D-08-01: Certification Program for Heat-Treated/Dehydrated Shredded or Chopped Forage Products Of or Containing Hessian Fly Host Material Produced in Canada for Export to Japan

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

Subject

Establishments involved with the exportation of forage products (chopped/shredded hay or straw (densified, baled, ensiled, etc.)) composed of or containing heat treated/dehydrated chopped or shredded Hessian fly host material produced in Canada are subject to procedures which ensure compliance with the import requirements of Japan's Ministry of Agriculture, Forestry and Fisheries (MAFF). To facilitate the export of such products from Canada to Japan, a compliance agreement between the exporting facility (a facility for processing forage products which has applied for and has been approved to heat treat forage products and which has demonstrated competence to the satisfaction of the Canadian Food Inspection Agency (CFIA) in meeting the conditions and requirements of this program) and the CFIA is required. This agreement is designed to verify that forage products exported from Canada to Japan are treated, stored, handled, transported and labelled according to the requirements of MAFF.

This directive has been revised to update the review date, as well as minor administrative changes. The content of this directive has not changed.

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:

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Chief Plant Health Officer

Amendment Record

Amendments of this directive will be dated and distributed as outlined in the distribution below.

Distribution

  1. Directive mail list
  2. Provincial Governments
  3. Industry (determined by author)
  4. National Industry Organizations (determined by author)
  5. CFIA Internet

Introduction

The production of forage products (e.g. hay, straw) for export to foreign markets, such as Japan, is an important industry in Canada and is expected to grow as new markets are developed. Hessian fly (Mayetiola destructor (Say)) is a quarantine pest in Japan. Host material for Hessian fly, including wheat, barley, rye, triticale and wheatgrasses (such as quackgrass), that could potentially harbour the insect, is also prohibited from entering Japan. However, a heat/dehydration treatment has recently been approved by Japan for Canadian forage products that are or contain Hessian fly host material. The CFIA has developed this phytosanitary certification program to comply with the conditions established by MAFF of Japan for heat-treated/dehydrated chopped forage products that are or contain Hessian fly host material. The objective of this program is to export forage products which meet the plant quarantine import requirements of Japan for freedom from Hessian fly.

This certification program is mandatory for processors, shippers and exporters of forage products that are or contain Hessian fly host material for export to Japan.

Scope

The information in this directive is intended for facilities and companies that export forageproducts to Japan as well as inspectors and program officers of the CFIA.

References

Announcement of the Ministry of Agriculture, Forestry and Fisheries No. 764 provided for in Schedule 2 of the Enforcement Regulations of Plant Protection Law (1950, Ordinance of Ministry of Agriculture and Forestry No. 73 (Japan: June 7, 2007).

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

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

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

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 is charging 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 website.

1.3 Regulated Pests

Hessian fly (Mayetiola destructor (Say)).

1.4 Regulated Areas

Canada (all areas).

1.5 Regulated Commodities

Shredded/chopped forage of Hessian fly host material or forage containing Hessian fly host material produced in Canada. This includes wheat, barley, rye, triticale and wheatgrasses (such as quackgrass).

2.0 Specific Requirements

In order for a facility to be approved under this certification program, the facility must apply for approval to the CFIA and have a quality management system in place to ensure that only forage products eligible for export are presented for phytosanitary certification.

As the national plant protection organization of Canada, the CFIA will be responsible for certifying heat-drying facilities and for developing and maintaining a list of approved facilities. On an annual basis, the list will be submitted to the MAFF of Japan. A confirmatory inspection of the facility by a MAFF inspector will be required prior to final approval.

2.1 Forages Eligible for Certification under this Program

Chopped/shredded straw or hay composed of or contaminated with hosts of Hessian fly (Mayetiola destructor), including straw, culm (stem), and leaves of wheat (Triticum spp.) barley (Hordeum spp.), rye (Secale spp.)and wheatgrasses (Agropyron spp.), grown in Canada and treated according to the heat treatment/dehydration certification compliance agreement are eligible for export to Japan.

Note:

  • Baled and/or long hay and straw are not eligible products under this program.
  • Approved species of baled hay not contaminated with hosts f Hessian fly can continue to be imported into Japan under visual inspection as per D-03-14: Canadian Hay Certification Program to certify hay for export.

2.2 Plant Quarantine Import Requirements

Quarantine pests are normally listed in the importing country's plant quarantine import requirements as prohibited pests. All forage products must meet the plant quarantine import requirements of Japan, as follows:

Forage products must be free from:

  • Quarantine pests (e.g. Hessian fly) based on the heat treatment protocol outlined in this directive and implemented by participating facilities as per the compliance agreement with CFIA;
  • Other visible pests, other than Hessian fly; and,
  • Soil.

