Dairy Establishment Inspection Manual – Chapter 3 - Registration of Establishments

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Table of Contents

3.1 Introduction and Scope

Registration is required to enable a dairy establishment preparing dairy products (defined in the Dairy Products Regulations "means milk or a product thereof, whether alone or combined with another agricultural product, that contains no oil or fat other than that of milk"):

  • trade them internationally, (for specific requirements for export refer to the Dairy Export Certification of the Dairy Product Inspection Procedures)
  • trade them interprovincially,
  • trade/sell to another registered establishment, or
  • apply a Canadian grade mark to the applicable products.

If a registered dairy establishment prepares dairy products (whether standardized or not standardized) for intra-provincial trade as well as for inter-provincial or export trade, the products prepared for intra-provincial trade must comply with the same requirements as the products for inter-provincial or export trade.

Section 10 under Part 1 of the Dairy Products Regulations outlines the procedures and requirements under which an establishment will be registered and when this registration may be suspended or cancelled (see Chapter 4 of this manual).

Sections 11 and 11.1 under Part I of the Dairy Products Regulations outline the conditions that an establishment must meet in order to become and remain registered. Registration is accomplished through a series of actions or steps to ensure not only the accuracy of the name and address but also the establishment's compliance with the conditions established for it. It provides a basis for establishing common/uniform requirements for all registered establishments while clearly emphasizing health and safety concerns.

Note: If a registered establishment is attached to a distribution centre or blow mold operation and is separated by a common wall, the facility on the other side of the common wall does not necessarily have to be considered as part of the registered facility and would not fall under the scope of the dairy registration. While the walls of the two facilities are attached there is no other connection between the two operations, personnel or otherwise, with the exception that there may be finished bottles conveyed through the wall into the plant from the blow mold operation on rollers or finished product going via conveyor or fork lift to the distribution centre.

3.2 Required References

3.3 Required Forms

  • Appendix 3 - 2 - Application for Registration of an Establishment (CFIA/ACIA 3043)
  • Appendix 3 - 3 - Dairy Plant Information and Registration of an Establishment Record
  • Appendix 3 - 4 - Check List - Dairy Plant Registration and Review of Plans and Specifications
  • Payment Due for a New Dairy Processing Establishment Registration
  • Payment Inquiry – CFIA Staff (Other than AR Centre)

3.4 Types of Registration

1) New Registrations:

Persons wishing to become registered for the first time must submit a complete registration package, including an Application for Registration of an Establishment (CFIA/ACIA 3043), the Dairy Plant Information and Registration of an Establishment Record, validation of volume of milk the establishment will receive or production output during the 12 months following the date of application along with the applicable fee prescribed by the Dairy Product Fees Order and all the documentation described in section 3.5. It is recommended that a discussion of registration requirements take place with a Canadian Food Inspection Agency (CFIA) inspector and/or Program Specialist before any plans are finalized.

2) Changes to an Existing Registration

  1. Dairy establishments already registered with the CFIA planning to undertake any extensions or modifications to the existing structure are to submit an Application for Registration of an Establishment checking off the Revision box under Type of Application. The application must include the necessary documents to fully describe and meet the requirements for the changes planned (Section 11.1(29) of the Dairy Products Regulations). Some examples of modifications that would require a registration revision would include: changes to the boundaries of the registered premises or building additions; changes to the product flow and/or personnel traffic flow in the establishment; changes to air flow; changes to the critical process equipment; changes to the activities (and products being produced) in the establishment. Any other changes, not affecting the above and not affecting the environmental risk, should be dealt with by the local inspector and documented in the plant file.
  2. When an application is made in respect of a change in name, an amended Application for Registration of an Establishment form is to be submitted along with legal documents supporting the change of name. A new registration certificate will be issued.

3) Change of Ownership (registration is not transferable)

A change of ownership (operator) of a registered dairy establishment will require that the new owner (purchaser) submit a full application package. The purchaser is strongly advised to seek information regarding the state of compliance of the establishment before assuming ownership. Relevant information in this regard may be obtained from the appropriate Area Program Specialist. Before releasing the above information to a third party, the Area Program Specialist will obtain written consent from the owner/operator. Any outstanding action plans must be reviewed prior to registration. It is not the intent to suspend registration when a change in ownership occurs, but it also does not mean automatic registration of the new plant. An assessment needs to be completed prior to registration. Although some tasks may be discretionary, the intent is to have all the regulatory requirements met prior to registration (refer to the tasks listed in Appendix 3 - 4). So as not to impede the registration process, in some cases it may be acceptable for the new owner to assume the responsibility of the outstanding action plan depending on the non-compliant tasks. In order to confirm their intention to correct, this action plan must be signed by the new owner.

In addition, if a registered establishment should go into receivership it can no longer operate under its registration. The receiver would have to apply for registration in order to resume operation of the establishment.

4) Multi-commodity Registration

Requests for handling and processing multiple commodities in the same facility as the dairy processing operation will be dealt with on an individual basis by submission through the Network Specialist (or designate). The risk to the dairy operation would have to be assessed before allowing this to occur.

Under the Dairy Products Regulations, the registration of an establishment is given for the structure for which there can be only one registration. There cannot be two dairy registrations issued for the same structure.

In all cases, until advised of the acceptability of plans and specifications, it is important that the applicant refrains from acquiring property or undertaking construction or renovations. Failure to observe this recommendation may result in unnecessary expense and inconvenience to the applicant.

3.5 New Establishment Registration Procedures

3.5.1 Registration Package

A complete registration package must be submitted to the local CFIA inspector. All registration documents must be completed and signed by the applicant. A registration package must include the following:

