D-03-14: Canadian Hay Certification Program to certify hay for export

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Effective date: October 31, 2013
(2nd Revision)

Subject:

This directive describes the Canadian Hay Certification Program (CHCP) which allows approved facilities to export hay which meets foreign phytosanitary import requirements.

This directive has been revised to include the phytosanitary import requirements of China. Minor revisions of a non-technical nature have also been made to the document.

Table of Contents

Review

This directive will be updated as required. For further information or clarification, please contact the Canadian Food Inspection Agency (CFIA).

Endorsement

Approved by:

space
Chief Plant Health Officer

Distribution

  1. Directive email list
  2. Provincial Governments
  3. Industry
  4. Agriculture and Agri-Food Canada
  5. Canadian Hay Association
  6. Facilities currently approved under the CHCP
  7. CFIA external website

Introduction

In the 1980's Canadian exporters established significant export markets for Canadian grown forages. In response to the development of this industry, the CFIA, in co-operation with the Canadian forage industry, developed the Canadian Hay Certification Program (CHCP) for phytosanitary certification of densified or baled hay for export. Densified hay is sometimes referred to as double-compressed or high density, as it has been compressed into a product two to three times its initial density using a hydraulic compressing machine.

The CHCP is mandatory for processors and exporters of densified or baled hay, destined to countries that regulate specific quarantine pests. The objective of the CHCP is to produce hay which meets the phytosanitary import requirements of importing countries.

To participate in the CHCP, the facility must design and implement a Quality Management System. This will include preparation of a Quality Management Systems Manual (herein referred to as the manual) which outlines quality management systems procedures to be followed. As part of the quality management system, the facility must take appropriate measures (e.g. quality control protocol, hay examination and audit procedures, employee training program, etc.) to ensure that Canadian hay intended for export is grown and processed following acceptable agronomic practices that will result in the hay meeting the phytosanitary requirements of the importing countries.

Scope

This document establishes and describes the minimum standards that must be met by all approved facilities with respect to establishing a quality management system and conducting examinations of hay for the purposes of export certification by the CFIA. Under the CHCP, an approved facility is one which has demonstrated, to the satisfaction of the CFIA, competence in implementing the quality management system and in performing the type(s) of examination(s) and related administrative activities as specified in this directive, and has been approved to process baled hay or densified hay.

The requirements in this document apply in all cases where the CFIA issues phytosanitary certificates for hay exports to meet the phytosanitary import requirements of an importing country.

This directive does not cover requirements for pelletized hay, highly processed hay products or forage products shipped under Directive D-08-01: Certification Program for Heat-Treated/Dehydrated Shredded or Chopped Forage Products of or Containing Host Material Produced in Canada for Export to Japan.

References

D-99-06: Policy On The Issuance of Phytosanitary Certificates.

International Standard for Phytosanitary Measures (ISPM) No. 5: Glossary of phytosanitary terms; International Plant Protection Convention, FAO, Rome. (updated annually).

ISO/I.C. Guide 39: 1988. General requirements for the acceptance of inspection bodies.

ISO Standards Compendium (Sixth Edition): 1996. ISO 9000 Quality Management.International Organization for Standardization. 382 pp.

All other directives relating to phytosanitary requirements for field crop commodities may be found at Plant Protection Policy Directives - Grains and Oilseeds.

This document supersedes D-03-14 (1st revision).

Definitions, Abbreviations and Acronyms

Definitions for terms used in the present document can be found in the Plant Health Glossary of Terms.

1.0 General Requirements

1.1 Legislative Authority

Administrative Monetary Penalties Act, S.C. 1995, c. 40
Canadian Food Inspection Agency Act, S.C. 1997, c. 6
Plant Protection Act, S.C. 1990, c. 22
Plant Protection Regulations, SOR/95-212
Canadian Food Inspection Agency Fees Notice, Canada Gazette: Part I (as amended from time to time)

1.2 Fees

The CFIA charges fees in accordance with the Canadian Food Inspection Agency Fees Notice. Anyone requiring further information regarding fees may contact any local CFIA office at or visit our Fees Notice Web Site.

1.3 Regulated Pests

Regulated pests as may be named by the importing country.

1.4 Regulated Commodities

Baled or densified hay produced for export to countries which require a Phytosanitary Certificate.

1.5 Regulated Areas

Canada (all areas).

2.0 Specific Requirements

In order for a process facility (defined as a facility for processing hay products and hereafter called the facility) to be approved under the CHCP, the facility must apply to the CFIA for approval and have a quality management system in place to ensure that only hay eligible for export is presented for phytosanitary certification.

2.1 Hay Eligible for Certification

Pure stands or mixes of timothy, alfalfa, clover, bromegrass, orchard grass, ryegrass, fescue and oat hay produced (grown) in Canada are eligible for certification. If other hay species are to be considered, the CFIA must be contacted for verification of acceptability of the species to the importing country.

