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

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Effective date: June 4, 2021
(3rd 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 for timothy hay. Revisions of a non-technical nature have also been made to the document.

On this page

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

Introduction

In the 1980's Canadian exporters established significant export markets for Canadian grown hay. 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) to facilitate the phytosanitary certification of baled hay for export. Participation in the CHCP is mandatory for processors intending to export to countries that have established phytosanitary import requirements for baled hay. Participation in, and adherence to the program requirements ensures that export shipments are free of quarantine pests, and are eligible to receive phytosanitary certificates from the CFIA.

Scope

This document establishes and describes the minimum standards that must be met by all approved hay processing facilities with respect to establishing and maintaining a quality management system (QMS) 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 a QMS and in performing the type(s) of examination(s) and related administrative activities as specified in this directive.

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 and phytosanitary certificates for re-export.

All other directives relating to phytosanitary requirements for field crop grains may be found at: Plant Protection Policy Directives - Grains and Field Crops.

IPPC - International Plant Protection Convention

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

This document supersedes D-03-14 (2nd 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
Canadian Food Inspection Agency Act
Plant Protection Act
Plant Protection Regulations
CFIA Fees Notice

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 local CFIA office at or visit our Fees Notice Web Site.

1.3 Regulated pests

Regulated pests as identified by the importing country.

1.4 Regulated commodities

Baled or Canadian hay produced for export to various countries.

1.5 Regulated areas

Canada (all areas).

2.0 Specific requirements

In order for a processing facility (hereafter referred to as "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 meeting the phytosanitary requirements of the importing country is presented for phytosanitary certification. To participate in the CHCP, a facility must design and implement a (QMS) and prepare a quality management systems manual (hereafter referred to as the "manual") outlining the procedures they will follow to remain approved and in good standing under the CHCP. The QMS can be considered equivalent to a "preventative control plan" (PCP). As part of the QMS, an approved facility must follow appropriate measures to ensure that the baled hay they export is grown and processed following practices that will result in the hay complying with the phytosanitary requirements of the importing country.

2.1 Hay eligible for certification

Pure stands or mixes of timothy (Phleum pratense), alfalfa (Medicago sativa), clover (Trifolium spp.), bromegrass (Bromus spp.), orchard grass (Dactylis glomerata), ryegrass, (Lolium spp.), fescue (Festuca spp.) and oat (Avena sativa) hay produced (grown) in Canada are eligible for export certification by the CFIA. If other hay species are to be considered, the CFIA must be contacted for verification of acceptability of the species to the importing country.

2.2 Phytosanitary import requirements

Regulated pests are normally listed as part of an importing country's phytosanitary import requirements that are developed for specific commodities.

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

Hay exports to Japan and Korea must be:

Hay exports to China, (currently only pure stands of alfalfa and timothy are eligible for export) must be:

Other countries

2.3 Administrative requirements

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

2.3.1 Eligible applicants

Only established processors of baled Canadian hay are eligible to participate in 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.

2.3.1.1 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 form.

2.3.2 Document controls

2.3.2.1 Approved facility records

An approved facility must have a system for maintaining records associated with the examination of each hay lot prepared for export (namely, lot number, quantity of hay represented by the lot, field inspection results and other export information). All records must be kept for at least 1 year from the final date of shipment.

A current copy of this directive 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.

2.3.2.2 Internal evaluations completed by the facility

As part of the CHCP, the CFIA will evaluate a facility's compliance with their manual on an annual basis. The CFIA recommends that each facility conduct their own internal audit within 12 months of the CFIA's initial facility approval and on a regular ongoing basis. For example, a facility can verify its internal processes to demonstrate that they are able to trace the source of all product shipped, back to a specific hay lot(s) processed at their facility.

2.3.3 Phytosanitary certification

Prior to the export of a consignment, exporters of baled hay are required to complete and submit an Application for Export Inspection and Phytosanitary Certification - PDF (178 kb) (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 and phytosanitary certificates for re-export.