  1. Application for Registration of an Establishment (CFIA/ACIA 3043) (Appendix 3 - 2). This form must be completed by the applicant in full on both sides following the directions on the form. A copy of the federal/provincial documents of incorporation, partnership or proof of business name must be attached, as indicated on the application. If the company is neither incorporated nor a partnership, a notarized affidavit must be attached showing the name under which the establishment will operate. The name provided on the provincial business registration or affidavit must be the same as identified on all documents presented for registration purposes.
    The applicant must provide written assurance, as required, that the location, construction, facilities and nature of operation are in accordance with all municipal, provincial and federal specifications. This may require the submission of a building permit, as well as written assurance from the appropriate authorities indicating compliance with environmental requirements.
  2. Dairy Plant Information and Registration of an Establishment Record (Appendix 3 - 3). This form must be completed by the applicant.
  3. Registration Fee. The above two completed forms must be accompanied by:
    • validation of volume of milk the establishment will receive or production output during the 12 months following the date of application along with the applicable fee prescribed by the Dairy Product Fees Order.
    • the fee will be applied when the application package is received, effective from when the payment is received and will be pro-rated so that no matter when the establishment is registered, the expiry date on the Certificate of Registration will always be March 31 of every year.
  4. Site plans. A site plan is to show the boundaries of the site and location of the establishment in relation to all buildings, structures, roadways, driveways, parking sites, railway lines, sewer lines, wells, and public utilities on the property. The scale and the north point are to be shown.
  5. Plans and specifications. Detailed plans and specifications for the establishment must be submitted (as per Dairy Products Regulations Section 10.(2)(a)). A hand drawn plan may be acceptable if it is complete, neat and drawn to scale. The plan should include a legend of the symbols used. The plan must show:
    • a floor plan of each level of the establishment showing the dimensions and function of each room or area.
    • the location of walls, partitions, windows and doors, stairs and drains.
    • a list of the materials used in the construction of all the equipment, floors, walls, ceilings and openings.
    • the types and location of the equipment.
    • the location of the lighting, refrigeration, ventilation and plumbing systems.
    • product flow patterns throughout the establishment.
  6. Sanitation Program. The sanitation program (as per Dairy Products Regulations Section 10. (2)(b)) is to indicate:
    • the person responsible for carrying out the program.
    • the equipment and a list of chemical agents to be used to bring about and maintain clean and sanitary conditions. The substances and chemicals used in the establishment are to be approved or listed in CFIA's Reference Listing of Accepted Construction Materials, Packaging Materials and Non-Food Chemical Products, and used and handled in a manner that prevents contamination and in accordance with the manufacturer's instructions;
    • the measures proposed to be taken to ensure clean and sanitary conditions.
  7. Pest Control Program. As per Dairy Products Regulations Section 11.1(10) The pest control program is to indicate the measures to be taken to effectively and safely control insects and rodents and exclude any animals from the registered establishment.
  8. Recall Program. As per DEIM 1.10.06, a recall program is required to ensure an effective recall of any lot of food from the market. It should indicate the person responsible for carrying out the program, the coding system description and the notification and other procedures to effect the recall.
  9. Water Analysis. Identification of water source and a satisfactory certificate of water analysis including provincial analysis for potability (bacteriological analysis), and chemical and physical contaminants (DEIM 1.10.01.09).
  10. A list of products produced by the establishment.
  11. Microbiological product and environmental monitoring program, including Health Canada's Policy on Listeria monocytogenes in Ready-to-eat Foods (Lm Policy).

When an inquiry from a prospective applicant has been received by a CFIA office they should receive registration information which shall include the following:

  • covering letter (Appendix 3 - 1) requesting the items listed in section 3.5 and including:

Validation of volume of milk the establishment will receive or production output during the 12 months following the date of application along with the applicable fee prescribed by the Dairy Product Fees Order;

  • Plans and specifications - fully detailed. A hand drawn plan may be acceptable if it is complete, neat and to scale;
  • Site plans - showing the establishment in relation to all buildings, structures, roadways, etc. on the property;
  • Sanitation program - as per Dairy Products Regulations Section 10.(2)(b). The substances and chemicals used in the establishment are to be used in a manner that prevents contamination;
  • Pest Control Program - As per Dairy Products Regulations Section 11.1(10);
  • Recall Program - As per DEIM 1.10.06;
  • Water source and a satisfactory certificate of water analysis including provincial potability (bacteriological analysis), and chemical and physical contaminants (DEIM 1.10.01.09);
    • A list of products produced by the establishment.
    • Microbiological product and environmental monitoring program, including Health Canada (HC) Lm Policy.
  • Application for Registration of an Establishment (CFIA/ACIA 3043) This form must be completed by the applicant in full on both sides following the directions on the form. A copy of the federal/provincial documents of incorporation, partnership or proof of business name must be attached, as indicated on the application.
  • Dairy Plant Information and Registration of an Establishment Record
  • Copies of Section 10 and 11 of the Dairy Products Regulations
  • Copy of the Dairy Fee Information Letter and Schedule of Fees

3.5.2 Procedures, Communication and Documentation Flow

Establishment

1. Submit a complete registration package as per Section 3.5.1.

2. Arrangements made for a pre-registration establishment inspection.

Inspector

The inspector could be any one of the following individuals within operations:

  • Responsible inspector
  • Trained Supervisor (Dairy)
  • Regional Program Specialist
  • Trained alternative

1. Inquiry from potential applicant received by CFIA office.

2. Registration information sent to prospective applicant.

3. The applicant contacts local inspector to obtain additional information as needed. Where possible, inspector visits the applicant to review the proposed facility, to discuss responsibilities of the operator and review requirements. The role of the reviewer is to evaluate the plans to determine if the submitted proposal will result in a sanitary and hygienic environment for the production and handling of dairy products. It is the responsibility of the applicant to provide all necessary details along with plans to enable reviewers to determine whether the proposed establishment construction will provide a hygienic environment for the sanitary production of dairy products.

4. Applicant forwards the completed registration package to the inspector.

5. Inspector reviews documents for completeness, validates the volume of milk received/production output and contacts the applicant for further information or clarification as required. The inspector requests a pre-assigned registration number from the Area Dairy Specialist.

6. For an existing non-registered (provincially licensed) establishment, once the registration documents are complete and accurate, the inspector conducts an on-site inspection to verify regulatory compliance (to ensure sanitary, structural and operational requirements are met) and completes the Dairy Plant Registration and Review of Plans and Specifications - Check List (Appendix 3 - 4) and a written report which will indicate in detail the nature and extent of any changes or alterations that are required. An in depth inspection must also be completed before recommending registration. The inspector should try to obtain a copy of the most recent provincial inspection report for that establishment. The findings are discussed verbally with the applicant. The applicant is required to provide the CFIA with formal notification of their intent to proceed with registration. If the applicant wishes to proceed, the proposed changes and alterations must be submitted prior to construction. These are then reviewed by the inspector and program specialist with a recommendation for or against acceptability (see section 3.7). All regulatory requirements must be met prior to having their registration approved. If no response is received from the applicant within twelve months, the file will be closed. The fee will not be refunded. If after 12 months the same applicant again wishes to pursue registration he or she will have to re-apply as a new applicant and pay the annual fees.

7. For a facility not yet constructed, once the registration documents are complete and accurate and it has been determined by the inspector and the program specialist that the proposed establishment conforms to the regulatory requirements then construction on the facility can begin. All new registrations (new construction) must meet regulatory requirements prior to having their registration approved.

8. Whether changes need to be made to an existing facility or a new facility needs to be constructed, the inspector monitors construction on a regular basis with respect to the requirements of the DEIM Manual and Section 11 of the Dairy Products Regulations and to ensure that materials used are listed in the CFIA Reference Listing of Accepted Construction Materials, Packaging Materials and Non-food Chemical Products.

9. When all requirements are met (see section 3.7) the completed documents including copies of the plans and specifications are forwarded by the inspector to the area dairy program specialist with a recommendation that the establishment be registered.

Area Dairy Program Specialist or Office Delegate

1. Provides assistance to the inspector during the registration process, if needed.

2. Provides the inspector with a pre-assigned registration number and enters into Client Management System (CMS) the following information: legal name of company (as shown on the certificate of incorporation), physical location of the establishment, mailing address, Applicant's name, Applicant's telephone number, Applicant's fax number and Applicant's e-mail address (if applicable). By entering the client information into the CMS at this time allows for the inspector to print off inspection worksheets in order for the completion of an in depth inspection prior to registration.