The following is a table of hay species that have been exported to other countries from Canada to date with its corresponding scientific name:
Product (Species of Hay)Scientific Name
timothy Phleum pratense L.
orchard grass Dactylis glomerata L.
bromegrass Bromus spp.
alfalfa Medicago sativa L.
oat hay Avena sativa L.
fescue Festuca spp.
ryegrass Lolium spp.
clover Trifolium spp.

2.2 Phytosanitary Import Requirements

Regulated pests are normally listed in an importing country's phytosanitary import requirements.

All hay exported under the CHCP from an approved facility must meet the phytosanitary import requirements of the specific importing countries as follows:

For Japan and Korea, hay must be:

  • free from quarantine pests (e.g. Hessian fly (Mayetiola destructor));
  • free from visible pests other than Hessian fly;
  • free from hosts of Hessian fly, including straw, culm (stem), and leaves of wheat (Triticum spp.), barley (Hordeum spp.), rye (Secale spp.), and wheatgrasses (Elytrigia repens, Agropyron spp., Elmyus  spp., Thinopyrum spp., Pascopyrum spp. and Pseudoregneria spp.). Appendix  4 provides a detailed list of species; and,
  • free from soil.

For China, hay (currently only alfalfa is eligible for export) must be:

  • free from quarantine pests designated by China (Appendix 2);
  • free from visible pests, other than listed quarantine pests;
  • free from hosts of Hessian fly (Appendix 4);
  • free from soil; and,
  • produced, handled and transported in a manner consistent with the requirements specified in Appendix 3.

Other Countries

  • For details regarding the phytosanitary import requirements of countries other than Japan, Korea or China, please contact a CFIA office.

2.3 Administrative Requirements

In order for a facility to be approved to participate in the CHCP, the facility must meet the following administrative criteria.

2.3.1 Eligible Applicants

Eligible applicants are established processors of baled and/or densified hay. Hay shipped by an exporter may be processed at their own facility or in another facility if that facility is approved under the CHCP. The application must be signed at the management level of the facility and must include a clear management commitment to train adequate numbers of competent staff to carry out the requirements of the program.

2.3.2 Application for Participation

An application form (Appendix 1) must be completed and signed by the owner/operator of the facility indicating compliance with the terms, conditions and requirements of the CHCP. A copy of the facility's manual should be forwarded to the local CFIA office along with the copy of the signed application. As well as an acceptable manual, an applicant's ability to meet the requirements of the program will be based on the findings and results of an evaluation audit (Section 2.7.1). Based on the review of the facility's manual and the successful completion of the evaluation audit, the CFIA may approve the applicant for participation in the program.

2.3.3 Document Controls

2.3.3.1 Approved Facility Records

An approved facility must have a system for maintaining records in each establishment. Each facility must maintain records associated with examinations of each hay source, field inspections, quantity, lot identification, country of destination and other export information.

A current copy of this directive, the CFIA's Canadian Hay Certification Manual-2013, and the facility's manual must be easily accessible to the facility's Pest Control Manager and facility staff at all times and made available to the CFIA upon request.

All records must be kept for at least one year from the final date of shipment of an individual hay lot.

2.3.3.2 Phytosanitary Certification

Prior to export of a consignment, exporters of hay are required to complete and submit an Application for Phytosanitary Certification (CFIA/ACIA 3369) to the CFIA. A phytosanitary certificate will be issued by a CFIA Authorized Certification Official once it has been determined that the consignment meets the phytosanitary requirements of the importing country. Phytosanitary Certificates will be issued in accordance with D-99-06:Policy on the issuance of phytosanitary certificates.

2.4 Qualification and Training of Hay Processing Plant Personnel

An approved facility shall employ sufficient competent staff to ensure that the requirements of the CHCP are met. For this program, an applicant shall identify a qualified Pest Control Manager for each facility. The Pest Control Manager, along with other personnel responsible for hay examination, must have a thorough understanding of the CHCP. The Pest Control Manager and senior management of the facility must be committed to ensuring that compliance with the program is maintained. This includes having trained personnel to carry out functions essential to the delivery of the program.

2.4.1 Qualifications of the Pest Control Manager

The member(s) of staff designated as the Pest Control Manager under this program must, at a minimum:

  • understand the phytosanitary import requirements of the importing country;
  • be familiar with good production practices for hay as recommended by provincial agronomists;
  • be actively involved with the approved facility in implementing the Quality Management System, field inspections and hay examination;
  • be aware of the procedures to follow in their quality manual to ensure compliance with the CHCP;
  • possess the ability to identify the regulated pests and prohibited host material so designated by the country(ies) to which the hay is exported; and,
  • possess general knowledge of hay types, weeds, diseases and insects.

2.4.2 Training

  • An approved facility must outline a CHCP training program in their manual and conduct training of their personnel responsible for hay and/or field examination.
  • Records of staff training must be maintained by the approved facility as outlined in their manual.
  • The CFIA will provide training to processors on an ad hoc basis when required

2.4.3 Evaluation

  • To evaluate compliance with the manual, it is recommended that each facility conduct an internal audit within 12 months of the CFIA's initial approval of the facility
  • An approved facility must be able to demonstrate the ability to perform trace-back of consignments for the identification of specific sources of non-compliance should non-compliance occur.

