D-06-04: Seed Potato Quality Management Program (SPQMP)

Effective Date: October 21, 2011
(3rd revision)

Subject

This directive describes the requirements for the Seed Potato Quality Management Program (SPQMP). The SPQMP is a program which gives approved seed potato growers (a seed potato grower whom has met the requirements outlined in the application and approval process for the SPQMP) or their designated representative(s) the authority to issue Seed Potato Certification Tags (CFIA/ACIA 1370, CFIA/ACIA 2111, and CFIA/ACIA 2113) and Record of Bulk Movement for Seed Potatoes (CFIA/ACIA 2343) for eligible shipments of seed potatoes. The Canadian Food Inspection Agency (CFIA) maintains ownership of documents issued under the program, and conducts audits of the facilities and operations of participating seed potato farm units to ensure compliance with the requirements of the SPQMP.

This directive has been revised to reduce the duplication of the information in the shipping records to be completed by growers or their designated representative(s) on the SPQMP by incorporating appendix ten into appendix eight and nine. Updates were made to remove references to the Seed Potato Tuber Inspection Quality Assurance Pilot Program as it is no longer relevant to the program. Also revisions were made to introduce expiry dates for the inspections of seed potatoes shipped under the SPQMP, enhance the audit report and modify the rules for the suspension of farm units from the SPQMP.

Table of Contents

Review

This directive will be reviewed every 3 years unless otherwise needed. For further information or clarification, please contact the CFIA.

Endorsement

Approved by:


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 (Regions, USDA)
  2. Provincial Government, Industry (determined by author)
  3. National Industry Organizations (CHC)
  4. Internet

Introduction

The SPQMP offers approved seed potato growers an alternative for shipping-point based seed potato tuber inspection, a service traditionally provided by the CFIA. Under the SPQMP approved growers have the flexibility to perform shipping point tuber inspections and issuance of domestic movement documents themselves. Domestic shipments of seed potatoes, or shipments of seed potatoes destined for the United States (U.S.) not intended for re-certification are eligible under the SPQMP. Inspection and document issuance for shipments to all other international markets, including seed potatoes intended for re-certification as seed in the U.S. shall only be completed by a CFIA inspector. Seed potatoes produced in Canada eligible for certification under the Seeds Regulations Part II are eligible under the SPQMP; however Nuclear Stock class and Breeder's Selection seed potatoes are not eligible. Additionally, seed potatoes of a variety not registered in Canada, as per the Seeds Regulations Part III are not eligible for domestic movement under the SPQMP. Unregistered varieties grown for export to the U.S. are, however, eligible under the SPQMP.

Shipping point inspection of seed potato shipments conducted to ensure compliance with the regulatory requirements of the seed potato tuber grade standard as detailed in sections 48 and 48.1 of the Seeds Regulations Part II is the responsibility of the grower and must be completed prior to issuance of documentation for eligible shipments. The SPQMP specifies conditions for documentation of all seed potato tuber inspection results, and the issuance of Record of Bulk Movement for Seed Potatoes and Seed Potato Certification Tags.

Documents provided by the CFIA under sections 53 and 56 of the Seeds Regulations Part II remain under the full authority of the CFIA and shall only be completed by the grower or designated representative(s) under the SPQMP. The CFIA establishes the requirements of the SPQMP and conducts audits to verify that facilities and operations of participating seed potato farm units are compliant with the terms and conditions of the SPQMP. Approved farm units shall be suspended from the SPQMP due to non-compliance as specified within the requirements of the SPQMP.

The Seeds Regulations Part II establishes the tuber grade standard and requirements for document issuance. The Seed Potato Tuber Inspection Manual is provided as reference material to guide the grower or designated representative(s) on proper methodology in assessing grade size and quality, and in completing documentation.

Scope

This directive establishes the criteria for the approval, maintenance and removal of farm units from the SPQMP. The SPQMP also provides detailed instructions used for determining the eligibility of seed potato shipments and the specific requirements for the issuance of the Seed Potato Certification Tags and Record of Bulk Movement for Seed Potatoes in accordance with the Seeds Regulations Part II. Responsibilities for record keeping, document maintenance and training for both the CFIA and SPQMP participants are established. The criteria and procedures used to audit facilities and operations of participating growers are detailed. This directive also provides guidelines to determine the compliance of the farm unit.

References

  • ISPM 5 Glossary of Phytosanitary Terms – Rome, FAO (updated annually)
  • Seed Potato Tuber Inspection Manual, CFIA

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

  • The Seeds Act, R.S. 1985, c. S-8
  • The Seeds Regulations Part II, C.R.C., c. 1400
  • The Seeds Regulations Part III, C.R.C., c. 1400
  • The Plant Protection Act, S.C. 1990. c. 22
  • The 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 other information regarding fees may contact any regional CFIA office or visit us at our Fees Notice Website.

Growers approved to participate in the SPQMP do not incur export inspection fees for seed potato shipments to the U.S. not intended for re-certification. All other fees under the Canadian Seed Potato Certification Program and the ones under the Plant Protection Act, including fees for the issuance of phytosanitary certificates are applicable.

1.3 Regulated Articles

Seed potatoes certified as Pre-Elite, Elite I, Elite II, Elite III, Elite IV, Foundation, or Certified class as per Seeds Regulations Part II section 47.