3. Reviews documents for accuracy and completeness. The inspector is asked to obtain additional information or updated document(s) if necessary. When everything is in order the area specialist will sign the Application for Registration of an Establishment (CFIA/ACIA 3043) in the Agency use only section.

4. The Area Office Delegate will deposit the payment upon receipt and get a cash blotter number (the blotter number will serve as proof of payment), complete the Payment Due for a New Dairy Processing Establishment Registration form and send a copy to the AR Centre. This form is designed to prorate the payment so that Certificates of Registration all expire on the same date (March 31) beginning with the very first year of registration.

5. If after a period of one year from the date the establishment first applied for registration, the establishment has either not proceeded forward with registration or has not achieved registration, a letter (Appendix 3 - 5) will be forwarded to the establishment advising them of options to proceed.

6. When the registration package is complete and accurate the area specialist changes the status of the registration file in the Client Management System (CMS) to activate the new registration.

7. The area specialist issues the Certificate of Registration.

8. The area specialist forwards the Certificate of Registration accompanied by a letter (Appendix 3 - 6) explaining the meaning and conditions of registration to the applicant.

9. The area specialist provides the inspection office with of a copy of the Certificate of Registration and the accompanying letter.

10. The Area Office Delegate enters the establishment information in the National Registration Excel Spreadsheet

Headquarters

1. Headquarters is notified by the area specialist of the new or renewed registration.

3.5.3 Acceptance

In consultation with the inspector, the Regional Office will review the application form, initial inspection results, plans and specifications, sanitation program, the Dairy Plant Information and Registration of an Establishment Record form, and the validation of volume of milk received/production output to determine acceptability for registration.

A registration inspection of the establishment is then completed using the Dairy Plant Registration and Review of Plans and Specifications - Check List to determine eligibility for registration. The inspection is the final step in the registration process and is completed prior to start up. The purpose of the inspection is to examine the structure of the plant, the equipment, the lab facilities, the sanitation and pest control programs, proposed records to be kept, surroundings of the plant, label file and other aspects that can be observed prior to start up to ensure these items will meet the requirements of the regulations for registration. This inspection is not an in depth plant inspection. Any changes or corrections must be made by the establishment before registration is recommended. In the case of an existing provincially licensed establishment an in depth inspection must also be done in conjunction with the registration inspection and must meet the criteria of a satisfactory inspection (100% in Health and Safety Category 1, ≥ 75% in Health and Safety Category 2, ≥ 60% in Health and Safety Category 3 and ≥ 50% in Health and Safety Category 4 as described in Section 5.5). For a new facility an in depth inspection must be completed no later than 3 months following registration.

When using the checklist, please note that most of the documents, plans, protocols and other informational requests are on the form because they are either identified in the Canada Agricultural Products Act and the Dairy Products Regulations or are part of the agency's goals. Therefore it is imperative that all of the requirements are fulfilled prior to registration.

Part I of the form outlines the requirements as stated in the Dairy Products Regulations. All requirements must be discussed with the respective registrant, informing them of their responsibility. Section 11.1 (29) of the Dairy Products Regulations must be discussed to ensure that they are aware of their obligations in the event that changes are going to be made to their establishment. The implementation of HACCP must be discussed with plant personnel, including discussions on the implementation of the Food Safety Enhancement Program. The development and implementation of the seven prerequisite programs must also be discussed. The cost recovery fees for federal inspection services must be reviewed with plant personnel at this time.

Part II of the form is completed following the registration inspection and completion of Part I. The form must be dated and signed and either recommends or does not recommend the plant be registered. All documents will be sent to the regional and/or area office. The information is then reviewed by the regional program officer/specialist.

After the establishment's documentation is accurately completed and the registration inspection is performed and found to be satisfactory, plant registration is recommended. A registration number is issued to the establishment by the area program specialist. The numbers are to be assigned based upon the following breakdown by Province:

Ontario - 0 to 1599
Quebec - 1600 to 3599
PEI - 3600 to 3699
Nova Scotia - 3700 to 3799
New Brunswick - 3800 to 3899
Manitoba - 3900 to 3999
Saskatchewan - 4000 to 4099
Alberta - 4200 to 4399
BC - 4400 to 4599
Newfoundland - 4600 to 4699

A Certificate of Registration is then issued by the area program specialist accompanied by a letter explaining the meaning and conditions of registration. An example copy of the letter can be found in Appendix 3 - 6 of this section. The Chief of the Dairy Program, Agrifood Division is then notified of the new or renewed registration.

3.6 Yearly Registration Renewal Procedures

If an Application for an Establishment Registration Renewal is submitted (pre-filled form sent to the establishment as part of the Registration Renewal Package, the requirements of Sections 11 and 11.1 of the Dairy Products Regulations are met or maintained as evidenced by satisfactory in depth inspections and action plans are being completed for unsatisfactory tasks, and the fee is paid in full, the establishment's registration will be renewed or granted for a one year period.

If an establishment has not produced dairy products within a 12 month period but wishes to remain registered, as long as the application is completed, the fee is paid and the establishment is in compliance with Section 11 of the Dairy Products Regulations the registration renewal cannot be refused. Management of the establishment is to be made aware that they must advise the local inspector in advance of any production so that an inspection can be scheduled.

Establishment Registration Renewals – Summary of Responsibilities
Table summary:

This table show the renewal steps and the responsibilities for the National Accounts Receivable Centre (AR), the Establishment , the Inspector and Area Dairy Program Specialist or Office Delegate.

Renewal Steps Responsibilities for National Accounts Receivable Centre (AR) Responsibilities Establishment Responsibilities Inspector Responsibilities Area Dairy Program Specialist or Office Delegate
Verification of the accuracy of the Establishment Registration List (Excel spreadsheet) and Notification to National Accounts Receivable Centre of establishments to be renewed. n/a n/a n/a Yes using AR Centre
Notification of Expiry and Billing Information sent to Industry through the Payment Information Summary Table. Yes n/a n/a n/a
Completion and verification of the Notification of Expiry and Billing Information and Application for an Establishment Registration Renewal, validation of volume, payment, product list verification n/a Yes n/a n/a
Advise establishment by phone or by a letter of the upcoming deadline n/a n/a n/a Yes
(2 weeks before the renewal date)
Notification to AR Centre and Inspector in charge of establishments with a Payment Overdue - Final Notice n/a n/a n/a Yes
(at the renewal date) using AR Centre Address
Payment overdue follow-up n/a n/a Yes
(using the AR Centre form)
Yes
using the AR Centre form
Final Notice of Expiry sent to Industry Yes n/a n/a n/a
Notification to AR of establishments with a Payment Overdue n/a n/a n/a Yes
(at the due date specified in the final notice) using AR Centre
Notice of expiration- Certificate of Registration sent to industry (Appendix 3 - 7) n/a n/a n/a Yes
Reception of payment, scanning and filing (electronically) Yes n/a n/a n/a
Electronic communication to Area Office Delegate Yes
(through the Payment Information Table)
n/a n/a n/a
Payment Confirmation - Document filing and establishment list update n/a n/a n/a Yes
Non-Payment confirmation - Removal of the establishment from the National List n/a n/a n/a Yes
Issuance of the Certificate of Registration and covering letter (Appendix 3 - 6) n/a n/a n/a Yes
Update CMS n/a n/a n/a Yes
Electronic Filing n/a n/a n/a Yes

