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
- Endorsement
- Distribution
- Introduction
- Scope
- References
- Definitions, abbreviations and acronyms
- 1.0 General requirements
- 2.0 Specific requirements
- 3.0 Appendices
- Appendix 1: Application for approval in the Canadian Hay Certification Program
- Appendix 2: list of quarantine pests for China
- Appendix 3: import requirements for China for Canadian alfalfa and timothy hay
- Appendix 4: prohibited host species of Hessian fly
- Appendix 5: Alfalfa Field Examination Report for China (growing season)
- Appendix 6: Hay (field baled) Examination Report
- Appendix 7: CHCP evaluation audit checklist
- Appendix 8: CHCP annual systems audit checklist
- Appendix 9: classification of non-conformance
Review
This directive will be updated as required. For further information or clarification, please contact the Canadian Food Inspection Agency (CFIA).
Endorsement
Approved by:
Chief Plant Health Officer
Distribution
- CFIA website
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
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:
- free from quarantine pests (for example, Hessian fly (Mayetiola destructor))
- free from visible pests other than Hessian fly
- free from hosts of Hessian fly, including straw, culm (stem), and leaves of wheat (Triticum spp.), barley (Hordeum spp.), rye (Secale spp.), and wheatgrasses (Elytrigia repens, Agropyron spp., Elmyus spp., Thinopyrum spp., Pascopyrum spp. and Pseudoregneria spp.). Appendix 4 provides a detailed list of species; and
- free from soil
Hay exports to China, (currently only pure stands of alfalfa and timothy are eligible for export) must be:
- free from quarantine pests designated by China (Appendix 2)
- free from visible pests, other than the listed quarantine pests
- free from hosts of Hessian fly (Appendix 4)
- free from soil and
- produced, handled and transported in a manner consistent with the requirements specified in Appendix 3
Other countries
- For details regarding the phytosanitary import requirements of countries other than Japan, Korea or China, please contact a local CFIA office.
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:
- understand the phytosanitary import requirements of the importing country
- be familiar with good production practices for hay as recommended by provincial agronomists
- be actively involved with the approved facility in implementing the QMS, pre-harvest field inspections and baled hay lot examinations
- be aware of the procedures to follow in their manual to maintain conformance with the CHCP
- be trained to identify the regulated pests and prohibited host material specified in section 2.2; and
- possess general knowledge of forages and the weeds, diseases and insects associated with forages
2.4.2 Training
- An approved facility must outline a CHCP training program in their manual and conduct training of their personnel responsible for hay and/or field inspections.
- Records of staff training must be maintained by the approved facility as outlined in their manual.
- The CFIA may provide training assistance to processors upon request when availability permits.
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:
- application for approval in the Canadian Hay Certification Program (Appendix 1)
- evaluation Audit for pre-approval (Appendix 7)
- annual systems audit report (Appendix 8)
- manuals for each approved facility under CHCP; Alfalfa field inspection reports only for hay exports to China (Appendix 5)
3.0 Appendices
- Appendix 1: Application for approval in the Canadian Hay Certification Program
- Appendix 2: list of quarantine pests for China
- Appendix 3: import requirements for China for Canadian alfalfa and timothy hay
- Appendix 4: prohibited host species of Hessian fly
- Appendix 5: Alfalfa Field Examination Report for China (growing season)
- Appendix 6: Hay (field baled) Examination Report
- Appendix 7: CHCP evaluation audit checklist
- Appendix 8: CHCP annual systems audit checklist
- Appendix 9: classification of non-conformance
Appendix 1: Application for approval in the Canadian Hay Certification Program
Name of facility:
Owner/operator of facility:
Pest control manager:
Address:
Telephone number:
Email address:
Conditions for exporting baled hay under the Canadian Hay Certification Program (CHCP).
- 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.
- 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.
- 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.
- The facility must be able to demonstrate how it prevents the export of non-compliant hay, including compliant hay that may have become contaminated.
- 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.
- 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, , 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: at, province of
Signature - owner/operator of facility
Signature of CFIA inspector/officer
Recommendation of applicant for participation in program
Quality plan approved by:
CFIA inspector/ officer
Date
Evaluation audit completed and facility recommended for approval by:
CFIA inspector/ officer
Date
Approved for participation in the Canadian Hay Certification Program:
CFIA regional program officer
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.
| Scientific Name | Common 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.
| Scientific Name | Common Name |
|---|---|
| Ditylenchus dipsaci | Stem and bulb nematode |
| Xiphinemaa mericanum | American dagger nematode |
| Scientific Name | Common Name |
|---|---|
| Phymatotrichum omnivorum | Cotton root rot |
| Phytophthora megasperma f.sp. Medicagensis | Phytophthora root rot |
| Verticilliumalbo-atrum | Verticillium wilt |
| Scientific Name | Common Name |
|---|---|
| Clavibacter michiganense ssp. insidiosum | Bacterial wilt |
| Xylella fastidiosa |
| Scientific Name | Common 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.
| 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),
| Scientific Name | Common Name |
|---|---|
| Mayetiola destructor (Say) | Hessian fly |
Note: insects would not likely survive the processing and storage practices for hay.
| Scientific Name | Common Name |
|---|---|
| Anguina agrostis | Bentgrass nematode |
| 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.
| 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:
- Bluetongue
- Bovine Spongiform Encephalopathy
- Foot and Mouth Disease
- Vesicular Stomatitis
- Equine Infectious Anemia
- Equine Encephalomyelitis
- Salmonellosis
- West Nile Fever
Appendix 3: import requirements for China for Canadian alfalfa 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:
- storage in a relatively segregated, sheltered place
- measures are taken at entry and exit to prevent contamination by regulated pests
- the floors of the storage facility are clean and easy to sweep and disinfest
The hay for export to China must be clearly identified and stored in such a manner that effectively segregates feed destined for export to China from feed destined for other end uses.
