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Annex S: Users' Manual of the The Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs) for the Export of Beef to the European Union (EU)
Module 6 CFIA District Veterinary roles and responsibilities

6.1 Enrolling Approved Veterinarians

  • Accredited Veterinarians who wish to be contracted under the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs) for the export of beef to the EU should apply through their local CFIA District Veterinarian
  • The CFIA District Veterinarian will meet with the applicant and review the obligations of producers and of CFIA Accredited Veterinarians as outlined in the CFIA Accredited Veterinarian's Manual
  • The CFIA District Veterinarian will also review the obligations of this users' manual
    The applicant will then complete the set of Growth Enhancing Products (GEPs) Program questions and submit the answers to the CFIA District Veterinarian.
  • Upon the approval of the CFIA District Veterinarian, the CFIA Approved Veterinarian Contract (Annex M) will be signed by both parties
  • The original contract is retained by the CFIA District Veterinarian; a copy of this contract is issued to the CFIA Approved Veterinarian

    The CFIA District Veterinarian will maintain a list of veterinarians approved under the program.

6.2 Enrolling producers and auction markets

  • If a request comes to a CFIA District office they will share the list of local CFIA Approved Veterinarians
  • The CFIA District Veterinarian reviews, approves and signs enrolment forms (Annex R3)

    The original application is kept in the producer's or auction market's file at the CFIA District Office. Copies are distributed to the producer or auction market and the CFIA Approved Veterinarian. The CFIA District Veterinarian will maintain a list of producers enrolled under the program.

  • In the case of a farm under a CFIA recognized/certified management system, the producer is responsible to apply to the CFIA District office for participation in this program

    The CFIA District Veterinarian will review, approve and sign producer's enrolment forms (Annex R4) The CFIA District Veterinarian will review any certificate, attestation or other official document that can prove the recognition and participation in a CFIA recognized/certified management system. The original application is kept in the producer's file at the CFIA District Office. A copy is distributed to the producer. The CFIA District Veterinarian will maintain a list of producers enrolled under the program. It is the responsibility of the producer to inform the third party certifying body of their accepted application to participate in this program. It's the responsibility of the third party auditing group to inform the CFIA District Veterinarian of the receipt of their accepted application into the GEP free program and of any change in the producer's status in the recognized/certified management system.

6.3 Audit

  1. District Veterinarians must maintain a file of producers and auction markets that are registered in the program.

    The file should include:

    • enrolment form and producer's declaration (Annex R3 and the Annex R4 for farms under a CFIA recognized/certified management system)
    • copies of all on-site GEPs on-site assessment reports (Annex R12) including the Annual Certificate of Compliance (Annex R7.1) , as applicable, from the CFIA Approved Veterinarian
    • examples of the CFIA accepted transfer documentation from all farms on a CFIA recognized/certified management system and those farms not utilizing the Transfer Certificate (Annex R7)

      For those farms under a CFIA recognized/certified management system this shall include any certificate, attestation or other official document that can prove this recognition/certification.

    • Copies of any correspondence on the program
  2. As part of the audit of the CFIA Approved Veterinarians, the CFIA District Veterinarian will ensure:
    • a complete record of each producer and auction market is on file
    • records of assessment done on producers and auction markets participating in the GEP program are kept including the issuance of the Annual Certificate of Compliance (Annex R7.1)
    • that the review of the CFIA accepted transfer documentation is retained on file for the transfer of animals in and out of the facility being reviewed
    • ensure that the CFIA Approved Veterinarian review the producers and auction markets checking their:
      • written program
      • records and use of GEPs on-site
      • approved tagging activities
      • control over eligible and non-eligible animals
      • records of re-tagged animals
      • transfer certificates
      • Annual Certificate of Compliance (Annex R7.1)
      • GEPs on-site assessment report (Annex R12) report

    The CFIA District Veterinarian will perform the on-site audit of the approved Veterinarian minimum annually using Annex M1 (annual on-site audit of the Approved Veterinarian)

    The records of this audit will be shared with the CFIA Approved Veterinarian and maintained by the CFIA District Veterinarian for minimum 4 years and made available to CFIA and EU auditors.

6.4 Record retention and duties

  • CFIA District Veterinarians are responsible for:
    • maintaining a current list of producers and auction markets in their area including those participating in a CFIA recognized/certified management system
      This also shall include all Enrolment forms (Annex R3 and R4).
    • maintaining copies of the CFIA accepted transfer documentation from all farms on a CFIA recognized/certified management system and those farms not utilizing the Transfer Certificate (Annex R7)

      For those farms under a CFIA recognized/certified management system this shall include any certificate, attestation or other official document that can prove this recognition/certification. This information will be provided to the Veterinarian in Charge of the Federally Registered Slaughter establishments by the District Veterinarian as required.

    • an updated list of feedlots participating in the GEP-free program will be supplied to the VIC of the Federally Registered Establishment processing animals from these feedlots, at the beginning of the calendar year along with any additions or subtractions from this list, throughout the year
    • responding to questions within their district regarding the GEP program
    • providing any update information/training to Approved Veterinarians as required
    • performing reviews of CFIA Approved Veterinarians as described above and maintaining copies of the associated reports (annual on-site audit of Approved veterinarian (Annex M1))
    • following-up on non compliances and maintaining the associated inspector reports (CFIA/ACIA 1520)
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