3.6.1 Procedure for Area Dairy Program Specialist or Area Office Delegate (Admin. Assistant)

Approximately eight weeks before the annual renewal date, the Area Dairy Program Specialist will:

  • Review the Establishment Registration List (Excel spreadsheet) and verify the establishments to be renewed,
  • Review that the Establishment Registration List is accurate (address, company's info, etc.) and update if necessary, and
  • Notify the National Accounts Receivable Centre (AR) of all establishments (names and establishment numbers) to be renewed in the next 2 months using the following general e-mail address:

The Area Office Delegate will regularly verify in the Payment Information Summary Table if the payment has been received by the AR Centre for the establishment(s) to be renewed. Upon payment confirmation in the Payment Information Summary Table, the Area Office Delegate will copy the documentation from the Dairy Regulations Registration Backup file) to the respective establishment folders developed in the area. The Area Office Delegate will issue and mail a new Certificate of Registration and covering letter (Appendix 3 - 5) to the establishment(s), update the Client Management System (CMS) and update the Establishment Registration List (Excel spreadsheet). In the event that the payment was sent to the area office instead of the National Accounts Receivable Centre, the Area Office Delegate will deposit the cheque and notify the AR Centre using the general e-mail address.

Once completed, the Area Office Delegate will notify the appropriate inspection office that registrations have been renewed.

If the renewal is not received within two weeks prior to the expiry date, the Area Dairy Program Specialist of Area Office Delegate will contact the registered establishment by phone (or letter) advising them of the upcoming deadline. If the establishment indicates that they did not receive the initial registration renewal package from the AR Centre, the Area Office Delegate will inform the AR Centre using the general e-mail address so that the information can be re-sent to the establishment. If the establishment indicates they have submitted the required information and the payment, the Area Office Delegate will notify the AR Centre. The Area Office Delegate will also inform the inspector of a payment overdue for follow-up. The AR Centre Payment Inquiry Form can be used when a payment follow up is required.

At the renewal due date and upon non-payment confirmation in the Payment Information Summary table updated by the AR Centre, the Area Office Delegate will notify the AR Centre of the establishment names and registration numbers for which no payment has been received using the general e-mail address. so that the AR Centre can send a Final Notice – Expiry of Registration.

Following the expiry date, (at the date specified in the Final Notice – Expiry of Registration) the Area Office Delegate will confirm non-payment in the Payment Information Summary. If the yearly renewal fee has still not been received, the Area Program Specialist will send by registered mail a Notice of Expiration – Certificate of Registration (Appendix 3 - 7) to the establishment informing them they are no longer registered under the Dairy Products Regulations. The Area Office Delegate will remove the establishment from the Establishment Registration List (Excel spreadsheet) and update the CMS accordingly.

3.6.2 Procedure for CFIA's National Account Receivable Centre (AR)

Approximately six weeks before the annual renewal date, after receiving notification from the Area Office Delegate, the AR Centre will send the following to each registered establishment:

  • Notice of Pending Expiry of Dairy Establishment Registration which includes a request for payment an validation of hectolitres of milk received or quantity of products produced (in litres or kilograms) during the 12 months following the date of the application
  • An Application for an Establishment Registration Renewal. This is a pre-filled form and when received the establishment will verify the information, correct (if necessary), indicate the estimated production volume in Box 2 of the form and attach the validation of the volume, validate the list of products produced by the establishment and send it back along with the payment, the Notice of Pending Expiry of Expiry of Dairy Establishment Registration and any other required documents.

Once the documents have been sent, the AR Centre will enter in the Payment Information Summary Table the registration date, the amount due and the date the renewal package was sent to the establishment.

Upon receipt of the renewal package and payment from the establishments, the AR Centre will deposit the payment and scan the documents and save them under the folder DairyReg Registration Backup. They will also enter in the Payment Information Summary Table the date the payment was received and a note that changes were made to the establishment profile as evidenced from the Application for an Establishment Registration Renewal form. The paper copies of the establishment renewal package will be filed at the AR Centre.

At the due date (renewal date) following email notification from the Area Office Delegate of all establishments for which payment has not been received, the AR Centre will generate and send (Registered mail) a Final Notice – Expiry of Registration to the establishment(s). The AR Centre will enter in the Payment Information Summary Table the date the final notice was sent to the establishment and the due date payment.

At the date specified in the Final Notice, the Area Office Delegate will confirm non-payment or payment in the Payment Information Summary and follow the procedures as indicated in 3.6.1.

3.6.3 Procedure for Registered Establishment

As instructed in the registration renewal package, the establishment must:

  • Complete the Method of Payment section on the Notice of Pending Expiry of Dairy Establishment Registration
  • Complete the Application for an Establishment Registration Renewal by reviewing if the tombstone data needs to be amended, identifying any changes, providing the estimated production volume in Box 2 of the form, validate the list of products produced by the establishment and amend as required
  • Sign and date the Application for an Establishment Registration Renewal
  • Forward by mail or fax the payment and the above completed documents to the National Accounts Receivable Centre at the address indicated in the notice along with a validation of production volume and corporate papers (if a change has been noted from the previous year)

3.6.4 Procedure for CFIA Inspector

Upon confirmation by the Area Office Delegate that the payment is overdue (at the due date), the inspector will contact the establishment to determine the reason for the non-payment.

If the payment was sent the inspector will complete the Payment Inquiry by CFIA Staff document and send by fax or email to the AR Centre.

If a payment was not sent, the inspector will inform the Area Office Delegate of the reason for the non-payment and request an update in the establishment list.

3.7 Registered Establishment's Responsibilities

After the establishment becomes registered, its operator has several obligations and responsibilities.

a) Operational Changes
The operator must inform the local inspector of a change to the items below:

  • ownership or company changes;
  • construction changes (expansion, renovation, important equipment and/or process line changes);
  • moving of the establishment or part of the establishment;
  • closing of the establishment.

This notification must be done prior to the occurrence of the change.

The local inspector will indicate to the operator if new documents or forms must be submitted and if a new certificate will be issued. An inspection of the new installation/establishment may be required.

b) Maintenance and Operation:
The establishment must be maintained and operated in accordance with the Regulations.

c) Certificate of Registration:
The Certificate of Registration must be posted in a conspicuous place in the establishment, for the period during which it remains in force. It must not be assigned or transferred to another establishment.

