CCOF Certification Program Manual- DISINTEGRATED

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out the OSP(s) completely, and provide as much detail aspossible. This will help the certification process moveforward in a timely manner. Be sure to keep a copy of all ofthe forms you submit to CCOF CS!If your operation is currently certified by a different certifierand you wish to transfer to CCOF CS certification, completethe CCOF CS Certification Transfer Form (available atwww.ccof.org), including all associated documents, and theapplication fee may be waived.Please note that by state law any organic operation locatedin California (including operations exempt from certificationdue to less than $5,000 organic sales) must register with theCalifornia Department of Food and Agriculture (CDFA) StateOrganic Program (SOP). Registration is a separate process,and is in addition to, certification. If you are a farmerlocated in California, contact your County AgriculturalCommissioner to begin the registration process as soon aspossible. Processors/Handlers in California should contactthe Department of Public Health. CCOF CS is required toverify compliance with the California SOP registrationrequirements.Any operation that undergoes a change of ownership thatcauses a change in management of the operation mustsubmit a new application and application fee. The ChiefCertification Officer may waive this fee if the changerequires minimal administrative activity for CCOF CS.Application Review & Cost EstimateOnce CCOF CS has received the entire application packet,including completed Application Form, Contract andAgreement, OSP, and payment, CCOF CS staff will thenreview it to determine whether the operation appears tocomply or may be able to comply with the applicableregulations. Additionally, CCOF CS will determine whetherthe operation may be exempt or excluded fromcertification, as described in Section Five, to ensure thatCCOF CS is able to perform the scope of certificationservices requested. CCOF CS may determine any specialservices due to the location or language of the operationapplying for certification.If the operation applying for certification has previouslyapplied to CCOF CS or another agency and received a Noticeof Noncompliance or Notice of Denial of Certification, theapplication must include documentation to support thecorrection of any noncompliance(s) identified in the Noticeof Noncompliance or Notice of Denial of Certification.Within a reasonable amount of time (generally fewer thanten business days after receiving the application), CCOF CSwill communicate the findings of the application review inwriting. CCOF CS may request further information in anattempt to clearly define, document and understand theinformation submitted.If CCOF CS determines that the operation does not complyand is unable to comply with applicable standards, theapplicant will be issued a Notice of Noncompliance and/orDenial of Certification per Section Four below.If CCOF CS determines that the application is substantiallycomplete and that the operation complies with or appearsto have the ability to comply with applicable regulations,the application will be accepted. A cost estimate forcertification services will be provided after the application isaccepted. The estimate is based on the informationprovided by the operation applying for certification. Theactual cost of certification may vary depending on theaccuracy of information provided. For more information oncost estimates, see Sections Two and Three below.Once the application is accepted, CCOF CS will identify anappropriate inspector and within a reasonable time period,forward all relevant information to the inspector. Generally,the inspection will be performed within 30 days followingthe assignment. The initial inspection may be delayed for upto 6 months in order to observe the land, facilities, andactivities that demonstrate compliance or capacity tocomply.Applicants may withdraw their application at any time,however the application fee is non-refundable, and anapplicant who withdraws its application is liable for thecosts of services provided up to the time of withdrawal. Anapplicant that voluntarily withdraws an application prior tothe issuance of a Notice of Noncompliance will not beissued a Notice of Noncompliance. Similarly, an applicantthat voluntarily withdraws an application prior to theissuance of a Notice of Certification Denial will not be issueda Notice of Certification Denial.ON SITE INSPECTIONSAfter acceptance of an application for certification, CCOF CSwill conduct an initial on-site inspection of each productionunit, facility, and site that produces or handles organicproducts and that is included in an operation for whichcertification is requested. Each year after, an on-siteinspection will be conducted for the purpose of determiningwhether the certification of the operation should continue.The CCOF CS annual organic inspection cycle is:• CCOF CS assigns an inspector whose training andexperience matches the operation’s activities.CCOF Certification Services Program Manual Page 6 of 27