The facility must use clean containers for shipping hay to China and, when necessary, the containers are swept and disinfected thoroughly.
The following are the technical requirements for the optional fumigation treatments for hay that can be used if an exporter so wishes.
| 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:
- fields are separate from animal pastures and farms (no grazing of fields with domesticated livestock)
- hay storage areas are separated from domestic livestock
- confirmation that good agronomic practices have been used to avoid the contamination of hay during harvest, drying, storage and transportation with roots, soil, and other extraneous matter
- confirmation that the grower has followed good agronomic practices to minimize the potential for the occurrence of quarantine pests
- the affidavit must be signed by either the grower or by the processor, if the processor has visited the field during the year, observing and/- or discussing with the farmer the general production practices
Appendix 4: prohibited host species of Hessian fly
Wheat
- common wheat (including winter and spring wheat) - Triticum aestivum
- spelt wheat -Triticum spelta
- durum Wheat -Triticum durum
- all other Triticum spp.
Barley
- common barley -Hordeum vulgare
- foxtail barley -Hordeum jubatum
- little barley -Hordeum pusilium
- other Hordeum spp.
Rye
- Secale cereale
Triticale
- X- Triticosecale
Wheatgrasses, including:
- couchgrass/quackgrass -Elytrigia repens
- crested wheatgrass -Agropyron cristatum
- northern wheatgrass -Elymus lanceolatus
- slender wheatgrass -Elymus trachycaulus
- pubescent wheatgrass-Elytrigia intermedia
- other wheatgrasses -Thinopyrum spp., Pascopyrum spp., Pseudoroegneria spp., etc.
Appendix 5: Alfalfa Field Examination Report for China (growing season)
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.
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).
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
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:
Location:
Date:
CFIA inspector:
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 standards | Yes | No | Notes |
|---|---|---|---|
| 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) | Yes | No | Notes |
|---|---|---|---|
| Current organizational chart (including names and titles). | |||
| Description of major responsibilities of each employee involved in quality management system procedures. |
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| Description of the company (products/services). May include company history. |
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| 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. |
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| Name/position of the person responsible for organizing the regular review of the manual. |
| Pest management | Yes | No | Notes |
|---|---|---|---|
| The manual describes company's method of hay examination to meet phytosanitary requirements (include samples of any forms used). |
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| The manual describes company's method of tracking the source of hay lots (include samples of any forms used). |
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| The manual has identified method of receiving incoming hay lots (include samples of any forms used). |
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| 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 action | Yes | No | Notes |
|---|---|---|---|
| A description of non-compliance procedures (include samples of any form used). | |||
| Name/position of the person responsible for handling non-compliance activities |
| Employee training | Yes | No | Notes |
|---|---|---|---|
| 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 | Yes | No | Notes |
|---|---|---|---|
| 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:
Location:
Date:
CFIA auditor:
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:
| Standard | Yes | No | Non- 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:
- the process facility knowingly exports product contaminated with non-conforming product
- the process facility completely fails to follow their own quality system procedure
- the process facility fails to do follow-up and corrective action following notification by importing country of rejection for prohibited pests
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.
- The process facility operating without a pest control manager.
- Pest control manager is not qualified as per Section 2.4.1.
- The process facility cannot trace back shipments.
- The process facility fails to make corrective actions identified from previous audit.
- Hay being processed contains pests prohibited by importing country.
- Process facility consistently does not have sufficient staff to meet quality management system procedures.
- The process facility does not follow their manual for hay examination.
- The process facility does not follow their manual for hay storage.
- The process facility does not follow their manual for hay segregation.
- The process facility does not handle shipping containers as per manual for cleanliness.
- Records/documentation have not been maintained for 1 year after shipment.
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.
- Process facility does not have a current copy of their manual available.
- Reports and records listed in the manual are not complete, up to date or available.
- The process facility does not completely follow their manual procedure for hay examination.
- The process facility does not completely follow their manual procedure for hay storage.
- The process facility does not follow their manual procedure for hay identification.
- The process facility does not completely follow their manual procedure for hay segregation.
- Training records have not been maintained or staff training has not been completed on a consistent basis.
- Records/documentation have not been consistently maintained for 1 year following shipment.
- The process facility does not have available a current copy of the CHCP directive.
- The process facility does not have sufficient staff to meet quality management system procedures.
- The process facility does not have manual procedure for receiving hay.
- The process facility does not consistently handle shipping container as per manual for cleanliness.