Appendix 3 - 1 Covering Letter Example - Application for Registration

Area Office Address
Date
Name and address of applicant

Subject: Application for Registration

Dear Sir/Madam:

Enclosed is an Application for Registration of a Dairy Establishment pursuant to the Canada Agricultural Products Act and the Dairy Plant Information and Registration of an Establishment Record. When completed please mail the required information to the attention of:

Canadian Food Inspection Agency
Dairy Program Specialist
Address

Also required are:

  1. Proof of legal business name and owners for establishment intended for registration
  2. Detailed plans indicating:
    • location of building in relation to adjacent buildings, roads, railways, waterways and public utilities
    • dimensions and intended use of room, position of doors, windows, stairways and drains
    • description for types and location of equipment to be used in the establishment
    • description of the lighting, refrigeration, ventilation and plumbing systems
    • product flow patterns throughout the establishment
  3. description of the materials used in the construction of equipment, floors, walls, ceilings and openings
  4. an outline of the sanitation program for the establishment, including person responsible, equipment, chemicals, and frequencies to maintain sanitary conditions.
  5. pest control program
  6. recall program
  7. water source and a satisfactory certificate of water analysis including provincial potability (bacteriological analysis), and analysis for chemical and physical contaminants
  8. list of products produced by the establishment
  9. microbiological product and environmental monitoring program, including HC Lm Policy

As of July 8, 1996, cost sharing within the dairy inspection program has been implemented.
The CFIA's fees Notice Part 1 - Dairy Product Fees describes the fees applicable for registration of an establishment based on your operation's volume of production or quantity of milk received:

The current fees are as follows:

Category Fee
1 - ≤100,000 hL milk or ≤1M units production $895
2 - >100,000 to 500,000 hL milk or >1M to 5M units production $1680
3 - >500,000 to 1M hL milk or >5M to 10M units production $2415
4 - > 1M hL milk, or 10M units production $3150

Cheque must accompany the application and be made payable to: Receiver General for Canada
Should you have any questions please contact this office at (insert telephone no.)

Yours truly,

Dairy Program Specialist
Enclosures

Appendix 3 - 2 Application for an Establishment

Application for Registration of an Establishment (CFIA/ACIA 3043)

Appendix 3 - 3 Canadian Food Inspection Agency

Dairy Plant Information & Registration of an Establishment Record

Registration Number:

E-Mail Address:

Emergency Contact Person:

Emergency Phone:

Milk Received In HL or
Product Produced In Kg or Litres
(Period covered):
*Please attach validation of this estimate

List Products Produced:

Title & Signature Of Plant Official: space

Date: space

Appendix 3 - 4 Dairy Plant Registration and Review of Plans and Specifications - Check List - Part I

a) General Evaluation

Plant Name: space

Address: space

Date: space Completed By:space

Example of completed form for Prerequisite Program Evaluation Checklist for Dairy Plant Registration
Table Summary:

This table shows the prerequisite program inspection criteria for registration of a dairy establishment, the related DPR regulatory and DEIM sections and columns used to record the inspection results (S (satisfactory), NS (not satisfactory)) and comments.

Surroundings DPR DEIM Satisfactory Not Satisfactory Comments
Land free of debris and refuse 11.(1)(a) 1.10.01.03
Land permits good drainage 11.(1)(b) 1.10.01.03
Not close to any source of pollution 11.(1)(c) 1.10.01.03
Establishments DPR DEIM Satisfactory Not Satisfactory Comments
General
Separate from, not direct to: living quarters, livestock housing, other incompatible operations 11.(2)(c) 1.10.01.02
Protected against entrance of insects, birds, rodents etc. 11.(1)(d) 1.10.01.03
Sufficient number of rooms to accommodate separation of incompatible operations 11.(2)(h) 1.10.01.02
Adequate means of waste removal and disposal 11.(2)(l) 1.10.01.05
Drainage and sewage systems are adequate, trapped and vented, have no cross connection or contamination possibilities 11.(2)(m)
(i)(ii)(iii)(iv)(v)
1.10.01.04 (G)
Sound construction, good repair 11.(2)(a) 1.10.01.04 1.10.01.05
All structures are durable and free of noxious constituents 11.(2)(b) 1.10.01.04
Adequate grading room, if products are graded 11.(2)(i)
Adequate means of establishing , maintaining and verifying temperatures and humidity of dairy product rooms 11.(2)(r) 1.10.02.07
Floors, Walls, Ceilings DPR DEIM Satisfactory Not Satisfactory Comments
Are constructed of acceptable materials 11.(2)(e) 1.10.01.04 (A)
Hard finish, suitable for cleaning - smooth 11.(2)(e)
(i)(ii)
1.10.01.04 (A)
Moisture impervious 11.(2)(e)
(iii)
1.10.01.04 (A)
Free of pits, indentations, cracks, crevice, ledges 11.(2)(e)
(iv)
1.10.01.04 (A)
Floors are sloped for adequate drainage 11.(2)(e)
(v)
1.10.01.04 (A)
Lights, Ventilation, Plumbing DPR DEIM Satisfactory Not Satisfactory Comments
All adequate to meet requirements of operations 11.(2)(f) 1.10.01.04 (E)
Constructed to facilitate cleaning and disinfection 11.(2)(f) 1.10.01.04
Shatter proof light bulbs and fixtures where dairy products, ingredients, food additives or packaging material are exposed 11.(2)(g) 1.10.01.04 (E)
Adequate supply of potable hot and cold water protected from contamination 11.(2)(k) 1.10.01.09 (A)
Equipment DPR DEIM Satisfactory Not Satisfactory Comments
Constructed of corrosion resistant material, free of noxious constituent and cleanable 11.(2)(n)
(i)
Chapter 16
Accessible for cleaning, servicing and inspection 11.(2)(n)(ii) Chapter 16
Effective for purpose for which it is intended 11.(2)(n)(iii) Chapitre 16
Food Contact Surfaces DPR DEIM Satisfactory Not Satisfactory Comments
Non-toxic, non-absorbent 11.(2)(o)
(i)(vi)
Chapter 16
Smooth, free from pitting, crevices, loose scale 11.(2)(o)
(ii)(iii)
Chapter 16
Resistant to normal cleaning exposures and dairy products 11.(2)(o)
(v)
Chapter 16
Dressing Rooms, Lunch Rooms Lavatories DPR DEIM Satisfactory Not Satisfactory Comments
Able to be kept clean and sanitary 11.(2)(j)
(i)
1.10.01.06 (B)
Adequate in size and equipment for number of people 11.(2)(j)
(ii)
Well lighted and ventilated 11.(2)(j)
(iii)
1.10.01.06 (B)
Lavatories must not lead directly into any room used to handle products 11.(2)(j)
(iv)
1.10.01.02
Adequate means and facilities for thorough washing cleaning and sanitizing of equipment. 11.(2)(p) 1.10.05.01 1.10.01.02
Attach To Application DPR DEIM Satisfactory Not Satisfactory Comments
Detailed plans and specifications for the establishment that shall include 10.(2)(a)
The dimensions and intended uses of the rooms and positions of doors, windows, stairways and drains 10.(2)(a)
(i)
Descriptions of the lighting, refrigeration, ventilation and plumbing systems 10.(2)(a)
(ii)
Descriptions of the types and locations of equipment to be used in the establishment 10.(2)(a)
(iii)
Descriptions of the materials used in the construction of equipment, floors, walls, ceilings and openings 10.(2)(a)
(iv)
Product flow patterns throughout the establishment 1.10.01.02
La description de l'emplacement de l'établissement par rapport aux bâtiments, routes, voies ferrées, cours d'eau et services publics avoisinants 10.(2)(a)
(v)
A copy of an outline of a sanitation program for the establishment 10.(2)(b)
The person responsible for carrying out the program 10.(2)(b)
(i)
The equipment and chemical agents available for use to bring about and maintain clean and sanitary conditions 10.(2)(b)
(ii)
The measures proposed to be taken to ensure clean and sanitary conditions 10.(2)(b)
(iii)
Pest Control Program 11.1.(10)
Recall Program 1.10.07
Certificate of water analysis including provincial potability (bacteriological analysis), and analysis for chemical and physical contaminants 1.10.01.09
Microbiological product and environmental monitoring program, including HC Lm Policy 2.2.(1) b), c), d) and e) 1.10.07.01
Microbiological Control and Records 1.10.07.03