2.0 Specific Requirements

The grower approved to participate in the SPQMP must ensure that seed potato shipments are inspected, and that Seed Potato Certification Tags (CFIA/ACIA 1370, CFIA/ACIA 2111, CFIA/ACIA 2113) and Record of Bulk Movement for Seed Potatoes (CFIA/ACIA 2343) are issued in accordance with all of the requirements described in this section.

2.1 Seed Potato Lot Eligibility

Seed potato lots that are eligible to be certified under the SPQMP, must be grown in Canada and meet the requirements outlined in this directive and be listed on the Growing Crop Certificate (CFIA/ACIA 1318) issued by the CFIA for the respective farm unit.

Nuclear Stock Class or Breeders Selection seed potatoes are not eligible under the SPQMP.

Seed potato shipments which do not meet the tuber grade standard are not eligible under the SPQMP.

Seed potato shipments which do not meet the tuber grade standard due to one defect of a mechanical or physiological nature are not eligible under the SPQMP. A Special Permission for Sale of Seed Potatoes Not Eligible for Official Tags (CFIA/ACIA 1278) must be issued by a CFIA inspector prior to shipping.

Ungraded seed potatoes which are sold in bulk for the purpose of packaging and resale are not eligible under the SPQMP. A Permit for Bulk Movement of Seed for Packaging and Resale (CFIA/ACIA 4383) must be issued by a CFIA inspector. The packager must perform the grading prior to packaging and resale.

Non-registered varieties, for which a Growing Crop Certificate (CFIA/ACIA 1318) has been issued, as in the case of varieties grown for experimental purposes or for the purpose of registration, are not eligible for the issuance of documents for domestic movement under the SPQMP. For domestic movement of an unregistered variety a Certificate of Authorization (CFIA/ACIA 4378) must be issued by a CFIA inspector. A grower may inspect a shipment of an unregistered variety under the SPQMP and provide the inspection report to the inspector to facilitate the issuance of a Certificate of Authorization (CFIA/ACIA 4378) for the respective shipment.

At the time of document issuance, seed potatoes shipped domestically must be either a variety registered in Canada, or a garden variety as per the Directive D-98-04. For a current list of registered and garden varieties contact the regional office of the CFIA, or access the lists at the internet site of the CFIA Variety Registration Office.

For export to the U.S., shipments of tubers from seed lots of registered and non-registered varieties grown in Canada are eligible under this program as long as they are not exported for re-certification.

2.1.1 Testing for Bacterial Ring Rot (BRR)

A minimum of two seed lots from the farm unit, and each seed lot being shipped as Elite II, Elite III, Elite IV or Foundation class shall have been sampled and laboratory tested in a CFIA approved laboratory as per the Directive D-97-12. All laboratory results for the farm unit must support the absence of the pathogen causing BRR.

2.2 Tuber Inspection

The grower or designated representative(s) must inspect eligible seed potato shipments in order to determine compliance with the tuber grade standard as detailed in section 48 and 48.1 of the Seeds Regulations Part II.

2.2.1 Seed Potato Tuber Inspection Report

All required tuber inspections shall have been performed as outlined in the Seed Potato Tuber Inspection Manual. Results must be recorded on the Seed Potato Tuber Inspection Report (Appendix 3) and signed by the grower or designated representative(s) prior to issuance of tags or Records of Bulk Movement (RBMs).

2.2.2 Inspection Frequency

The frequency of inspection for domestic shipments shall be performed as outlined in Appendix 4. For commercial shipments to the U.S. not intended for re-certification, each shipment shall be inspected as per Appendix 5.

2.2.3 Quarantine and Regulated Non-Quarantine Pests

In addition to the pests described in the Seed Potato Tuber Inspection Manual, growers and designated representative(s) must be able to identify suspect tubers showing symptoms of specified quarantine and regulated non-quarantine pests listed in Appendix 6. In the case where tubers are suspected of being infested with a quarantine pest, the grower or designated representative(s) must immediately contact the CFIA prior to any further shipment from the farm unit. A CFIA inspector may take samples for laboratory testing at any time.

Reference material for identification of quarantine pests and regulated non-quarantine pests of concern is available from the local office of the CFIA. Additional reference materials are listed in Appendix 6.

2.3 Issuance of Documentation

Seed potato certification tags and RBMs shall only be issued for seed potatoes which have or will be inspected in accordance with section 4 of this directive. Only shipments determined to meet the tuber grade standard detailed in sections 48 and 48.1 of the Seeds Regulations Part II will be allowed to leave the farm unit. The grower or designated representative(s) from an approved farm unit are the only persons recognized for the issuance of the above noted documents under the SPQMP. All laboratory results for the farm unit must support the absence of the pathogen causing BRR.

Seed potatoes, which have had tags or RBMs provided by the CFIA, that are determined not to meet the grade size or tuber grade standard shall be re-graded prior to shipment. Tags affixed to containers of tubers which are determined not to meet the tuber standards shall be removed, and RBMs shall not be completed until it is determined that the seed potatoes meet the tuber standards. All unused, spoiled, or unissued tags and RBMs shall be retained, and returned to the CFIA upon request (at each audit as a minimum). Additionally all unused tags and RBMs shall be returned to the CFIA when shipping has been completed for the season.

If multiple lots are shipped in a single load, a Seed Potato Certification Tag (CFIA/ACIA 1730, CFIA/ACIA 2111, CFIA/ACIA 2113) or an Identification Tag of Seed Potato Lots (CFIA/ACIA 0092) must be securely affixed to each of the containers to facilitate lot identification of bulk containers such as mini-totes etc. In addition, a Record of Bulk Movement for Seed Potatoes (CFIA/ACIA 2343) must accompany every shipment.