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 all functions essential to meeting the delivery requirements of the program.

2.4.1 Qualifications of the pest control manager and staff training

The member(s) of staff designated as the pest control manager under this program must:

2.4.2 Training

2.5 Pest management program

An approved facility's manual must include a pest management program to ensure that exported hay products meet the phytosanitary requirements of the importing country. The procedures followed in the pest management program must be documented for review and approval 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 include the visual examination of the standing crop prior to harvest for the presence or symptoms of the regulated pests and/or host material of the regulated pests of the importing country. Hay baled from an inspected field meeting the conditions of an importing country must be segregated from other lots which are not eligible for export in order to prevent infestation. Segregation may take the form of a physical barrier between lots, or the use of identification marks that clearly distinguish between adjacent lots in order to prevent potential infestation or cross contamination from occurring.

2.5.2 Examination of incoming plant material

All hay entering an approved facility and intended for export under the CHCP must be examined to determine its compliance with the phytosanitary import requirements of the country of destination. Examination of hay may be done at origin, prior to arrival at the facility or at the facility by the pest control manager or a delegate.

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.

2.5.3 Examination of export shipments, processing and shipping areas

When export shipments are being processed, facility staff must 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 regulated material, (for example, windblown foxtail barley, Hordeum jubatum). Shipping containers must be thoroughly cleaned and if necessary disinfected prior to loading.

All hay prepared for export under the CHCP must be examined by the pest control manager or his/her appointee at the frequency specified in the manual. If regulated pests or prohibited host plant material are detected the lot is ineligible to be certified by the CFIA according to the Plant Protection Regulations s. 55(3). The facility must apply control measures to maintain compliance with the CHCP.

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 alfalfa hay to be exported to China, the hay field examination report for China (Appendix 5) must be completed prior to the crop being harvested.

2.6 Non conformance

If a facility audit has determined that the approved facility no longer meets the requirements of the CHCP (as described in Appendix 8), its approval status will be revoked. The CFIA shall notify the approved facility in writing of the action to be taken, and identify the deficiencies that require correction action(s) to be taken.

Once all necessary corrective actions developed by the facility have been implemented and approved by the CFIA, a facility may re-apply for participation in the CHCP. The facility must re-submit a revised manual identifying the corrective actions they have taken. The CFIA will conduct a re-evaluation of the facility to determine if the corrective actions address the non-conformances. An increased audit frequency will be assigned to the facility until on-going conformance 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's OSH requirements is required when CFIA staff are working on-site at an approved facility.

2.7.1 CFIA evaluation audit

Before a facility can be approved under the CHCP, the CFIA will conduct an evaluation audit of the applicant's facility(ies) to ensure that they can or will be able to meet all requirements of the program. The evaluation audit is useful to the facility in case operational or administrative changes are needed at the facility or if amendments to the manual are required in order to comply with the requirements of the CHCP (Appendix 7).

2.7.2 CFIA systems audit

Following the approval of a facility, for the next 2 years the CFIA will carry out a minimum of 2 systems audits each year, using the CHCP systems audit checklist (Appendix 8). These audits will be completed to determine a facility's conformance with the requirements of the CHCP. Where a facility ships hay on a limited and seasonal basis, the CFIA may approve a reduced frequency of system audits. After the first 2 years, an approved facility that has maintained conformance with the program will be audited at a minimum of once a year.

If critical non-conformances are identified, a facility will have their approval revoked, pending completion of corrective actions by the company and, follow up audit(s). Any audits required to verify corrective actions will be in addition to the required systems audits.

2.7.3 CFIA administrative requirements

A list of facilities approved under the CHCP will be posted on the CFIA internal 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:

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 number: space

Email 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 CHCP. 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 1 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 compliant hay that may have become contaminated.
  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

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Signature of CFIA inspector/officer

Recommendation of applicant for participation in program

Quality plan approved by:

space
CFIA inspector/ officer

space
Date

Evaluation audit completed and facility recommended for approval by:

space
CFIA inspector/ officer

space
Date

Approved for participation in the Canadian Hay Certification Program:

space
CFIA regional program 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 and timothy hay

Scientific and common names of plant pests

The following table lists the plant pests (insects, nematodes, fungi, bacteria, viruses, weeds, and soil as a pathway for pests) regulated by China in Canadian alfalfa hay (Medicago sativa) and provides both the scientific name and common name of each pest.

