatible activities that could potentially result in the creation of a cross-contamination risk for meat products shall be provided. When there is no alternative (in existing registered establishments only), effective operational controls must be implemented. These operational controls shall be thoroughly described in writing and must be strictly followed at all times.

  • The slaughter of equines and the processing, packaging and storage of equine meat products are deemed incompatible with similar operations involving other food animal species or meat products derived there from. Refer to section 33 of the MIR.
  • The handling or storage of live or raw, uncleaned fish or other seafood products is not permitted in registered establishments at times when meat products are being processed, handled or stored
  • Handling and processing for pre-cleaned fish or other seafood in a registered establishment is permitted provided such operations are carried out in rooms reserved for them only or at times when meat processing operations are not being carried out in the case of other rooms. Precautions must be taken to prevent cross contamination. Ventilation must be adequate to remove odours effectively.
  • The preparation of food products containing both meat and fish products are permitted in registered establishments.
  • The skinning and slicing of edible livers are deemed incompatible with the operations taking place on the slaughter floor (carcass dressing). These functions may, however, be carried out in a non-refrigerated room.
  • Areas where animals are kept shall not open directly into areas where food or packaging material are handled or stored.
  • Shipping and receiving areas shall be physically separated from other areas of the establishment and must not be used for the storage of edible meat products or supplies necessary in the manufacturing of edible meat products.
  • Separation between incompatible areas (like edible and inedible, raw and ready-to-eat products, etc.) must be maintained throughout the establishment in relation to construction, operations and personnel.
  • Employees working in microbiologically sensitive areas (e.g., ready-to-eat meat products handling) shall be properly separated from others. Methods and procedures to control access to these areas and prevent cross contamination shall be developed and implemented.
  • Unwashed vegetables must be stored, washed and prepared in separate rooms and areas to prevent the introduction of contamination.
  • Plastic strip curtains cannot be installed in doorways where exposed product or personnel handling exposed meat product will be moving.

The applicant and CFIA reviewer should consult with the appropriate Area Program Specialist in respect to program requirements dealing with the compatibility of activities/operations within the registered establishment.

While performing inspection and other regulatory duties in the establishment, CFIA employees shall comply with the requirements of the operator's HACCP system. When an inspector must move to and from incompatible areas, the operator will provide facilities to ensure this movement can occur in a hygienic manner.

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