Tags shall not be attached to containers, nor shall RBMs be completed until laboratory test results have been received for at least two seed lots from the farm unit, as well as results for the specified seed lot if required by the Directive D-97-12. All laboratory results for the farm unit must support the absence of the pathogen causing BRR.

2.3.1 Ordering Domestic Movement Documents

The grower or the designated representative(s) participating in the SPQMP are responsible for completing the Request for Seed Potato Certification Tags or Record of Bulk Movement for Seed Potatoes: SPQMP (Appendix 7) when those documents are required. The form must be signed by the grower or a designated representative and submitted to a CFIA inspector before the documents may be provided. Growers or designated representative(s) may wish to develop their own order form customised to their record keeping system; such forms will be accepted provided the form includes all the information required in Appendix 7. In order to avoid administrative delays, it is recommended that the shipper submit the Request for Seed Potato Certification Tags or Record of Bulk Movement for Seed Potatoes (Appendix 7) in advance. Growers or designated representative(s) approved under the SPQMP have the option to print tags on their own premises given they have the appropriate printing equipment and computer software. For growers or designated representative(s) not able to print their own tags, the CFIA will provide printed tags.

2.3.2 Control of Domestic Movement Documentation

Tags and RBMs are non-transferable, shall be kept under the secure control of the grower or designated representative(s), and shall not be made available to any party other than the CFIA. All unissued tags or RBMs, whether new, spoiled, voided, removed, or otherwise shall be retained by the grower, and shall only be destroyed by or under supervision of the CFIA. All tags and RBMs remain the property of the CFIA.

2.3.3 Requirements for the Seed Potato Certification Tags

  1. Tags shall be attached to the containers of seed potatoes that were produced from a crop in respect of which a Growing Crop Certificate (CFIA/ACIA 1318) has been issued. Each container shall be new, closed after packing and have no markings making reference to non-certified seed potatoes.
  2. Tags shall only be attached to containers of not less than 20 kg. For smaller containers the CFIA shall be contacted.
  3. All tags must include:
    • the class, variety and size (in mm) of the seed potatoes;
    • the certification number; and
    • the date of printing of the tag(s).
  4. A sample from each batch of tags printed shall be retained on the premises. The sample tag must be proofread, initialled, and dated by the grower or representative(s) prior to affixing any printed tags to seed potato containers of the respective seed lot and shipment. Sample tags shall be made available to the CFIA upon request.

2.3.4 Requirements of the Record of Bulk Movement for Seed Potatoes

  1. For domestic shipments moving within the province the seed lot was produced, a single RBM may be issued for the total volume of a seed lot delivered to a single consignee within a 7 day period.
  2. For domestic shipments moving outside of the province as well as for the ones exported to the U.S., a RBM shall accompany each bulk shipment of seed potatoes.
  3. All RBMs issued shall contain the following information:
    1. the weight (in metric tons), class, variety and size1 (in mm) of the seed potatoes;
    2. the certification number;
    3. the name and address of the consignee;
    4. grower name and address as the supplier of the seed potatoes;
    5. signature of grower or a designated representative; and
    6. the date of issuance.
  4. 1 For seed potato lots which the grower has an agreement (contract) for a specific size as per the Seeds Regulations Part II section 48 (3), the contract tuber size in mm must be clearly marked on the RBs; any other indication such as "as per contract" or similar wording is not acceptable.
  5. The original (white copy) is for the purchaser of the seed potatoes and shall accompany the shipment. The yellow copy shall be retained in the original booklet and made available to the CFIA upon request. The pink copy is for grower records and shall be retained on file.
  6. The grower or the designated representative signing the RBM is responsible to ensure that the vehicle(s) carrying bulk shipments of seed potatoes from the farm unit have been disinfected prior to loading with a control product determined to be effective for use against the pathogen causing BRR.

2.3.5 Export Documentation for Seed Potatoes destined to the U.S. and not intended for re-certification as seed

Seed Potatoes exported under the SPQMP to the U.S. must meet all the phytosanitary requirements of the United States Department of Agriculture (USDA) and must be accompanied by a Canadian Phytosanitary Certificate. Canadian Phytosanitary Certificates are issued only by the CFIA. The exporter must submit a completed Application for Export Inspection and Phytosanitary Certification (CFIA/ACIA 3369) to the local CFIA office to arrange for phytosanitary certification of seed potatoes shipped to the U.S. under the SPQMP.

2.4 Record keeping

The grower or a designated representative(s) must maintain records that will assist the CFIA in the verification that the requirements of the SPQMP have been implemented effectively and are consistently being met. In certain cases, growers may wish to develop specific forms customised to their record keeping systems; such forms will be accepted provided they are part of the farm unit's quality assurance program and they have been granted prior approval by a CFIA inspector. SPQMP records must be kept on file at the premises of the grower and remain readily available to CFIA inspectors upon request. Records must be maintained for a minimum of ten (10) years. The file of seed potato growers or the SPQMP should contain:

  1. The "Tags Received" portion of the Shipment Record Log – Seed Potato Certification Tags (Appendix 8) completed at the time tags are printed or received from the CFIA. The remainder of the log sheet completed at the time of shipping.
  2. A Shipment Record Log – Record of Bulk Movement for Seed Potatoes (Appendix 9) completed at the time of shipping when the RBM certificates are completed.
  3. Completed Seed Potato Tuber Inspection Reports (Appendix 3) for all seed potato shipments inspected under the SPQMP.
  4. Designated Representatives List (Appendix 2) including when the list has been updated.
  5. Copies of all Audit Reports (Appendix 10).
  6. Corrective Action Request issued by the CFIA during surveillance audits and documentation of all corrective actions taken by the grower or designated representative(s) (Appendix 11).
  7. Copies of all Request for Seed Potato Certification Tags or Record of Bulk Movement for Seed Potatoes forms (Appendix 7).
  8. Sample tags and copies of all RBMs issued.
  9. Up-to-date copies or access to all of the following documents:
    1. The Seeds Regulations Part II;
    2. Directive D-06-04;
    3. Directive D-97-12 Seed Potato Certification Program – Bacterial Ring Rot Testing Program for Field Grown Seed Potatoes
    4. Seed Potato Tuber Inspection Manual (CFIA); and
    5. List of registered potato varieties in Canada. (It is essential for the grower and designated representative(s) to have a current list at all times).

3.0 Requirements on application and approval to qualify for SPQMP

To be eligible to join the SPQMP a grower must:

  • be a Canadian citizen or permanent resident;
  • be a seed potato grower in Canada;
  • complete and sign an Application to the Seed Potato Quality Management Program form (Appendix 1) indicating that the applicant is willing and able to comply with the terms and conditions of the SPQMP; and
  • forward the completed and signed application form to the CFIA.

3.1 Approval Process

The CFIA inspector will review the SPQMP application form to ensure that the application is complete and signed and that the grower meets the eligibility requirements of the SPQMP. The inspector will forward the application to the regional seed potato program officer for approval. The CFIA regional program officer will inform the grower in writing of the final decision regarding approval of the grower in the SPQMP.

3.2 Designated representatives

The grower may designate representatives who may perform tuber inspections, complete and issue tags and RBMs on behalf of the grower, and fulfill the documentation requirements of this directive. Designated representatives are responsible for shipments to be in compliance with the tuber grade standard in accordance with the Seeds Regulations Part II, and for completion of the Seed Potato Tuber Inspection Report. The grower must complete Appendix 2 for each designated representative, and provide a copy to the CFIA prior to the designated representative(s) commencing activities on behalf of the grower. No other party shall perform tuber inspections or complete documents on behalf of the grower or designated representative(s). Additionally, the grower must notify the CFIA in writing of any change in the status of any designated representative(s).

3.3 Training

A CFIA inspector can arrange for training of the grower and their designated representatives in the elements of the SPQMP. A copy of the Seed Potato Tuber Inspection Manual, this directive D-06-04, Directive D-97-12 Seed potato certification program – Bacterial ring rot testing program for field grown seed potatoes, and a copy of the Seeds Regulations Part II will be provided upon request to each new applicant to the SPQMP. The grower is responsible for facilitating training and providing access to all training material to the designated representatives prior to recognizing them as such under the SPQMP. Where possible, it is recommended that the grower and designated representatives attend any CFIA training sessions made available to growers interested in or operating under the SPQMP. The date of training of the grower and the designated representatives shall be indicated on the list of designated representatives (Appendix 2) maintained by the grower or a designated representative.

4.0 Seed Potato Tuber Inspection Manual

The Seed Potato Tuber Inspection Manual describes the procedures to be implemented in the tuber inspection process to ensure that seed potatoes shipped under the SPQMP meet the tuber disease, defect and size standard as detailed in the Seeds Regulations Part II sections 48 and 48.1. The key components of the Seed Potato Tuber Inspection Manual include procedures for tuber inspection, instructions on document issuance, and appendices to aid in the identification and classification of tuber diseases and defects.

The CFIA provides a single copy of the manual for each new applicant to the SPQMP. As the Seed Potato Tuber Inspection Manual is occasionally updated by the CFIA, any changes to the procedures which affect the program will be communicated to an owner of the farm unit by the local CFIA inspector. It is the responsibility of the owner of the farm unit to make the manual available and to communicate program changes and updates to their designated representatives.

5.0 CFIA administrative requirements

The local CFIA office shall maintain an individual file for each farm unit under their administration. Files shall be maintained for a minimum of 10 years. Each file for a farm unit participating in the SPQMP shall contain:

  1. The original completed Application to the Seed Potato Quality Management Program (Appendix 1)
  2. Copies of the Designated Representatives List (Appendix 2)
  3. All completed Request for Seed Potato Certification Tags or Record of Bulk Movement for Seed Potatoes (Appendix 7)
  4. All completed Audit Report (Appendix 10)
  5. Copies of all Corrective Action Request (Appendix 11) issued to growers
  6. Any written statement of corrective action taken by the grower as a result of non-compliance identified during the audit process.
  7. Audit Summary (Appendix 12)
  8. Copies of all Canadian Phytosanitary Certificates issued for shipments to the U.S. under the SPQMP, and the original Application for Export Inspection and Phytosanitary Certification (CFIA/ACIA 3369)
  9. Copies of any correspondence between the CFIA and the grower

6.0 CFIA Audits

The CFIA will conduct audits of the facilities and operations of seed potato farm units participating in the SPQMP at specified intervals, and will prepare audit reports that summarize the audit findings. The owner or a designated representative must be available to assist the CFIA in performing all audits. This includes allowing the CFIA auditor to examine records and documents, collect samples, inspect article, and interview any individual involved in the shipment of seed potatoes and/or the issuance of documentation.

The audit is a verification that the owner(s) of the farm unit has ensured the procedures described in the SPQMP are implemented and documented appropriately. The CFIA will conduct audits prior, during and immediately after periods of active shipping. A component of the audit is to evaluate seed potatoes which have been inspected under the SPQMP for compliance with the tuber grade standard. Results of all audits shall be communicated to the owner(s) of the farm unit in writing. Where a non-conformance is identified, the CFIA will issue a Corrective Action Request (CAR) (Appendix 11) to the owner(s) and representative(s) of the farm unit. The owner(s) of the farm unit is responsible for the implementation and documentation of corrective actions to address the non-conformance identified in the CAR within the time frame specified. Corrective actions shall be verified by the CFIA during subsequent audits.

In general the on-farm audits of farm units shipping seed potatoes under the SPQMP address the following broad areas:

  • The grower is familiar with the requirements of the SPQMP;
  • The designated representatives have been adequately trained and are familiar with the requirements of the SPQMP;
  • Required documentation and reference material is sufficient, current and readily available;
  • The record keeping and document management is compliant with the requirements of the SPQMP;
  • Actions are within the timeframes specified by the CFIA auditor on outstanding CARs;
  • Every shipment is covered by an inspection which has confirmed article compliance with the tuber grade standard.

In addition, seed potato lots shipped under the SPQMP may be subject to re-inspection under section 60.1 of the Seeds Regulations Part II. This is generally initiated under the following circumstances:

  • At the request of the recipient, as per section 60.1(2) of the Seeds Regulations Part II, a request for re-inspection may be made to the CFIA within two working days of receipt of the lot. Growers in receipt of seed potatoes are encouraged to closely examine each shipment upon receipt and contact the regional CFIA office within the specified timeframe if it is suspected that the shipment does not conform to the seed potato tuber standard.
  • The CFIA may re-inspect seed potatoes at any time as per section 60.1(1) of the Seeds Regulations Part II. As part of ongoing monitoring of the quality of seed potatoes shipped under the SPQMP, seed potato shipments may be re-inspected at the receiving farm unit for compliance with the seed potato tuber grade standard.

If it is determined through a re-inspection conducted in accordance with the above regulatory provisions that the seed potato shipment is non-compliant with the seed potato tuber grade standard, or if any other non-conformance as detailed in Appendix 10 is noted in the review of the documentation associated to the shipment, a Corrective Action Request (CAR) must be completed. The seed lot(s) certification number(s) and the name of the originating farm unit (shipper) are noted on the CAR, and the address of the recipient farm unit where the re-inspection took place is noted in the address block of the CAR. Additionally, the nature of the non-conformance and the name of the inspector performing the re-inspection are recorded. The date for corrective actions may be left blank at this point. The CAR form must be transmitted to a Seed Potato Program Officer in the regional office where the shipment originated with a copy to the Area Seed Potato Program Office and the National Manager of the Potato Section. The Regional Program Officer must promptly follow up with an owner of the identified farm unit to communicate the CAR and establish the completion date for the CAR or suspend the farm unit under the SPQMP. Any items of non-conformance identified during a re-inspection must be noted on the grower's file and taken into consideration in assigning a grower's status as detailed in section 6.3.

6.1 Non-Conformance

Any procedure, documentation, or article found to be in contravention of the SPQMP requirements is considered to be a non-conformance. A non-conformance which is detected must also be classified as being either critical, major, or minor in nature. The history of the farm unit compliance to the SPQMP and the number and type of non-conformances found during the recent audit is used to determine the compliance status of the farm unit, and will be considered in determining the subsequent audit frequency. The classification of a non-conformance is generally based on an evaluation of the associated risk and whether the integrity of the SPQMP has been compromised. The Audit Report checklist (Appendix 10) details specific items of non-conformance and the classification assigned to each. Items of non-conformance identified during the course of an audit which are not on the Audit Report checklist will be assigned a classification level at the discretion of the CFIA inspector for items of minor non-conformance, and in consultation with the Regional Seed Potato Program Officer for items of major and critical non-conformance.

6.1.1 Critical Non-Conformance

Audit findings indicating that the integrity of the SPQMP on a farm unit is in jeopardy shall result in a critical non-conformance. A critical non-conformance may be viewed as something which may affect the reputation of the SPQMP program as a whole. If any critical non-conformances are found on a farm unit, the farm unit will be immediately suspended from the SPQMP. Corrective actions must be carried out to the satisfaction of a CFIA inspector within a specified period of time. The Audit Report checklist (Appendix 10) provides examples of critical non-conformances.

6.1.2 Major Non-Conformance

Major non-conformances are isolated incidents of non-conformance which do not immediately impact on the integrity of the certified article, but which could, if repeated over time, affect the integrity of the SPQMP. Corrective actions issued for a major non-conformance must be carried out to the satisfaction of a CFIA inspector within a specified period of time. If more than two major non-conformances are detected during a single audit, or if the owner(s) and/or designated representatives of a farm unit fail to carry out the required corrective actions within the specified time period, at the discretion of the Seed Potato Program Officer in consultation with the Area Seed Potato Specialist the grower may be immediately suspended from the SPQMP. The Audit Report checklist (Appendix 10) provides examples of major non-conformances.

6.1.3 Minor Non-Conformance

A minor non-conformance is one which does not immediately or significantly affect the status of the article nor the SPQMP, but could lead to a major non-conformance if not addressed. Each three minor non-conformances detected in any single audit is considered equivalent to one major non-conformance. Corrective actions must be undertaken by the owner(s) and/or designated representatives of a farm unit before the next scheduled audit, or within a time limit specified by the CFIA. The Audit Report checklist (Appendix 10) provides examples of minor non-conformances.

6.2 Corrective Action Request

A Corrective Action Request (CAR) (Appendix 11) must be generated for each non-conformance that is detected during the audit of a farm unit participating in the SPQMP. For each CAR, the owner or a designated representative must provide a description of the measures that will be implemented to prevent a recurrence of the non-conformance and a time frame for completing the corrective actions. A CAR associated with a major non-conformance must be completed within a specified period of time or the farm unit will be suspended from the SPQMP.

A unique number shall be assigned to each CAR as follows:

Farm Unit Number – Date – CAR e.g. 1234567-2010/10/27-01 (for initial CAR issued) – 02 for second CAR issued, etc… carrying over the series to the subsequent shipping season, in order that the last digits of the CAR number will always reflect the total number of CARs issued to an individual farm unit.

The observations section on the audit report may be used to identify situations of concern which do not warrant a CAR, or to describe practices which are worth highlighting or reinforcing.

6.3 Farm Unit Status and Frequency of Audits

The frequency of CFIA audits is determined by the status of the farm unit, which is determined primarily by the results of previous CFIA audits, and the length of time the farm unit has been a participant in the SPQMP. The timing and frequency of audits shall coincide with the inspection of seed potato shipments, such that an article inspection takes place as a component of the audit.

Newly approved farm units will be accepted on the SPQMP at probationary status (2 years). The Regional Seed Potato Program Officer will make the final determination as to the eligibility, approval, and the compliance status of a farm unit.

The owner(s) and/or designated representatives of a farm unit must contact the local CFIA office once shipping for the current season has been completed in order to return all unused tags and RBMs. Additionally, the owner(s) and/or designated representatives of a farm unit must contact the CFIA prior to the commencement of shipping for a given year in order to review their compliance status, make arrangements for the initial audit, review the list of designated representatives, and discuss any changes to the SPQMP and/or operation of the farm unit.

6.3.1 Probationary Status

A farm unit will remain on probationary status for two years after it has first been approved for participation in the SPQMP. During the probationary period, a minimum of three audits per year must be completed for each farm unit during active periods of shipping. The first audit should occur within two weeks of the commencement of shipping each year. If a farm unit is actively shipping for more than four consecutive weeks, the audit frequency is maintained at a minimum of once every three week period, beginning with the date of the first shipment and continuing during periods of active shipping. Due to the seasonal nature of the seed potato shipping season, and in cases where growers may have extremely short shipping periods (i.e. 2-3 weeks), the grower must coordinate audit times with the CFIA to ensure that the CFIA can perform the required three audits within the shipping time frame. Failure to contact the CFIA to arrange audit times will be considered a critical non-conformance.

6.3.2 Normal Status

Farm units that have consistently met the requirements of the SPQMP during the probationary period may be converted to a normal status. Farm units shall not have received a CAR for any major or critical incidence of non-conformance during the last year of the probationary period in order to qualify for conversion. Three or more incidents of minor non-conformance in a single audit will disqualify a farm unit for conversion to the normal status. In this case the farm unit will remain at probationary status for an additional one year period.

For farm units under normal status, the audit schedule shall be reduced as compared to the probationary status. The farm unit must be audited once during active shipping, not longer than two weeks after commencement of shipping each year. If a farm unit is shipping for more than four weeks, audit frequency is maintained at once every four week period, starting from the date of the first shipment for the entirety of the shipping season. In this case, the farm unit may be audited twice in the first four weeks if the first audit was near the end of the initial two week period. The farm unit would then be audited once within each subsequent four week period.

Normal status shall be carried forward to the subsequent shipping season for farm units maintaining the requirements. Farm units that are at normal status will be placed at probationary status as a result of a single incidence of major non-conformance. After considering the nature of the non-conformance and how quickly the CAR can be addressed, the farm unit may be returned to the normal status at the discretion of the Area and Regional Seed Potato Program Officer(s) prior to the end of the two year probationary period.

6.3.3 Suspension

Farm units that are found to have one incidence of critical non-conformance, or two major incidence of non-conformance, or fail to address CARs within the time frame specified shall be suspended from the SPQMP. Suspended farm units cannot ship seed potatoes under the SPQMP for a period of 12 months commencing on the date of initial audit identifying the non-conformance. If a farm unit is suspended from the SPQMP all other associated farm units on the SPQMP operating in the same facility or with common representatives shall be suspended from the SPQMP for the same period of time as the original farm unit. The CFIA must take possession of all tags and RBMs and issue a written notice to the grower indicating the change in status. Once the grower has completed the required corrective actions and the suspension period has lapsed, the owner(s) of the farm unit may reapply for the SPQMP, beginning again under probationary status for the subsequent two year period. If a farm unit is suspended within the probation period after a previous suspension from the SPQMP, the farm unit shall be suspended for a period 36 months before it may reapply for the SPQMP.

6.4 Regional reporting

Each regional office shall have a regional Seed Potato Program Officer designated to submit an Annual Audit Report Summary (Appendix 13) to the Area Seed Potato Specialist following each shipping season. The reports shall follow the format established in Appendix 13, and may be submitted electronically by fax or by e-mail attachment (electronic spreadsheet available from the Area Seed Potato Specialist). Reports must be submitted by May 30th of each year or following completion of the shipping season.

7.0 Appendices

  • Appendix 1: Application to the Seed Potato Quality Management System Program
  • Appendix 2: Designated Representatives List – SPQMP
  • Appendix 3: Seed Potato Tuber Inspection Report (CFIA/ACIA 3076)
  • Appendix 4: Sampling Plan For Domestic Seed Potato Shipments: SPQMP
  • Appendix 5: Sampling Plan for Seed Potato Shipments destined for the United States not intended for re-certification as seed: SPQMP
  • Appendix 6: Specific Quarantine and Regulated Non-Quarantine Pests*
  • Appendix 7: Request for Seed Potato Certification Tags or Record of Bulk Movement for Seed Potatoes: SPQMP
  • Appendix 8: Shipment Record Log – Seed Potato Certification Tags: SPQMP
  • Appendix 9: Shipment Record Log – Record of Bulk Movement for Seed Potatoes: SPQMP
  • Appendix 10: Audit Report: SPQMP
  • Appendix 11: Corrective Action Request: SPQMP
  • Appendix 12: Audit Summary: SPQMP – For Internal CFIA Use Only
  • Appendix 13: Annual Audit Report Summary: SPQMP – For Internal CFIA Use only

Appendix 1

Application to the Seed Potato Quality Management System Program

Name of Farm Unit Owner(s):

Farm Unit Number:

E-mail address:

Farm Unit Address:

Telephone No.:

Fax No.:

Conditions of participation in the Seed Potato Quality Management Program (SPQMP):

  • The owner(s) and/or designated representative(s) of a farm unit are the only person(s) approved to complete and/or issue Seed Potato Certification Tags and/or Record of Bulk Movement for Seed Potatoes under the SPQMP. Any other party shall not complete and/or issue these documents on behalf of the designated representative(s).
  • The owner(s) and/or designated representative(s) of a farm unit are the only person(s) responsible for determining eligibility of seed potato lots by verifying compliance with the tuber grade and quality standard in accordance with the Seeds Regulations Part II section 48 and 48.1, through shipping point tuber inspection, prior to the issuance of documentation associated with the seed lot.
  • The owner(s) of a farm unit are responsible for maintaining all documentation specified in Directive D-06-04 for a period of 10 years, and must make available such documentation to the CFIA upon request.
  • The owner(s) and/or designated representatives of a farm unit shall contact the CFIA immediately if any pests of concern are detected or suspected, as specified in Directive D-06-04 prior to any further shipment from the farm unit.
  • If a farm unit is suspended from the SPQMP, the owner(s) and/or designated representatives of a farm unit shall not issue documentation in association with the SPQMP until written notification is received from the CFIA indicating the suspension has been removed.
  • The owner(s) of a farm unit is responsible for the training of all designated representative(s) to meet the terms, conditions, and requirements of the Directive D-06-04 (SPQMP). The owner(s) of a farm unit must notify the CFIA immediately of any change in the status of designated representatives, and the designation of new representatives.

I, the above named owner of the identified farm unit, have read, understand and agree to comply with all terms, conditions, obligations, and requirements stated in Directive D-06-04, the Seed Potato Quality Management Program (SPQMP), by which I may be approved to issue documentation associated to seed potato lots determined to have met tuber grade standard detailed in the Seeds Regulations Part II.

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.

Dated 20 at , Province of

Owner(s) Signature:

For CFIA Use Only

CFIA inspector reviewing application:

Signature
Date

Recommended: Yes Checkbox No Checkbox

CFIA – Seed Potato Program Officer:

Signature
Date

Approved: Yes Checkbox No Checkbox

Training delivery date:

CFIA Trainer:

Additional Comments:

Appendix 2

Designated Representatives List – SPQMP

Name of Approved farm unit:

Farm Unit Number:

E-mail address:

Farm Unit Address:

Telephone No.:

Fax No.:

I the owner(s) of the above named farm unit agree that the designated representatives listed below have received training in all relevant aspects of the Seed Potato Quality Management Program (SPQMP) as required in the Directive D-06-04. The following person(s) shall be considered designated representative(s) and may act on my behalf in delivery of the SPQMP.

Name of designated representative:

Signature of designated representative:

Signature of an approved farm unit owner:

Dated , 20 at , Province of

Name of designated representative:

Signature of designated representative:

Signature of an approved farm unit owner:

Dated , 20 at , Province of

Name of designated representative:

Signature of designated representative:

Signature of an approved farm unit owner:

Dated , 20 at , Province of

Appendix 3

Seed Potato Tuber Inspection Report (CFIA/ACIA 3076) PDF (74 kb)

Appendix 4

Sampling Plan for Domestic Seed Potato Shipments: SPQMP

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Sampling Plan for Domestic Seed Potato Shipments: Seed Potato Quality Management Program
Sampling Plan for Domestic Seed Potato Shipments: SPQMP

* Note * If inspecting a load of potatoes that have been placed in bags, the load must be inspected by using the appropriate percentage of bags. Also, when inspecting bags the entire bag must be inspected.