Other Comments:
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Dairy Plant Registration and Review of Plans and Specifications - Check List - Part I

b) HTST Evaluation (High Temperature Short Time)

Plant Name: space

Address: space

Date: space Completed By:space

Example of Completed form for HTST Evaluation Checklist for Dairy Plant Registration.
Table Summary:

This table shows the DEIM sections, inspection task criteria for HTST equipment and columns used to record the inspection results (S (satisfactory), NS (not satisfactory)) and comments.

DEIM Inspection Task: HTST System Flow Schematic Satisfactory Not Satisfactory Comments
1.11.01.01 Up-To-Date and Accurate
1.11.01.02 No Cross Connections
DEIM Inspection Task: HTST System Flow Schematic Satisfactory Not Satisfactory Comments
1.11.02.01 Time and Temperature Requirements
1.11.02.02 Process Control Records
1.11.02.03 Retention of Process Control Records
DEIM Inspection Task: Constant Level Tank Satisfactory Not Satisfactory Comments
1.11.03.01 General Conditions
1.11.03.02 Design
1.11.03.03 Cover
1.11.03.04 Overflow Point/Diameter
1.11.03.05 Airspace
1.11.03.06 Level Control Device
DEIM Inspection Task Booster Pump Satisfactory Not Satisfactory Comments
1.11.04.01 General Conditions
1.11.04.02 Location
1.11.04.03 Interwiring
DEIM Inspection Task Regeneration Satisfactory Not Satisfactory Comments
1.11.05.01 General Conditions
1.11.05.02 Shutdown Capability
1.11.05.03 Pressure Differentials
DEIM Inspection Task Flow Control Device (FCD) Satisfactory Not Satisfactory Comments
1.11.06.01 General Conditions
1.11.06.02 Set and Sealed
1.11.06.03 Fail Safe (Operation) Capability
DEIM Inspection Task Heating/Cooling Satisfactory Not Satisfactory Comments
1.11.07.01 General Conditions - Heating
1.11.07.02 Heating Medium
1.11.07.03 General Conditions - Cooling
1.11.07.04 Pressure Differentials - Cooling
1.11.07.05 Cooling Medium
DEIM Inspection Task Holding Satisfactory Not Satisfactory Comments
1.11.08.01 General Conditions
1.11.08.02 Slope and Support
1.11.08.03 Holding Time Provisions
1.11.08.04 Holding Verification and Records
1.11.08.05 Sensing Chamber
1.11.08.06 Extended Hold
DEIM Inspection Task Flow Diversion Device (FDD) Satisfactory Not Satisfactory Comments
1.11.09.01 General Conditions
1.11.09.02 Divert Line
1.11.09.03 Leak Detect Capabilities
1.11.09.04 Location
1.11.09.05 Fail Safe Capability
1.11.09.06 Time Delay Relays
1.11.09.07 Device Sealed
DEIM Inspection Task Indicating Thermometer Satisfactory Not Satisfactory Comments
1.11.10.01 General Conditions
1.11.10.02 Location/Accessibility
1.11.10.03 Specifications
1.11.10.04 Calibration/Records
DEIM Inspection Task Safety Thermal Limit Recorder (STLR) Satisfactory Not Satisfactory Comments
1.11.11.01 General Conditions
1.11.11.02 Diversion Capabilities
1.11.11.03 Cut In/Cut Out
1.11.11.04 Pens
1.11.11.05 Charts
1.11.11.06 Accuracy
1.11.11.07 Sealed
1.11.11.08 Programmable Logic Controllers and Computers
DEIM Inspection Task Pressure Differential Satisfactory Not Satisfactory Comments
Controllers (PDC) Gauges
1.11.12.01 General Conditions
1.11.12.02 Location
1.11.12.03 Precision
1.11.12.04 Sealed
1.11.12.05 Records
DEIM Inspection Task Recording Thermometer Satisfactory Not Satisfactory Comments
1.11.13.01 General Conditions
DEIM Inspection Task Pasteurized Product Discharge Satisfactory Not Satisfactory Comments
1.11.14.01 Elevation
1.11.14.02 Vacuum Break
1.11.14.03 Vacuum Breaker
DEIM Inspection Task Homogenizer Satisfactory Not Satisfactory Comments
1.11.15.01 General Conditions
1.11.15.02 Recirculation Line
1.11.15.03 Relief Line
1.11.15.04 Interwiring
DEIM Inspection Task Separator/Clarifier Satisfactory Not Satisfactory Comments
1.11.16.01 General Conditions
1.11.16.02 Location
1.11.16.03 Non-Flow Promoting
1.11.16.04 Vacuum Break
DEIM Inspection Task Flavour Adjusting Equipment (FAE) Satisfactory Not Satisfactory Comments
1.11.17.01 General Conditions
1.11.17.02 Properly Valved Out
1.11.17.03 Steam Ratio Control
DEIM Inspection Task Stuffing Pump/Flow Promoting Device Satisfactory Not Satisfactory Comments
1.11.18.01 General Conditions
1.11.18.02 Proper Installation/Operation
DEIM Inspection Task Supplementary Milk Solids/Milk Fat Injection System (In-Line Standardization) Satisfactory Not Satisfactory Comments
1.11.19.01 General Conditions
1.11.19.02 Proper Installation/Operation

Other Comments
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Dairy Plant Registration and Review of Plans and Specifications - Check List - Part I

c) Batch Pasteurization Evaluation

Plant Name: space

Address: space

Date: space Completed By: space

Example of Completed Form for Batch Pasteurization Evaluation Checklist for Dairy Plant Registration
Table Summary:

This table shows DEIM manual sections, inspection task evaluation criteria for batch pasteurization and columns used to record the inspection results (S (satisfactory), NS (not satisfactory)) and comments.