2.5 Pest Management

An approved facility's quality manual must include an appropriate pest management program based on the requirements of the importing country, which must be followed to ensure consistent compliance with those requirements. The pest management program may be specifically developed by an approved facility, recommended by a provincial agency, the Canadian Forage and Grassland Association or other recognized industry association or the CFIA. The procedures followed in the program must be documented for review and approved by the CFIA. Elements of the pest management program must include:

2.5.1 Field Examinations

Some processing facilities may conduct field examinations of the growing crop. Note: field inspection of the standing crop is mandatory for alfalfa hay exported to China (refer to the inspection form in Appendix 5). Field inspection will encompasses the examination of the standing crop prior to harvest or baling and visual examination for the presence or symptoms of the regulated pests of the importing country. Hay baled from a field meeting the conditions of an importing country must be segregated from other lots which are not eligible. Segregation may include a physical barrier between lots, identification marks on lots or a separation distance between lots. For additional information on the requirements for field examinations refer to the Canadian Hay Certification Manual.

2.5.2 Examination of incoming plant material

Hay brought into an approved facility and intended for export under the CHCP must be examined to determine if it meets the phytosanitary import requirements of the country of destination. Examination of hay may be done at source, prior to arrival at the facility or held upon arrival at the facility for examination by the Pest Control Manager or his/her appointee.

Hay meeting the requirements under the program may be moved into the storage and the processing areas for export. If regulated pests or prohibited host plants are found at the time of examination at the facility, appropriate measures, including segregation of the product from eligible hay, must be carried out immediately, in order to ensure compliance with the CHCP. Written reports as per Section 2.5.4 must be completed. For additional information on the requirements for examination of incoming plant material, refer to the Canadian Hay Certification Manual.

2.5.3 Examination of Export Shipments, Processing and Shipping Areas

In an approved facility, all hay intended for export under the CHCP should be examined by the Pest Control Manager or his/her appointee at the frequency specified in the facility manual. If regulated pests or prohibited host plant material are detected, control measures must be taken to ensure compliance with the CHCP. Each hay lot must be clearly identified in storage. When export shipments are being processed, facility staff should ensure that hay, processing areas and shipping containers meet the requirements of the CHCP. Loading of shipping containers must be conducted in a manner to prevent contamination from non-eligible material, (e.g. windblown foxtail barley, Hordeum jubatum). Shipping containers must be thoroughly cleaned and if necessary disinfected prior to loading. For additional information on the requirements for examination of export shipments, processing and shipping areas, refer to the Canadian Hay Certification Manual.

2.5.4 Written Reports

The Pest Control Manager or his/her appointee must prepare a written report; the Hay Examination Report (Appendix 6) before or at the time the hay enters the approved facility. In addition, for hay to be exported to China, the Hay Field Examination Report for China (Appendix 5) must be completed prior to the crop being harvested. These reports are used by the CFIA in the phytosanitary certification process.

2.6 Non Compliance

A surveillance audit is defined as an examination to determine if prescribed procedures are being implemented properly. Where such audits indicate that an approved facility no longer meets the requirements of the CHCP (as described in Appendix 8), its approval status will be revoked or the frequency of surveillance audits increased. The CFIA shall notify the approved facility in writing of the need for correction action(s) to be taken.

A facility which has had its approval revoked may re-apply for participation in the CHCP once all necessary corrective actions have been implemented. The facility must re-submit a manual and a detailed report of the corrective actions taken. The CFIA will conduct a re-evaluation of the facility to determine whether the corrective actions are sufficient. A new audit frequency will be assigned to the facility until on-going compliance with the CHCP has been demonstrated to the CFIA. At that time, the facility will return to the normal audit frequency.

2.7 CFIA Responsibilities

Note: Strict adherence to the CFIA Occupational Safety and Health (OSH) policy as well as any individual facility OSH requirements is required when CFIA staff are working on-site at an approved facility.

2.7.1 CFIA Evaluation Audit

Prior to granting approval to a facility, the CFIA will conduct a pre-approval evaluation audit of a processing facility to ensure that all conditions of the program have been or can be met. The evaluation audit is necessary to demonstrate to the CFIA that the company has developed a quality management system, is following the procedures described in the manual and can meet the requirements of the CHCP (Appendix 7).

2.7.2 CFIA Surveillance Audit

In the first year that a facility is operating under the CHCP, the CFIA will carry out regular surveillance audits at a minimum of four times per year, using the Surveillance Audit of Hay Facility form (Appendix 8) to determine product compliance with the CHCP. In subsequent years, an approved facility that has maintained compliance within the program will be inspected at a minimum of two times a year.