• The inspector reviews the operation’s certificationfile.• The inspector contacts the operation to make anappointment for the inspection and to review anypreliminary questions concerning the operation.• The inspector travels to the operation to conductthe inspection and verify the operation’scompliance or capability to comply with thestandards and applicable requirements.• The inspector conducts an exit interview at the endof the inspection.• The inspector completes the inspection report andsubmits it to CCOF CS to make the certificationdecision.• CCOF CS Certification Specialists review theinspection report and issue a certification decision.SchedulingEach year, a CCOF CS inspector will contact the certifiedoperation to schedule the inspection. CCOF CS expectsclients to make a substantial effort to meet the inspector’sschedule. CCOF CS schedules inspections in an effort tominimize cost and provide timely service. Penalties may beapplied where a client is non-responsive to an inspector’sattempts to schedule an inspection (see Section Threebelow).All on-site inspections must be conducted at a time whenland, facilities, and activities that demonstrate theoperation’s compliance with applicable organic regulationsand standards can be observed (except during additionalon-site inspections, such as unannounced inspections). Ifnecessary, the inspection may be delayed for up to sixmonths to ensure the inspection is conducted at such atime. If the time between two regular inspections is morethan twelve months, future inspections may be conductedin a shorter time frame to ensure that operations have oneannual inspection per calendar year.Compliance VerificationThe on-site inspection is conducted in order to verify theoperation’s compliance or capability to comply with theapplicable standards. Inspectors will verify if theinformation included in the OSP accurately reflects thepractices used or planned to be used. Also, information isverified to determine that prohibited substances have notbeen and are not being applied to the operation. Inspectorsmust be granted complete access to the production and/orhandling operation, including non-certified productionareas, structures, and documentation associated with nonorganicproduction.CCOF CS reserves the right to require additionalinformation, including the collection and testing of soil,water, waste, seeds, plant tissue, and plant, animal, andprocessed products samples. At the time of the inspection,the inspector shall provide the operation’s authorizedrepresentative with a receipt for any samples taken by theinspector. There is no charge to the inspector for thesamples taken. CCOF CS may also take photographs of anoperation during on-site inspections and/or surveillanceevents.Client ParticipationAll on-site inspections (other than unannouncedinspections) must be conducted when an authorizedrepresentative of the operation who is knowledgeableabout the operation is present. Failure to complete anannual inspection is cause for Notice of Noncomplianceand/or Notice of Proposed Suspension.CCOF CS clients must ensure that there is ample time forthe inspection. The duration of an inspection will vary byoperation and from inspection to inspection. The inspectorwill need to view all documents that form the client’s audittrail, and the client must have complete input, harvest,production and sales records for no less than the five yearsprior available for inspection, including all receipts forinputs, contracted services, and equipment rental.Exit InterviewAt the end of the inspection, the CCOF inspector willconduct an exit interview with an authorized representativeof the operation who is knowledgeable about the inspectedoperation, to confirm the accuracy and completeness ofinspection observations and information gathered duringthe onsite inspection. The inspector must also address theneed for any additional information as well as any issues ofconcern. The Exit Interview is not the final certificationdecision, and additional information or points ofnoncompliance may be issued later by CCOF CS during thereview and decision making process.Inspection ReportFollowing the inspection, the inspector will provide CCOF CSwith a copy of the on-site inspection report. The reportsummarizes the operation’s organic system plan andpractices and evaluates them for compliance with organicstandards. Each report includes a list of all points of concernand potential noncompliance found by the inspector. Alloperators will be provided access to an electronic copy oftheir on-site inspection report and any test results by theinspector or CCOF CS. Printed copies of any document areavailable by contacting CCOF CS. Inspectors are required toCCOF Certification Services Program Manual Page 7 of 27
Page 5: SECTION TWO: THE CERTIFICATION PROC
Page 9 and 10: fee for each Notice of Noncomplianc
Page 11 and 12: If an operation wants to add new ac
Page 13 and 14: FEES THAT APPLY TO ALL CLIENTSAppli
Page 15 and 16: “organic” may be exempt from fe
Page 17 and 18: described in Section Two for an add
Page 19 and 20: depends on the consumers’ confide
Page 21 and 22: E) The right to file an appeal.Susp
Page 23 and 24: comply with the regulations set for
Page 25 and 26: certification agency. All costs ass
Page 27: presented to the public or buyers o

CCOF Certification Program Manual- DISINTEGRATED

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