DEIM Inspection Task Batch Pasteurization Records Satisfactory Not Satisfactory Comments
1.12.01.01 Temperature and Time Requirements
1.12.01.02 Process Control Records
1.12.01.03 Verification of Temperature and Time
1.12.01.04 Retention of Process Control Records
DEIM Inspection Task Batch Pasteurizer Satisfactory Not Satisfactory Comments
1.12.02.01 General Conditions
1.12.02.02 Inlet/Outlet Valves and Connections
1.12.02.03 Cover (Ports)
1.12.02.04 Air Space Heating
DEIM Inspection Task Indicating Thermometer (Batch) Satisfactory Not Satisfactory Comments
1.12.03.01 General Conditions
1.12.03.02 Specifications
1.12.03.03 Calibration/Records
DEIM Inspection Task Indicating Thermometer (Air Space) Satisfactory Not Satisfactory Comments
1.12.04.01 General Conditions
1.12.04.02 Specifications
1.12.04.03 Calibration/Records
DEIM Recording thermometer (discontinued) Satisfactory Not Satisfactory Comments
1.12.05.01 General Conditions
1.12.05.02 Recording Pen
1.12.05.03 Sensor Location
1.12.05.04 Chart Specifications
1.12.05.05 Accuracy

Other Comments
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Dairy Plant Registration and Review of Plans and Specifications - Check List - Part I

d) APPS Evaluation (Aseptic Processing and Packaging System)

Plant Name: space

Address: space

Date: space Completed By: space

Example of Completed Form for APPS Evaluation Checklist for Dairy Plant Registration
Table Summary:

This table shows the DEIM sections, the inspection task evaluation criteria for APPS and columns used to record the inspection results (S (satisfactory), NS (not satisfactory)) and comments.

DEIM Inspection Task Aseptic Processing And Packaging Flow Schematic Satisfactory Not Satisfactory Comments
1.14.01.01 Flow Schematic
1.14.01.02 No Cross Connections
DEIM Scheduled Process Satisfactory Not Satisfactory Comments
1.14.02.01 Scheduled Process
1.14.02.02 Operating Instructions
1.14.02.03 Critical Factor Adherence
1.14.02.04 Critical Factor Records
DEIM Inspection Task Constant Level Tank Satisfactory Not Satisfactory Comments
1.14.03.01 General Conditions
1.14.03.02 Design
1.14.03.03 Cover
1.14.03.04 Airspace and Overflow
1.14.03.05 Level Control Device
DEIM Inspection Task Feed Pump Satisfactory Not Satisfactory Comments
1.14.04.01 General Conditions
1.14.04.02 Location
1.14.04.03 Interwiring
DEIM Inspection Task Regeneration Satisfactory Not Satisfactory Comments
1.14.05.01 General Conditions
1.14.05.02 Pressure Differentials
DEIM Inspection Task Flow Control Device (FCD) Satisfactory Not Satisfactory Comments
1.14.06.01 General Conditions
1.14.06.02 Set and Sealed
1.14.06.03 Fail Safe Capability
DEIM Inspection Task Heating Section Satisfactory Not Satisfactory Comments
1.14.07.01 General Conditions
1.14.07.02 Heating Medium
1.14.07.03 Pressure Limit Recorder Controllers
1.14.07.04 Controllers/Settings Sealed
1.14.07.05 Ratio Controller (Direct Heating Systems)
DEIM Inspection Task Holding Satisfactory Not Satisfactory Comments
1.14.08.01 General Conditions
1.14.08.02 Slope and Support
1.14.08.03 Holding Verifications and Records
DEIM Inspection Task Flow Diversion Device Satisfactory Not Satisfactory Comments
1.14.09.01 General Conditions
1.14.09.02 Return Line
1.14.09.03 Location
1.14.09.04 Fail Safe Divert Capability
1.14.09.05 Leak Detect
1.14.09.06 Device/Panel Sealed
DEIM Inspection Task Indicating Thermometer Satisfactory Not Satisfactory Comments
1.14.10.01 General Conditions
1.14.10.02 Location / Accessibility
1.14.10.03 Specifications
1.14.10.04 Calibration/Records
1.14.10.05 Sealed
DEIM Enregistreur du seuil thermique de sécurité (ESTS) Satisfactory Not Satisfactory Comments
1.14.11.01 General Conditions
1.14.11.02 Location
1.14.11.03 Specifications
1.14.11.04 Thermal Limit Controller Sequence Logic
1.14.11.05 Calibration/Records
1.14.11.06 Sealed
1.14.11.07 Programmable Logic Controllers & Computers
DEIM Inspection Task Pressure Differential Recorder Controllers (PDC - recorder) Satisfactory Not Satisfactory Comments
1.14.12.01 General Conditions
1.14.12.02 Location
1.14.12.03 Specifications
1.14.12.04 Calibration/Records
1.14.12.05 Sealed
DEIM Inspection Task Auxiliary Temperature Recorders/Controllers Satisfactory Not Satisfactory Comments
1.14.13.01 General Conditions
DEIM Cooling Section Satisfactory Not Satisfactory Comments
1.14.14.01 General Conditions
1.14.14.02 Pressure Differentials
1.14.14.03 Cooling Medium
DEIM Inspection Task Homogenizer Satisfactory Not Satisfactory Comments
1.14.15.01 General Conditions
1.14.15.02 Homogenizer Larger Than FCD
DEIM Inspection Task Aseptic Surge Tank Satisfactory Not Satisfactory Comments
1.14.16.01 General Conditions
1.14.16.02 Sterile Air
DEIM Inspection Task Stuffing Pump Satisfactory Not Satisfactory Comments
1.14.17.01 General Conditions
1.14.17.02 Proper Installation/Operation
DEIM Inspection Task Packaging Conditions Satisfactory Not Satisfactory Comments
1.14.18.01 Packaging Material
1.14.18.02 Sterilant

Other Comments
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Dairy Plant Registration and Review of Plans and Specifications - Check List - Part I

e) Higher Heat and Shorter Time (HHST) and Extended Shelf Life Evaluation (ESL)

Plant Name: space

Address: space

Date: space Completed By: space

Example of completed form for HHST & ESL Evaluation Checklist for Dairy Plant Registration
Table Summary:

This table shows the DEIM sections, inspection task criteria for HHST and ESL, and columns used to record the inspection results (S (satisfactory), NS (not satisfactory)) and comments.