The timing and frequency of the surveillance audit may be based on the length of the shipping season and the volume of hay exported by the facility. Where a facility ships hay on a limited and seasonal basis, the CFIA may approve a reduced frequency of surveillance audits for the establishment.

For those approved facilities which do not meet the phytosanitary standards during the audit inspection by the CFIA, follow up audits will be required to verify program compliance. Any audits required to verify corrective actions will be in addition to the minimum frequency of surveillance audits per year.

2.7.3 CFIA Systems Audit

Once a year, the CFIA will conduct a systems audit to assess the overall performance of the facility. This audit may involve assessment of any and/or all facets of the program, including the review of the facility's manual, records and verification of the pest management program implemented by the approved facility (Appendix 9).

2.7.4 CFIA Administrative Requirements

A phytosanitary certificate for each shipment of hay to be exported will be issued, based on submitted bale/field inspection reports as well as the facility's compliance with their manual and with meeting the requirements of the program as confirmed by facility audits. A list of facilities approved under the CHCP will be posted on the CFIA web-site.

CFIA personnel in local offices will maintain files on each approved facility participating in the CHCP. Records for each approved facility must include:

  • Application for approval in the Canadian Hay Certification Program (Appendix 1);
  • Evaluation Audit for pre-approval (Appendix 7);
  • Surveillance Audit of Hay Facility reports (Appendix 8);
  • Annual Systems audit report (Appendix 9);
  • Approved facility quality manual; and,
  • Hay examination reports and, for China, the field inspection reports (Appendix 5 and 6).

3.0 Appendices

Appendix 1: Application for Approval in the Canadian Hay Certification Program

Name of Facility: space

Owner/Operator of Facility: space

Pest Control Manager: space

Address: space

Telephone No.: space

Fax No.: space

E-mail address: space

Conditions for exporting baled hay under the Canadian Hay Certification Program (CHCP).

  1. Each export shipment must consist only of hay which meets the phytosanitary import requirements of the country of destination. The approved facility understands those requirements.
  2. Hay must be processed in a facility approved by the CFIA under the Canadian Hay Certification Program. The facility understands the conditions specified in the CFIA Plant Health Directive D-03-14.
  3. Records of hay received, handled and processed in an approved facility must be maintained for at least one year after shipment. The facility must be able to demonstrate ongoing traceability of hay shipments to both the source of the lot(s) and to each phytosanitary certificate.
  4. The facility must be able to demonstrate how it prevents the export of non-compliant hay, including contamination of compliant hay.
  5. The approved facility must have a quality management system and quality management system manual (herein referred to as the quality manual) explaining how the requirements of the CHCP will be met. CFIA will review and approve the manual. The facility must implement and follow the manual.
  6. The approved facility must agree to have its name posted on the CFIA web-site in the list of facilities approved under the CHCP.

I, space, the owner/operator in possession, care, or control of the above named facility have read and understood all the terms, conditions, obligations and requirements stated herein (D-03-14) by which I may be approved to export specific genera of hay, in accordance with the Canadian Hay Certification Program.

Further, I am and shall be responsible for and shall indemnify and save harmless Her Majesty the Queen in Right of Canada, including the Canadian Food Inspection Agency, Her officers, Employees, Successors and Assigns, from and against all manners of actions, causes of action, claims, demands, loss, costs, damages, actions or other proceedings by whomsoever made, sustained, brought or prosecuted in any manner based upon, caused by, arising out of, attributable to or with respect to any failure, inadvertent or otherwise, by act or omission, to fully comply with the said terms, conditions and requirements.

Dated: space at, space Province of space

space
Signature - Owner/Operator of Facility
space
Signature of CFIA Inspector/Officer

Recommendation of Applicant for Participation in Program

Quality Plan Approved by:

space
CFIA Inspector/ Officer
space
Date

Quality Evaluation Completed and Facility Recommended for Approval by:

space
CFIA Inspector/ Officer
space
Date

Approved for Participation in the Canadian Hay Certification Program:

space
CFIA Inspector/ Officer
space
Date

Appendix 2: List of Quarantine Pests for China

List of Quarantine Pests of Concern to China as per the Sanitary and Phytosanitary Cooperative Arrangement between the General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China and the Canadian Food Inspection Agency for Canadian Alfalfa Hay Imports into China

Scientific and Common Names of Plant Pests
The following table lists different plant pests (insects, nematodes, fungi, bacteria, viruses, weeds, and soil as a pathway for pests) of concern to China and provides both the scientific name and common name of each pest.
Scientific NameCommon Name
Insects
Note: Insects would not likely survive the processing and storage practices for hay.
Bruchophagus roddi Gussakovskii alfalfa seed chalcid
Frankliniella occidentalis (Pergande) western flower thrips
Heliocoverpa zea (Boddie) corn earworm
Liriomyza trifolii (Burgess) American serpentine leafminer
Mayetiola destructor (Say) Hessian fly
Naupactus leucoloma Boheman whitefringed weevil
Nematodes
Ditylenchus dipsaci stem and bulb nematode
Xiphinemaa mericanum American dagger nematode
Fungi
Phymatotrichum omnivorum cotton root rot
Phytophthora megasperma f.sp. Medicagensis Phytophthora root rot
Verticilliumalbo-atrum Verticillium wilt
Bacteria
Clavibacter michiganense ssp. insidiosum bacterial wilt
Xylella fastidiosa
Virus
Alfalfa enation rhabdovirus
Peanut stunt virus
Tobacco ringspot virus
Tomato ringspot virus
Weeds
Weeds are controlled through the use of herbicides and various cultivation practices. The harvesting schedule (2-3 times per growing season) also reduces the likelihood that any weeds would have seeds attached if harvested with the alfalfa.
Amaranthus blitoides prostrate amaranth
Cenchrus echinatus southern sandbur
Convolvulus arvensis field bindweed
Cuscuta campestris field dodder
Cuscuta epithymum clover dodder
Emex australis spiny emex
Lolium temulentum poison darnel
Orobanche minor small broomrape
Setaria parviflora knotroot bristlegrass
Solanum carolinense horse-nettle
Solanum elaeagnifolium silverleaf nightshade
Sorghum halepense Johnson grass
Soil Although not a regulated pest, soil is a recognized pathway for the transmission of many regulated pests.

Animal Diseases

  • Bluetongue
  • Bovine Spongiform Encephalopathy
  • Foot and Mouth Disease
  • Vesicular Stomatitis
  • Equine Infectious Anemia
  • Equine Encephalomyelitis
  • Salmonellosis
  • West Nile Fever

Appendix 3: Import requirements for China for Canadian Alfalfa Hay

I. Introduction

The Sanitary and Phytosanitary Cooperative Arrangement between the General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China and the Canadian Food Inspection Agency for Canadian Alfalfa Hay Imports into China signed on July 6, 2009 outlines the sanitary and phytosanitary requirements for exporting Canadian grown hay to China.

The Canadian Food Inspection Agency (CFIA) would certify shipments of hay to China that meet all the requirements. Alfalfa hay exported to China must come from processing facilities approved by the CFIA under the Canadian Hay Certification Program (CHCP).

To be eligible to export hay to China, a producer/facility/processor/exporter must apply to the CFIA for approval under the CHCP and the quality system manuals submitted to the CFIA for the approval process must include how the requirements for exporting hay to China will be met.

II. Pests

The quarantine pests and animal diseases of concern to China are listed in Scientific and Common Names of Plant Pests and Animal Diseases in Appendix 2.

III. Growing and Harvesting

Hay growing, drying, handling, transport and storage locations should be separated from animal feedlots, pastures and ensured to be free of animal waste, excreta and other animal-related articles. To this end, fields that have animals pastured on them during the year, are in close proximity to barns or feedlots such that cross-contamination could occur would not be eligible for producing hay for China.

During field operations, mixing of hay with miscellaneous roots, soil and other foreign material must be avoided.

Farms that export hay to China should have effective monitoring, prevention and integrated pest management measures to control and avoid the occurrence of quarantine pests of concern to China during growing and harvesting.

Note: Companies (exporter/facility/processor) operating under the program would maintain a current list of farms from which the hay is sourced. A field inspection would be completed for each field and the inspection reports retained by the exporter/facility/processor such that every shipment of alfalfa hay to China can be traced back to individual farms/fields. An example of a field inspection report form is provided in Appendix 5.

IV. Processing and Storage

The processing and storage area must be kept clean and cross-contamination avoided. If the facility is used for processing alfalfa hay that is not for export or hay of other types whether for export or not, the processing area should be cleaned and swept thoroughly.

Before compressing to export-ready format, there must be a procedure in place to exclude contaminants such as: the quarantine pests of concern to China, other pests (mites, mollusks, rodents, etc., plant residues such as roots, seeds and other plant parts not associated with alfalfa, soil and animal excrement.

The facility will store the feed, before its loading for export to China, in storage facilities with the following conditions:

  1. Storage in a relatively segregated, sheltered place;
  2. Measures are taken at entry and exit to prevent contamination by regulated pests;
  3. The floors of the storage facility are clean and easy to sweep and disinfest;

The hay for export to China must be clearly identified and stored in such a manner that effectively segregates feed destined for export to China from feed destined for other end uses.

The facility must use clean containers for shipping hay to China and, when necessary, the containers are swept and disinfected thoroughly.

The following are the technical requirements for the optional fumigation treatments for alfalfa hay that can be used if an exporter so wishes:

Fumigation with Phosphine under Atmospheric Pressure
The following table outlines fumigation with phosphine under atmospheric pressure using the lowest concentration in combination with varying time periods:
Temperature Dosage (g/m³) The lowest concentration (g/m³) in 0.5 hours The lowest concentration (g/m³) in 2 hours The lowest concentration (g/m³) in 24 hours The lowest concentration (g/m³) in 168 hours
10°C and above 2.12 1.59 1.06 0.53 0.53
Fumigation with Methyl Bromide

With the temperature at 15°C and above, 32 g/m³ lasting 16 to 24 hours under atmosphere pressure, 40 g/m³ in vacuum lasting 3 hours.