Appendix 5

Sampling Plan for Seed Potato Shipments destined for the United States not intended for re-certification as seed: SPQMP

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Sampling Plan for Seed Potato Shipments destined for the United States not intended for re-certification as seed: Seed Potato Quality Management Program
Sampling Plan for Seed Potato Shipments destined for the United States not intended for re-certification as seed: SPQMP

* Note * If inspecting a load of potatoes that have been placed in bags, the load must be inspected by using the appropriate percentage of bags. Also, when inspecting bags the entire bag must be inspected.

Appendix 6

Specific Quarantine and Regulated Non-Quarantine Pests*

Quarantine Pests – Bacteria
Quarantine Pests – Bacteria Reference
Brown rot (Ralstonia solanacearum (Smith) Yabuuchi et al. race 3 (biovar 2) 1,4

 

Quarantine Pests – Nematodes
Quarantine Pests – Nematodes Reference
Columbia root knot nematode (Meloidogyne chitwoodi Golden et al. 1980) 1,3,4
Golden nematode (Globodera rostochiensis (Wollenweber) Behrens 1,3,4
Stem and bulb nematode (potato race) (Ditylenchus dipsaci (Kuhn) Filipjev) 2
Potato rot nematode (Ditylenchus destructor Thorne) 1,4
Pale cyst nematode (Globodera pallida (Stone) Behrens) 1,3

 

Quarantine Pests – Fungi
Quarantine Pests – Fungi Reference
Common potato rust (Puccinia Pittieriana P. Hennings) 1
Potato gangrene (Phoma exigua Desmazieres var. foveata (Foister) Boerema) 1
Potato smut (Thecaphora solani (Thirumulachar & O'Brien) Mordue) 1
Potato wart disease (Synchytrium endobioticum (Schilbersky) Percival) 1,3,4

 

Regulated Non-quarantine Pests – Bacteria
Regulated Non-quarantine Pests – Bacteria Reference
Bacterial Ring Rot – BRR (Clavibacter michiganensis subsp. sepedonicus) 1,4

 

Regulated Non-quarantine Pests – Viroid
Regulated Non-quarantine Pests – Viroid Reference
Potato spindle tuber viroid (PSTVd) 1,4

*View a complete listing of pests regulated by Canada.

References:
  1. Compendium of Potato Diseases 2001, W.R. Stevenson et al. APS Press, St. Paul Minnesota
  2. Diseases and Pests of Vegetable Crops in Canada 1994, R.J. Howard et al., The Canadian Phytopathological Society and The Entomological Society of Canada
  3. Pest Fact Sheets, provided in Training Module: Pilot Seed Potato Inspection Quality Assurance Program; Participants Manual TM 157 A 01, Canadian Food Inspection Agency, Professional Development and Continuous Learning, Professional and Technical Development
  4. Potato Field Guide: Insects, Diseases, and Defects Publication 823, 2004, E. Banks et al., Ontario Ministry of Agriculture and Food

Appendix 7

Request for Seed Potato Certification Tags or Record of Bulk Movement for Seed Potatoes: SPQMP

Farm Unit Name:
Farm Unit Number:
Seed Potato Certification Tag request (CFIA/ACIA 1370, CFIA/ACIA 2111, CFIA/ACIA 2113):
Quantity Variety Class Size Seed Lot Certification Number Size of Bags
           
           
           
           
           
           
           

List sequence numbers below for Record of Bulk Movement for Seed Potatoes (CFIA/ACIA 2343):

No.
to
No.
to
No.
to
No.
to
No.
to

Owner or designated representative requesting documents:

Name – Print:

Signature:

Date:

CFIA personnel providing documents:

CFIA Personnel – Print:

Signature:

Date:

Blank Seed Potato Certification Tags (CFIA/ACIA 1370, CFIA/ACIA 2111, CFIA/ACIA 2113) and/or Record of Bulk Movement for Seed Potatoes (CFIA/ACIA 2343) are provided to the Owner or designated representative of the farm unit stated above. By signing this request, the Owner or designated representative agrees to adhere to the requirements of the Seed Potato Quality Management Program

Appendix 8

Shipment Record Log – Seed Potato Certification Tags: SPQMP

PDF (16 kb)

 

Click on image for larger view
Shipment Record Log – Seed Potato Certification Tags: Seed Potato Quality Management Program
Shipment Record Log – Seed Potato Certification Tags: SPQMP

Appendix 9

Shipment Record Log – Record of Bulk Movement for Seed Potatoes: SPQMP

PDF (15 kb)

Click on image for larger view
Shipment Record Log – Record of Bulk Movement for Seed Potatoes: Seed Potato Quality Management Program
Shipment Record Log – Record of Bulk Movement for Seed Potatoes: SPQMP

Appendix 10

Audit Report: SPQMP

PDF (35 kb)

Click on image for larger view
Audit Report: Seed Potato Quality Management Program
Audit Report: SPQMP

Appendix 11

Corrective Action Request: SPQMP

PDF (11 kb)

Click on image for larger view
Audit Report: Seed Potato Quality Management Program
Audit Report: SPQMP

Appendix 12

Audit Summary: SPQMP – For Internal CFIA Use Only

PDF (13 kb)

Click on image for larger view
Audit Report: Seed Potato Quality Management Program
Audit Report: SPQMP – For Internal CFIA Use Only

Appendix 13

Annual audit report summary: SPQMP – For Internal CFIA Use only

PDF (14 kb)

Click on image for larger view
Annual audit report summary: Seed Potato Quality Management Program
Annual audit report summary: Seed Potato Quality Management Program – For Internal CFIA Use only