DEIM Inspection Task - Higher Heat Shorter Time And Extended Shelf Life Flow Schematic Satisfactory Not Satisfactory Comments
1.17.01.01 Flow Schematic
1.17.01.02 No Cross Connections
DEIM Scheduled Process Satisfactory Not Satisfactory Comments
1.17.02.01 Scheduled Process
1.17.02.02 Operating Instructions
1.17.02.03 Critical Factor Adherence
1.17.02.04 Critical Factor Records
DEIM Constant Level Tank Satisfactory Not Satisfactory Comments
1.17.03.01 General Conditions
1.17.03.02 Design
1.17.03.03 Cover
1.17.03.04 Airspace And Overflow
1.17.03.05 Level Control Device
DEIM Feed Pump Satisfactory Not Satisfactory Comments
1.17.04.01 General Conditions
1.17.04.02 Location
1.17.04.03 Interwiring
DEIM Regeneration Satisfactory Not Satisfactory Comments
1.17.05.01 General Conditions
1.17.05.02 Pressure Differentials
DEIM Flow Control Device (FCD) Satisfactory Not Satisfactory Comments
1.17.06.01 General Conditions
1.17.06.02 Set and Sealed
1.17.06.03 Fail Safe Capability
DEIM Heating Section Satisfactory Not Satisfactory Comments
1.17.07.01 General Conditions
1.17.07.02 Heating Medium
1.17.07.03 Pressure Limit Recorder Controllers
1.17.07.04 Controllers/Settings Sealed
1.17.07.05 Ratio Controller (Direct Heating Systems)
DEIM Holding Satisfactory Not Satisfactory Comments
1.17.08.01 General Conditions
1.17.08.02 Slope and Support
1.17.08.03 Holding Verifications and Records
DEIM Flow Diversion Device Satisfactory Not Satisfactory Comments
1.17.09.01 General Conditions
1.17.09.02 Return Line
1.17.09.03 Location
1.17.09.04 Fail Safe Divert Capability
1.17.09.05 Leak Detect
1.17.09.06 Device Sealed
DEIM Indicating thermometer Satisfactory Not Satisfactory Comments
1.17.10.01 General Conditions
1.17.10.02 Location / Accessibility
1.17.10.03 Specifications
1.17.10.04 Calibration/Records
1.17.10.05 Sealed
DEIM Safety Thermal Limit Recorder (STLR) Satisfactory Not Satisfactory Comments
1.17.11.01 General Conditions
1.17.11.02 Location
1.17.11.03 Specifications
1.17.11.04 Thermal limit controller sequence logic
1.17.11.05 Calibration/Records
1.17.11.06 Sealed
1.17.11.07 Programmable Logic Controllers & Computers
DEIM Pressure differential recorder controllers (PDC - Recorder) Satisfactory Not Satisfactory Comments
1.17.12.01 General Conditions
1.17.12.02 Location
1.17.12.03 Specifications
1.17.12.04 Calibration/Records
1.17.12.05 Sealed
DEIM Auxiliary Temperature Recorders/Controllers Satisfactory Not Satisfactory Comments
1.17.13.01 General Conditions
DEIM Cooling Section Satisfactory Not Satisfactory Comments
1.17.14.01 General Conditions
1.17.14.02 Pressure Differentials
1.17.14.03 Cooling Medium
DEIM Homogenizer Satisfactory Not Satisfactory Comments
1.17.15.01 General Conditions
1.17.15.02 Homogenizer Larger Than FCD
DEIM Surge Tank Satisfactory Not Satisfactory Comments
1.17.16.01 General Conditions
DEIM Stuffing Pump Satisfactory Not Satisfactory Comments
1.17.17.01 General Conditions
1.17.17.02 Proper Installation/Operation
DEIM Packaging Satisfactory Not Satisfactory Comments
1.17.18.01 Packaging Conditions
DEIM Packaging Satisfactory Not Satisfactory Comments
1.17.19.01 Packaging Records

Other Comments
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Dairy Plant Registration and Review of Plans and Specifications - Check List - Part II

Recommendation for Registration

Plant Name: space

Address: space

Registration Recommended

Date: space

Inspector:space

Registration Recommended

Date: space

Dairy Program Specialist: space

Appendix 3 - 5 Covering Letter Example – Continuation of Registration Procedures

Area Office Address
Date
Name and address of applicant

Dear Sir/Madam:

Please note that the annual fee for the procedure to register your establishment as a federal dairy processing establishment expires on (date).

If you wish to continue with the registration procedure you must re-submit the following:

a) A completed Application for Application for Registration of an Establishment (CFIA/ACIA 3043) enclosed for your convenience,

b) You enclose the applicable registration fee as per the Dairy Products Fees Order, together with a validated estimate of the volume of milk to be received in hL (or quantity of dairy products produced in kg) during the 12 months following the date of application (your cheque must be made payable to The Receiver General For Canada). The fees are as follows:

Category Fee
1 - ≤100,000 hL milk or ≤1M units production $895
2 - >100,000 to 500,000 hL milk or >1 milk or ≤1M to 5 milk or ≤1M units production $1680
3 - >500,000 to 1 milk or ≤1M hL milk or >5M to 10M units production $2415
4 - >1M hL milk, or >10M units production $3150

c) A completed Dairy Plant Information and Registration of an Establishment Record form (plant name, products produced, fax numbers, etc.), enclosed for your convenience. Please use this form to provide us with an emergency phone number where a responsible person from the establishment can be contacted after normal business hours in the event of an emergency or potential recall.

If these fees are not paid, we will no longer continue the federal registration procedures and your registration file will be closed. If you wish to continue with these procedures, please send your re-application package to the Dairy Program Specialist at the following address:

(Insert) Area Office Address

For your convenience, a self-addressed envelope is enclosed. Do not hesitate to call me if you have any questions.

Yours truly,

Dairy Program Specialist

Appendix 3 - 6 Covering Letter Example – Certificate of Registration

Area Office Address
Date
Name and address of applicant

Dear Sir/Madam:

Enclosed please find the Certificate of Registration registering your establishment
No. #### with the Canadian Food Inspection Agency pursuant to the Canada Agricultural Products Act and the Dairy Products Regulations. This certificate will expire (insert date).

Please ensure that this certificate is posted in a conspicuous place in your establishment.

Sections 10 and 11 of the Dairy Products Regulations clearly outline the requirements that must be met for your establishment to maintain federal registration.

It is your responsibility to ensure that your establishment is operated and maintained in accordance with the requirements of these Regulations. In addition, it is necessary for you to inform us if:

  1. your establishment is changing ownership (subsection 10(5) of Regulations), or
  2. you plan to make renovations/modifications to your establishment (section 11.1(29) of Regulations).

Please note that prior to (insert date) you will be required to forward to CFIA:

  1. an Application for Registration
  2. verification of the total volume of milk received or product output at your establishment, and
  3. a cheque for the yearly registration fee.

If you have any questions please do not hesitate to contact me at (insert number).

Yours truly,

Dairy Program Specialist

Enclosures

Appendix 3 - 7 - Covering Letter Example - Notice of Expiration – Certificate of Registration (issued by Area Specialist)

Registered Mail

Area Office Address
Date
Name and Address of Applicant

Subject: Notice of Expiration - Certificate of Registration

Dear Sir or Madam:

This letter is to advise you that, in accordance with section 10.(6) of the Dairy Products Regulations, your Certificate of Registration (as registered establishment no. ####) expired (insert date).

The loss of your registration means that your establishment cannot engage in export or interprovincial marketing of dairy products prepared in your establishment, nor ship these products to any registered establishment, nor apply the federal grade mark to any products prepared in this establishment. In addition, you can no longer use the registration number within an eight-sided frame or the words Registration Number, Reg. No. or Reg. on dairy products prepared in this establishment. Please note that enforcement action will be considered for any establishment not complying with the registration provisions of the Dairy Products Regulations.

If you wish to re-apply for registration, please contact the undersigned, at (insert telephone number) as soon as possible.

Yours truly,

Dairy Program Specialist

Date modified: