Canadian Food Inspection Agency
Food Safety Directorate
Policy and Strategies
On-Farm Food Safety Recognition Program

Process

On-Farm Food Safety Recognition Program | Process | Tracking Charts | Updates and Announcements | Contacts | Links | National Producer Organization OFFSP Management System

Led by the Canadian Food Inspection Agency with the participation of the provincial and territorial governments, the On-Farm Food Safety Recognition Program is a process of review, assessment, recognition and ongoing monitoring of the technical soundness and administrative effectiveness of on-farm food safety systems developed and implemented by Canada's national producer organizations.

There are four distinct components to the recognition process. They include the request for recognition; pre-recognition (comprised of three stages); receiving recognition; and post-recognition ongoing monitoring.

Request for Recognition

To initiate the recognition process for an on-farm food safety program, the national producer organization must first prepare and submit its Hazard Analysis Critical Control Points-based documentation for technical review to the Canadian Food Inspection Agency. This documentation includes the on-farm food safety program generic Hazard Analysis Critical Control Points model and the producer manual as specified in the National Producer Organization Submission Documents and Self-Evaluation Checklists for Technical Review (Appendix E of the Technical Review Procedures Manual).

The generic Hazard Analysis Critical Control Points model contains the technical documentation of the specific processes within a farming environment and identifies significant hazards and preventative measures relating to food safety on the farm. The list of common hazards and related controls defined in the generic Hazard Analysis Critical Control Points model are translated into good production practices, written in plain language and entered into the producer manual. The producer manual acts as both an implementation plan and a reference book to be followed by the producer.

The complete documentation package submitted to the government is introduced with a "Letter of Intent." The letter formally requests technical review, is to be signed and dated by the national producer organization's senior management and contains the following:

• a clear statement of the organizational commitment for the implementation and maintenance of the system
• a list of program objectives
• a listing of roles, responsibilities and credentials of all organizations involved in program implementation including administration and training
• a communication plan identifying target audiences, products and time lines
• a description of the human, financial and capital resources allocation.

The package is screened upon receipt by the Canadian Food Inspection Agency to ensure its proper presentation and content. If it is found to be incomplete, the national producer organization is informed of the deficiencies and is required to amend the package accordingly. When the package is determined to be complete, it is scheduled for technical review.

A memorandum of understanding must be signed by both the national producer organization and the Canadian Food Inspection Agency. The memorandum of understanding delineates the roles and responsibilities of both parties with regards to obtaining and maintaining recognition of the on-farm food safety program.

Pre-Recognition

The pre-recognition component is comprised of three stages. Stage One and Stage Three are led by the Canadian Food Inspection Agency with the participation of the provincial and territorial governments. Stage Two is led by the national producer organization.

Stage One: Technical Review

(Note: This stage is presently under development and is subject to change.)

There are two parts to the technical review. Part One of the technical review addresses the Hazard Analysis Critical Control Points-based technical documentation of the national producer organization's on-farm food safety program. Part Two addresses the national producer organization's on-farm food safety program management system and associated documentation.

Stage Two: Implementation and Third-Party Audit

(Note: This stage is presently under development and is subject to change.)

This stage of the recognition process is led by the national producer organization. When the national producer organization receives the Letter of Completion of Technical Review of the Hazard Analysis Critical Control Points-based documentation and the Letter(s) of Non-Objection of its management system and associated documentation, it can confidently begin implementation of the management system and delivery of the on-farm food safety program.

A log book of changes is maintained by the national producer organization to capture any modifications to the on-farm food safety program and management system.

Compliance to the producer manual by individual producers is assessed at the farm level by on-farm food safety auditors as described in the conformance component of the management system. The reports generated from these on-farm audits will be randomly selected, reviewed and evaluated during the third-party audit.

An assessment of the national producer organization's log book of changes will determine the course of action required prior to and during the third-party audits.

For the third-party audit of this stage, the producer organization contracts a third-party audit service accredited by the Canadian Food Inspection Agency to carry out an independent assessment of the implemented on-farm food safety program and management system. The audit aims to determine if they are operating consistently and effectively and as written by the national producer organization.

The resulting report from the third-party audit is forwarded to the national producer organization and the Canadian Food Inspection Agency for use in the third and final stage leading to recognition.

Stage Three: Implementation Assessment

(Note: This stage was previously entitled Administrative Assessment. This stage is presently under development and is subject to change.)

To initiate Stage Three of the recognition process, the national producer organization must submit a written request for the implementation assessment. The request must be accompanied by a copy of the Letter of Completion of Technical Review, the Letter(s) of Non-Objection for the management system and associated documentation, and the national producer organization's log book of changes.

The implementation assessment is again led by the Canadian Food Inspection Agency with provincial and territorial participation. It is a systematic review of the third-party audit report of the national producer organization's on-farm food safety program, its management system and the log book of changes. This examination is seeking evidence that the management system components are maintained effectively and consistently, are delivered in a uniform manner, and control of the program is maintained by the national producer organization.

If the assessment team is satisfied with the findings, the team leader recommends that a Letter of Recognition for the on-farm food safety program is recommended to be issued to the national producer organization.

Recognition

The Canadian Food Inspection Agency will issue a Letter of Recognition to the successful national producer organization. This letter will be valid for a specified period of time. Maintenance of the recognition status for the on-farm food safety program and its management system will be dependant upon the results of the post-recognition ongoing monitoring assessments.

Post-Recognition: Ongoing Monitoring

(Note: This process is presently under development and is subject to change.)

Following attainment of recognition, ongoing monitoring by way of regularly scheduled ongoing assessments and triggered assessments (if deemed necessary) will determine if the national producer organization's on-farm food safety program is maintaining its technical soundness and administrative effectiveness.