There should be at least one packing mark in each container of each shipment noting the name of the processing facility, registration number and the typeface Canadian Alfalfa Hay for Export to the People's Republic of China.

V. General

An effective tracking system must be established by the exporters. China expects that exported hay lots can be traced back to the producing farm. This is a key element in the quality system process and audits of companies under the Canadian Hay Certification Program.

To ensure freedom from the quarantine plant pests identified by China in alfalfa hay, and that the requirements for pest management and monitoring as per section 3 above are completed, growing season field inspections are required. Inspectors of the Canadian Food Inspection Agency will provide training to industry related to the identification of China's regulated pests in alfalfa hay. Joint inspections on 25% of all alfalfa fields will be conducted over the first two years that a facility exports alfalfa to China to provide ongoing training and oversight, and to verify industry's ability to identify China's regulated pests.

Few of the regulated pests of concern to China in alfalfa hay occur in Canada or are likely to be associated with dry, compressed alfalfa hay. The main pests for which field inspection is key are Verticillium wilt, the host grass species of Hessian fly, and the various weed species regulated by China. For additional information on field and baled hay inspection techniques, and the identification of pests regulated by China in alfalfa hay, please contact your local CFIA office.

VI. Field Sampling and Analysis

Should the individual inspecting the fields suspect that the field is infected with a plant pest of quarantine concern to China, a sample of the infected host material and/or pest, in the case of insects and weeds, must be provided to the local CFIA office for submission to the appropriate CFIA testing laboratory for verification.

VII. Sampling and Analysis of field baled hay prior to export for Verticillium Wilt

All lots of field baled hay must be sampled at tested at a CFIA laboratory prior to export to verify freedom from Verticillium wilt. Any hay lot testing positive for Verticillium Wilt will not be eligible to be exported to China.

Appendix 4: Prohibited Host Species of Hessian Fly

Wheat
  • common wheat (including winter and spring wheat) - Triticum aestivum
  • spelt wheat -Triticum spelta
  • durum Wheat -Triticum durum
  • all other Triticum spp.
Barley
  • common barley -Hordeum vulgare
  • foxtail barley -Hordeum jubatum
  • little barley -Hordeum pusilium
  • other Hordeum spp.
Rye
  • Secale cereale
Triticale
  • X- Triticosecale
Wheatgrasses, including:
  • couchgrass/quackgrass -Elytrigia repens
  • crested wheatgrass -Agropyron cristatum
  • northern wheatgrass -Elymus lanceolatus
  • slender wheatgrass -Elymus trachycaulus
  • pubescent wheatgrass-Elytrigia intermedia
  • other wheatgrasses -Thinopyrum spp., Pascopyrum spp., Pseudoroegneria spp., etc.

Appendix 5: Hay Field Examination Report for China

The following three images comprise the Hay Field Examination Report.

Hay Field Examination Report (part 1 of 3). Description follows.
Description for - Hay Field Examination Report (part 1 of 3)

This image is of a Hay Field Examination Report. It has several main sections including: Inspection of hay fields for regulated pests of concern to China, Field Location (Please attach a map of the field to this application), Crop Information, Crop/Field Characteristics, and Lab Samples (submitted to local CFIA office). The Inspection of hay fields for regulated pests of concern to China section has two rows for the inspector to fill out information including: the contracting company represented, the name of the grower, the company's information (address, telephone number, fax number and e-mail), and the grower's information (address, telephone number, fax number, and e-mail). The Field Location (Please attach a map of the field to this application) section requires the inspector to fill out information including: civic address, section, township, county or range, province, and GPS coordinates. The Crop Information section requires the inspector to fill out information including: species, variety, and estimated acreage. The Crop/Field Characteristics section requires the inspector to answer certain questions with a "yes" or "no" answer including: if livestock manure has been applied to the field in the current cropping season and, if so, when; if the field has been grazed by livestock in the past year and, if so when; and finally if there are any signs of animal waste/excreta in the field. In the Lab Samples (submitted to local CFIA office) section information must be filled out including: the item submitted, the date the sample was submitted, and the sample number. The Lab Sample Section also provides space for sample test results and comments. The bottom of the form provides fields with respect to the completion of hay field inspection including: who the field was inspected by, the inspector's affiliation, the inspector's signature, and the date of the inspector's sign off on this report.

Hay Field Examination Report (part 2 of 3). Description follows.
Description for - Hay Field Examination Report (part 2 of 3)

This image is of the opposite side of a Hay Field Examination Report. This image is of a table in which information on different pest types is filled out; the common and Latin names are provided. The inspector fills out the remaining fields including whether the pest is present on the crop in the field, and what in-field corrective measures were taken, if applicable. The pest classifications provided are: insects, viruses, fungi, bacteria, nematodes, and weeds. The insect species listed in this table include: Hessian fly host material, alfalfa seed chalcid (Bruchophagus roddi Gussakovskii), western flower thrips (Frankiniella occidentalis (Pergande)), corn earwork (Heliocoverpa zea (Boddie)), American serpentine leafminer (Liriomyza trifolii (Burgess)), Hessian fly (Mayetiola destructor (Say)), and whitefringed weevil (Naupactus leucoloma Boheman) **. The viruses listed include: Alfalfa enation rhabdovirus**, Peanut stunt virus**, Tobacco ringspot virus*, and Tomato ringspot virus*. The fungi species listed include: Phytophthora root rot (Phytophthora megasperma f. sp. medicagensis), cotton root rot (Phymatotrichum omnivorum)*, and Verticillium wilt (Verticillium albo-atrum). The different bacteria listed are: Bacterial wilt (Clavibacter michiganenese ssp. Insidiosum)***, and Xylella fastidiosa. The nematode species listed include: Stem and bulb nematode (Ditylenchus dipsaci), and American dagger nematode (Xiphinema americanum)*. Finally, the weed species listed include: prostrate amaranth (Amaranthus blitoides), southern sandbur (Cenchrus echinatus)**, field bindweed (Convolvulus arvensis), field dodder (Cuscuta campestris), clover dodder (Cuscuta epithymum), spiny emex (Emex australis)**, poison darnel (Lolium temulentum), small broomrape (Orobanche minor)**, knotrootbristlegrass (Setaria parviflora)**, horse-nettle (Solanum carolinense), silverleaf nightshade (Solanumela eagnifolium)**, and Johnson grass (Sorghum halepense).

Hay Field Examination Report (part 3 of 3). Description follows.
Description for - Hay Field Examination Report (part 3 of 3)

This image is another portion of a Hay Field Examination Report which provides a section for other remarks. In a row above the remarks section it provides a legend for what the asterisks refer to in the previous image beside the pest names. One asterisk means that the pest species was not reported from alfalfa in Canada, two asterisks mean that the pest species is not known to occur in Canada, and three asterisks means that the pest species is generally considered absent from Canada.

Appendix 6: Hay (Field Baled) Examination Report

The following image the Hay (Field Baled) Examination Report:

Hay (Field Baled) Examination Report. Description follows.
Description for - Hay (Field Baled) Examination Report

This image is of the Hay (Field Baled) Examination Report. At the top of the form is a field for the report number which must be filled out. The first main section of the form requires information regarding the location, including the grower's name and address and, if applicable, the non-designated facility name and address, the legal description, the name of the company requesting examination, the country of destination, and specifics regarding the hay for examination (for example, the mixture percentage and the lot number, the bale type, the weight per bale, the total number of bales, and the total weight). In the second main section of the form information on foreign material must be entered including soil which is prohibited, an identification of the prohibited material, space is provided to identify the lots rejected, the number of bales passed multiplied by the weight per bale equating to the total weight. In the bottom left section of the form a section is provided for information regarding the Verticillium Wilt Test Result(s) including the sampling date, the submission number, the test result (negative/positive), and the name of the examiner of the material. Finally, in the bottom right section has fields for the input of informationincluding the date, the phytosanitary certificate number, a subtraction of the quantity in metric tons, and the balance of the remaining material in metric tons.

Appendix 7: CHCP Evaluation Audit Checklist

Name of Facility: space
Location: space
Date: space
CFIA Inspector: space

The following table is the CHCP Evaluation Audit Checklist which provides fields for the verification of completion of different preliminary standards, and a field for notes to accompany the verification of each standard:
Preliminary StandardsYesNoNotes
Application has been completed and signed.
Quality Management System Manual has been submitted.
Pest Control Manager has been identified on the application.
Pest Control Manager is qualified as per Section 2.4.1.
Organization (Responsibility and Authority)YesNoNotes
Current organizational chart (including names and titles).
Description of major responsibilities of each employee involved in
Quality management system procedures.
Description of the company (products/services). May include company
history.
Procedure to follow if the manual is altered, amended, or corrected.
Name/position of the person responsible for submitting any alterations,
amendments, or corrections of the manual to the CFIA.
Name/position of the person responsible for organizing the regular
review of the manual.
Pest ManagementYesNoNotes
The manual describes company's method of Hay Examination to meet
phytosanitary requirements (include samples of any forms used).
The manual describes company's method of tracking the source of hay
lots (include samples of any forms used).
The manual has identified method of receiving incoming hay lots
(include samples of any forms used).
The manual describe the segregation of eligible hay lots (physical barrier, distance separation, identification markings).
Verify that segregation is consistently maintained and contamination is avoided. (include samples of any forms used).
A regular inventory/count of eligible hay lots is completed (include samples of any forms used).

Appendix 8: CHCP Surveillance Audit Checklist

Name of Facility: space
Location: space
Date: space
CFIA Inspector: space

The following table the CHCP Surveillance Audit Checklist which provides the following fields to be filled out: verification whether different standards have been completed (yes and no columns), whether a non-compliance to the standard has occurred, the corrective action which needs to occur, and the due date for when the corrective action must be completed by:
Facility OperationYesNoNon-
Compliance
Corrective
Action
Due
Date
Facility operating with Pest Control Manager
Verify facility is following manual procedures for receiving hay lots
Hay examination and/or other reports made available to CFIA on request
Verify facility is following manual procedures for storage for eligible hay lots
Verify facility is following manual procedures for segregation for eligible hay lots
Verify facility is following manual procedures for lot identification for eligible hay lots
Verify facility is following manual procedures for segregation through processing and shipping areas
Does facility have sufficient staff to meet the quality management system procedures
Hay ExaminationYesNoNon-
Compliance
Corrective
Action
Due
Date
Verify eligible hay free from prohibited materials in storage
Verify eligible hay free from prohibited materials in processing
Verify eligible hay free from prohibited materials in shipping
Verify shipping containers handled as per manual
Field examination (mandatory for exports to China)
Verify that inspection/examination reports are being properly completed
Verify that field(s) are being inspected according to requirements

Appendix 9: CHCP Annual Systems Audit Checklist

Name of Facility: space
Location: space
Date: space
CFIA Inspector: space

The following table is the CHCP Annual Systems Audit Checklist which provides the following fields to be filled out: verification whether different standards have been completed (yes and no columns), thenon-compliance to the standards(if it occurred), the corrective action which needs to occur, and the due date for when the corrective action must be completed by:
Standard Yes No Non-
Compliance
Corrective
Action
Due
Date
Does the facility have a copy of their current manual available?
Does have a Pest Control Manager?
Does the Pest Control Manager meet the qualifications of Section 2.4.1 of Directive?
Verify the records/reports listed in the manual are complete and available.
Verify the ability of the facility to trace back shipments with the above records/reports.
Verify the facility follows their manual procedure for examination of hay lots.
Verify the facility follows their manual procedure for storage of hay lots.
Verify the facility follows their manual for identification of hay lots.
Verify the facility follows their manual procedure for segregating export eligible hay.
Verify the facility follows their manual procedure for making corrective actions.
Are corrective actions done in the time specified?
Are training records up to date?
Verify that the facility maintains records/ documentation for 1 year after final shipment of an individual lot.
Does the facility have a current copy of the CHCP Directive available?
Does the facility consistently have sufficient staff to meet Quality management system
procedures?

Appendix 10: Classification of Non-Compliance

Critical Non-Compliance

Critical instances are those that place the integrity of this program in jeopardy. Certificates must not be issued as this non-compliance will directly affect export markets. The facility is suspended from this program. Examples include:

  1. The process facility knowingly exports product contaminated with non-conforming product.
  2. The process facility completely fails to follow their own Quality System Procedure.
  3. The process facility fails to do follow-up and corrective action following notification by importing country of rejection for prohibited pests.

Minor Non-Compliance

Inspection findings that reveal one isolated incident of non-conformance which has no direct impact on the integrity of the product provided that remedial action can be taken within a period defined by the inspector. Corrective action must be carried out to the satisfaction of CFIA or participation of the facility may be suspended. More than 2 minor non-compliances is considereda major non-compliance

  1. Process facility does not have a current copy of their manual available.
  2. Reports and records listed in the manual are not complete, up to date or available.
  3. The process facility does not completely follow their manual procedure for hay examination.
  4. The process facility does not completely follow their manual procedure for hay storage.
  5. The process facility does not follow their manual procedure for hay identification.
  6. The process facility does not completely follow their manual procedure for hay segregation.
  7. Training records have not been maintained or staff training has not been completed on a consistent basis.
  8. Records/documentation have not been consistently maintained for 1 year following shipment.
  9. The process facility does not have available a current copy of the CHCP directive.
  10. The process facility does not have sufficient staff to meet quality management system procedures.
  11. The process facility does not have manual procedure for receiving hay.
  12. The process facility does not consistently handle shipping container as per manual for cleanliness.

Major Non-Compliance

Inspection findings that reveal that the integrity of this program may be compromised. Corrective action must be carried out within the time frame specified by CFIA or participation of the facility may be suspended. More than 2 major non-compliances is considered a critical non-compliance.

  1. The Process facility operating without a Pest Control Manager.
  2. Pest Control Manager is not qualified as per Section 2.4.1.
  3. The process facility cannot trace back shipments.
  4. The process facility fails to make corrective actions identified from previous audit.
  5. Hay being processed contains pests prohibited by Importing Country.
  6. Process facility consistently does not have sufficient staff to meet Quality Management System procedures.
  7. The process facility does not follow their manual for hay examination.
  8. The process facility does not follow their manual for hay storage.
  9. The process facility does not follow their manual for hay segregation.
  10. The process facility does not handle shipping containers as per manual for cleanliness.
  11. Records/ documentation have not been maintained for 1 year after shipment.
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