Insects
Scientific NameCommon Name
Bruchophagus roddi Gussakovskii Alfalfa seed chalcid
Frankliniella occidentalis (Pergande) Western flower thrips
Heliocoverpa zea (Boddie) Corn earworm
Liriomyza trifolii (Burgess) American serpentine leaf miner
Mayetiola destructor (Say) Hessian fly
Naupactus leucoloma Boheman White fringed weevil

Note: Insects would not likely survive the processing and storage practices for hay.

Nematodes
Scientific NameCommon Name
Ditylenchus dipsaci Stem and bulb nematode
Xiphinemaa mericanum American dagger nematode
Fungi
Scientific NameCommon Name
Phymatotrichum omnivorum Cotton root rot
Phytophthora megasperma f.sp. Medicagensis Phytophthora root rot
Verticilliumalbo-atrum Verticillium wilt
Bacteria
Scientific Name Common Name
Clavibacter michiganense ssp. insidiosum Bacterial wilt
Xylella fastidiosa
Virus
Scientific NameCommon Name
Alfalfa enation rhabdovirus
Peanut stunt virus
Tobacco ringspot virus
Tomato ringspot virus

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.

Weeds
Scientific Name Common Name
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 Knot root bristle grass
Solanum carolinense Horse-nettle
Solanum elaeagnifolium Silver leaf nightshade
Sorghum halepense Johnson grass
Soil Although not a regulated pest, soil is a recognized pathway for the transmission of many regulated pests.

Timothy (Phleum pratense)

Scientific and common names of plant pests (Phleum pratense),

Insects
Scientific Name Common Name
Mayetiola destructor (Say) Hessian fly

Note: insects would not likely survive the processing and storage practices for hay.

Nematodes
Scientific Name Common Name
Anguina agrostis Bentgrass nematode
Fungi
Scientific Name Common Name
Drechslera phlei Leaf spot
Mycosphaerella lineolata Leaf spot
Nectria tuberculariformis, Acremonium boreale
(anamorph)
Snow mold
Phaeosphaeria herpotrichoides Root Rot
Rhynchosporina meinersii Leaf spot

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 timothy.

Weeds
Scientific Name Common Name
Lolium temulentum Poison darnel
Sorghum halepense Johnson grass
Ventenata dubia North Africa grass/ Wiregrass
Soil Although not a regulated pest, soil is a recognized pathway for the transmission of many regulated pests.

Note: export of transgenic (transgenic varieties) unapproved by Chinese governmental departments are prohibited for export under this program as per conditions of the sanitary and phytosanitary arrangement (2013) between Canada and China for Timothy hay.

Animal diseases

The following list of animal diseases is included in the sanitary and phytosanitary arrangement (2013) between Canada and China for Timothy hay:

Appendix 3: import requirements for China for Canadian alfalfa and timothy hay

I. Introduction

The Sanitary and phytosanitary cooperative arrangements 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 and timothy hay imports into China signed on July 6, 2009 and June 15, 2014 respectively, outline the sanitary and phytosanitary requirements for exporting Canadian grown hay to China.

The Canadian Food Inspection Agency (CFIA) will certify shipments of hay to China that meet all the requirements. All alfalfa and timothy hay exported to China must be processed at facilities approved by the CFIA under the Canadian Hay Certification Program (CHCP).

To be eligible to export hay to China, a processor must apply to the CFIA for approval under the CHCP. A quality systems manual must be developed by the company outlining how the requirements for exporting hay to China will be met. This manual must be provided to and reviewed by the CFIA. Prior to export, the CFIA will recommend individual processing facilities to the General Administration of Customs China (GACC), who will register each processing facility. The list of processing facilities approved to export either hay species will be available on a website maintained by GACC.

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 to produce 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 (alfalfa only): companies (exporter/processor) operating under the program will maintain a current list of farms from which the hay is sourced. A field inspection must be completed for each field and the inspection reports retained by the 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:

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 hay that can be used if an exporter so wishes.

Fumigation with phosphine under atmospheric pressure
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 1 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 processors/exporters that allow exported hay lots to 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.

Growing season field inspections are required to ensure that the requirements for pest management and monitoring as per section 3 above are completed, and that alfalfa hay is free from quarantine plant pests regulated by China. Inspectors of the Canadian Food Inspection Agency will support industry training 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 2 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.

Pest risk assessments have been completed, identifying the regulated pests of concern to China in alfalfa hay that may occur in Canada and that could or are likely to be associated with dry, compressed alfalfa hay. 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 of alfalfa fields

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 laboratory analysis of field baled alfalfa hay prior to export for Verticillium wilt

All lots of field baled hay must be sampled and 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 for export to China.

VIII. Other requirements specific to timothy hay

Timothy hay with mature/viable timothy seed should not shipped. Growing season field inspections are not mandatory under the timothy arrangement unlike the alfalfa arrangement. If they are not completed, the grower/processor is required to submit an affidavit to local CFIA office. The affidavit must cover the following import requirements for China:

Appendix 4: prohibited host species of Hessian fly

Wheat

Barley

Rye

Triticale

Wheatgrasses, including:

Appendix 5: Alfalfa Field Examination Report for China (growing season)

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 Bale (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).
Compliance and corrective actionYesNoNotes
A description of non-compliance procedures (include samples of any form used).
Name/position of the person responsible for handling non-compliance activities
Employee trainingYesNoNotes
Names/positions of the employees who receive training relative to the CHCP, including the dates that training was received/completed.
A training plan/process (including training elements and time lines) to train employees in elements of the CHCP.
Retention and updates of staff training materials regarding knowledge and ability to identify prohibited hosts (include samples of any forms used).
Name/position of the person(s) responsible for training.
PCM/delegated appointee are aware of the manual, its contents, and its location.
Records management YesNoNotes
The facility commits to retain all records pertaining to the quality system for a minimum of 1 year from the final date of last shipment of an individual lot.
The facility retains a sample of the record of approval for any alternations, amendments, or corrections of the QSMS.
The manual contains a sample of hay/field examination reports.
The manual contains a sample of the records of receiving incoming hay.
The manual contains a sample of the documentation used for the product segregation process and organization in the facility.
The manual contains a sample of the record od the regular inventory/count of eligible hay lots.
The manual contains a sample of the records of the destination of all lots (both domestic and export) shipped from the facility.
The manual contains a sample of the record of non-compliance activities
The manual contains a sample of the record of corrective actions taken.
The manual contains a sample of the records of the names/positions of the employees who received training relative to the CHCP, including dates training was received/completed.

Appendix 8: CHCP systems audit checklist

Name of facility: space
Location: space
Date: space
CFIA auditor: space

The following table 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), the non-compliance to the standard (if it occurred), the corrective action which needs to occur, and the due date for when the corrective action must be completed by:

StandardYesNoNon-
conformance
Corrective
action
Due
date
Does the facility have a copy of their current manual available?
Does the facility have a pest control manager?
Does the pest control manager meet the qualifications of Section 2.4.1 of D-03-14?
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 procedures 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 the quality management system procedures?
Hay examination Yes No Non-
conformance
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 inspection (growing season inspection mandatory for alfalfa exports to China)
Verify that inspection/examination reports are being properly completed
Verify that field(s) are being inspected according to requirements

Appendix 9: classification of non-conformances

Critical non-conformance

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:

Major non-conformance

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.

Minor non-conformance

Inspection findings that reveal 1 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 considered a major non-compliance.

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