2.3 Heat Treatment/Dehydration Procedure

To be eligible for this certification program, facilities must follow the procedures outlined below:

  • The heat treatment/dehydrating process at the facilities shall be implemented by supplying hot air into the rotating drum and moving the forage product with the stream of hot air.
  • The forage product will be subjected to an air temperature of at least 90°C.
  • A digital automatic recording thermometer shall be installed at the outlet of the drum.
  • The exhaust gas temperature at the outlet of the drum shall be able to be maintained at 90°C or higher.
  • When the exhaust gas temperature at the outlet of the drum reaches 90°C or higher, the temperature inside of the drum shall be maintained at 90°C or higher such that the treated product leaving the drum has been subjected to a temperature of at least 90°C.

2.4 Facility Inspection and Certification

a. At least once per year and always at the beginning of annual production, the facility will be inspected by the CFIA to:

  • Confirm that the readings of the automatic recording thermometer at the outlet of the drum are accurate.
  • Confirm that the exhaust gas temperature at the outlet of the drum on the heat-drying facilities reaches 90°C or higher and that the temperature is maintained during treatment.
  • Verify the records of the exhaust gas temperature at the outlet of the drum to confirm that treatment has been implemented appropriately.

b. The CFIA will continue to work in collaboration with MAFF regarding the frequency of joint facility audits of established facilities under this program.

c. The following records for each treatment conducted must be kept by the facility and submitted to the CFIA as part of the inspection and certification process:

  • Quality Management System procedures;
  • Exhaust gas temperature data from the outlet of the drum at each facility for each treatment conducted;
  • Quantity of material treated;
  • Quantity of treated material in storage;
  • Number of packages exported; and,
  • Copies of the package tags.

For the purpose of this certification program, a package is defined as either an individual unit (e.g. bale, bag, container) or, a collection of such units that are bound together such that the bundle integrity is maintained through export (e.g. a pallet of bales that has been wrapped in plastic).

2.5 Storage, Handling, Packaging and Transportation

a. The packaging and storage areas should be used exclusively for forage products that have been heat treated/dehydrated under this certification program.

b. Untreated and treated products must be stored separately and the storage facilities must be contained and able to be secured. This may require loading the treated product directly into shipping containers.

c. The storage facilities must be clean, and, if necessary, disinfected using an approved pesticide.

d. Each package (either an individual unit (e.g. bale, bag contained) or a collection of such units that are bound together such that the bundle integrity is maintained through export (e.g. a pallet or bales that has been wrapped in plastic) will bear a tag or label indicating:

  • Identity of forage species;
  • Date of treatment;
  • The name, address and CFIA issued facility identification number; and,
  • The lot number (e.g. barcode, stamp, etc.) should also be clearly indicated on the tag or label of each package.

The tag or label should state the information in this manner: This space (identity of forage material and lot number) has been heat treated/dehydrated on space (date of treatment) at a temperature of 90°C or higher at space (heat treatment/dehydration facility name, address and CFIA issued facility identification number) that has been designated by the Canadian Food Inspection Agency.

e. During transportation of the treated forage products to the temporary storage within the facility or to the vessel loading location, measures should be taken to prevent re-infestation by Hessian flies or untreated Hessian fly host material.

2.6 Sealing and Labeling of Shipping Containers

The material will be exported in ocean freight containers. Containers of heat-treated/ dehydrated forage products will be sealed and labeled by CFIA or CFIA designated personnel to indicate that the consignment has been certified for export to Japan. The container labels (sample in Appendix 3) will be issued to the facility by a CFIA approved provider and label costs will be borne by the exporter. Container labels must be securely fastened to the outside of the container and clearly visible.

2.7 Administrative Requirements

2.7.1 Compliance Agreement Conditions

In order for a facility to be approved to participate in this certification program to export heat treated/dehydrated chopped/shredded forage products to Japan, the facility must be approved by the CFIA under a compliance agreement. The compliance agreement conditions are presented in Appendix 2. Failure to comply with the conditions set out in this agreement will result in the revocation of the facility's certification.

2.7.2 Record Keeping

CFIA personnel in Network/Regional offices will maintain the files on and records from each approved facility participating in this program for a period of no less than 3 years.

Records on each approved facility must include:

  • Application for Approval under the Heat Treated Forage Program (1 copy);
  • Compliance Agreement (1 copy of signed agreement);
  • The facility inspection reports;
  • The exhaust gas temperature data from the outlet of the drum for each treatment conducted;
  • The quantity of material disinfected;
  • The quantities moved into and out of packaging and temporary storage facilities;
  • Copies of the package tags;
  • The number of packages exported; and,
  • The number of Phytosanitary Certificates issued for this type of product.

2.7.3 CFIA Responsibilities

The CFIA program officer or inspector is responsible for evaluating the facility application, inspecting and auditing facilities, approving quality management system procedures, obtaining signatures for compliance documents and retaining the required facility records.

A signed copy of the compliance agreement will be sent to the National Manager, Grains and Oilseeds section in Ottawa who will issue the facility approval letter. Once a facility is approved, the National Manager of the Grains and Oilseeds section will forward its name to MAFF in order to have the facility recognized as an authorized exporter of heat treated/dehydrated forage products to Japan. A list of all authorized exporters will be maintained and forwarded to MAFF on an annual basis.

2.8 Phytosanitary Certification

Prior to export of a consignment, exporters of forage products are required to complete and submit an Application for Phytosanitary Certification to the CFIA. A Phytosanitary Certificate will be issued by the CFIA for each shipment in accordance with D-99-06: Policy on the Issuance of Phytosanitary Certificates, once it has been determined that the consignment meets the requirements of Japan. The Phytosanitary Certificate will specifically state that the forage product is not infested with Hessian flies based on the heat treatment conducted as per the specifications in this program. Details of the heat treatment will be included on the certificate using the following statement: "Shipment free of Hessian fly based on heat treatment/dehydration performed at a temperature of 90°C or higher at a heat-drying facility designated by the Canadian Food Inspection Agency". The name and address of the facility and the date of the treatment will be provided on the Phytosanitary Certificate.

2.9 Non compliance

Where inspections determine that an approved facility does not meet the conditions of the compliance agreement, its approval status will be revoked. The CFIA program officer will notify the approved facility in writing of this action.

A facility which has had its approval revoked may re-apply to participate in this certification program once all necessary corrective actions have been implemented. A detailed report of the corrective actions taken must be submitted to the CFIA for evaluation. A CFIA inspector will inspect the facility to determine whether corrective actions are sufficient.

3.0 Appendices

Appendix 1

Application to Participate in the Certification Program for Heat-treated/dehydrated Shredded or Chopped Forage Products of or Containing Hessian Fly Host Material Produced in Canada for Export to Japan

Name of Facility: space

Owner/Operator of Facility: space

Operations Manager: space

Address:space

Telephone No.: space

Fax No.: space

Review and approval of Quality Management System procedures commendation of Applicant for Participation in Program

space
Signature and printed name
CFIA Inspector Officer
space
Location
space
Date

Facility Inspection Completed and Facility Recommended for Approval by:

space
Signature and printed name
CFIA Inspector Officer
space
Location
space
Date

Appendix 2

Compliance Agreement Between the Canadian Food Inspection Agency and Canadian Facilities Intending to Export Heat-treated/dehydrated Shredded or Chopped Forage Products of or Containing Hessian Fly Host Material Produced in Canada to Japan

The Canadian Food Inspection Agency (CFIA) verifies that space (facility name) meets the compliance standards based on the following criteria:

  1. A rotating drum is used in the heat treatment/dehydration such that the forage product moves under a continuous flow of hot air and reaches 90°C.
  2. A digital automatic recording thermometer is installed at the outlet of the drum.
  3. The exhaust gas temperature at the outlet of the drum is maintained at a designated temperature such that the temperature in the drum is 90°C or higher.
  4. The treated product is maintained in isolation from non-treated product throughout the post-treatment handling, storage and transportation system.
  5. Measures for preventing contamination of compliant with non-compliant forage product and for preventing the export of non-compliant forage products to Japan must be in place.
  6. Storage areas must be cleaned prior to and after use to avoid contaminating treated forage product with untreated product
  7. Records for each shipment of forage products must be submitted to the CFIA. The records will include: origin, species, type and quantity of forage material, quantity of material treated, date of treatment, treatment details, where stored, duration of storage, when shipped, lot number of finished product.
  8. A document tracking process as part of the Quality Management System procedures to show traceability of forage product lots from arrival at facility through to the final exported product is in place.
  9. The facility has the capacity to ensure that each package [either an individual unit (e.g. bale, bag contained) or, a collection of such units that are bound together such that the bundle integrity is maintained through export (e.g. a pallet or bales that has been wrapped in plastic)] for export bears a tag or label indicating: "This space (identity of forage material) has been heat treated/dehydrated on space (date of treatment) at a temperature of 90°C or higher at space (heat treatment/dehydration facility name, address and CFIA issued facility identification number) that has been designated by the Canadian Food Inspection Agency."
  10. The lot number of the finished product is clearly visible on the label of each package to facilitate trace-back.

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 by which I may be approved to export approved forage product(s) in accordance with Directive 08-01: Certification Program for Heat Treated/Dehydrated Shredded/Chopped Forage Products Produced in Canada Which Are or Contain Hessian Fly Host Material.

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, Servants, 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 conditions and requirements.

Exporter (or Representative) signature space

Printed name and Title space

space
Location
space
Date

space
CFIA Inspector Signature and printed name

space
Location
space
Date

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Regional Program Officer Signature and printed name

space
Location
space
Date

Appendix 3

Sample Container Label

This is an example of the bilingual label that must be placed on the outside of the ocean shipping container and includes the following information:

  • The CFIA logo
  • The CFIA issued facility identification number (example: CFIA issued facility number: CHTDFP XXX)
  • The following text in english and french (Certified Export Forage Product for Japan)
Image - Sample container label. Description follows.
Description of Appendix 3

This image is of a bilingual label that would be placed on the outside of ocean shipping containers. It provides information such as the Federal Identity Program image for the CFIA (a Canadian flag with its name on its right side), below in the centre it states that it is a "Certified Export Forage Product for Japan", and it provides a space for the issued facility identification number (CHTDFP XXX). All of the information is contained in an oval outlined in black with a cream-coloured watermark over the image stating in French and English that it is a sample.

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