Overview: ICS Evaluation Procedures

1. Application for certification Inspection planning with preliminary risk assessment, determination of re-inspection rate, & inspection schedule Preparation of inspection Receiving the report back Evaluation & certification Follow up on non-compliances Overview: ICS Evaluation Procedures • Preparation of inspection • Inspection schedule: selection of farmers, details of inspection schedule • Risk assessment • Inspection of ICS office • Sample farm inspections • Product flow inspectionsbuying, processing, export • Reporting& evaluation of non-compliances(during inspection and afterwards)

2. On-site ICS Inspection Inspector ICS Office and Staff Farm Re- Inspections Internal Farm Inspection Risk Assessment & Inspection Schedule

3. Requirements for group certification are fulfilled and basic ICS in place. Preliminary risk assessment Preliminary decision on external control rate and scope/focus of inspection. Inspection Schedule & Risk Assessment • Screening of project description, ICS Manual and all ICS forms  preliminary analysis of potential weak points and critical control points • Risk Assessment to confirm re-inspection rate and to finalize list of critical control points • Definition of detailed inspection schedule with selection of farmers for re-inspection Usually during inspection

4. Inspection of ICS Office General overview of activities, changes since last year. Follow up last year’s conditions Clarify questions on ICS Manual and procedures Inspection ICS office Screen sample farm files Approval & sanction procedures, any sanctions? Farmers list, list updating system Staff files and qualifications, conflicts of interests

5. Farm Re-Inspections Compliance check of farming & processing activities Farmers’ knowledge and awareness Cross-check ICS documentation Farm Re-Inspection Risk assessment& information from other sources Quality of internal inspection(effective?) How is advice and internal inspection actually done? Cross-check with buyinglists Farm re-inspection report forms are used for these external farm inspections

6. Inspection of Buying/Selling and Handling Farm production,on-farm processing Buying General Handling and storage Processing Selling/Buying Ware-housing Processing Farm 1 Farm 2 Farm 2 Export Must be under supervisionof the ICS

7. Reporting • ICS inspection report is completed. • Report serves as checklist during inspection (usually completed by hand). • Findings of the inspection discussed with ICS Manager. ICS Manager has to countersign the report. • If needed, the same format is used after the inspection to prepare the complete report electronically with more details/descriptions.

8. Evaluation of Non-conformities Compliance criteria have different levels of importance: A: Major MUSTB. Minor MUST to be implemented short termC: Minor MUST to be implemented medium termD: Recommendation What should be done if .... ... ICS has not completed 100% internal inspection? ... ICS has failed to detect minor or major non-compliances? ... ICS is formally incomplete/not well documented?

9. Certification Organic Certificate + Certified farmers list Certificate for the group Group XXX Address - Soil erosion must be controlled better - check of previous farming practices to be improved - better training for inspectors - receipts have to be given to farmers - farm maps to be improved Certification decision with necessary corrective measures

10. Introduction of the new harmonized evaluation system • Each certifier will probably adapt this standard system to its particular inspection & certification system and may add additional requirements or chose lower standards for some aspects. This applies in particular to all aspects checked on farm level for which each certifier will have its own interpretation of the requirements. • It is suggested that, in the first year of the introduction of this new inspection system and the harmonized certification requirements, all ICS operators should be handled as “new operators” or “first inspections”. This implies that they are expected to fulfill fewer requirements and that slightly higher re-inspection rates are recommended. • European import authorities may need time to internally familiarize themselves with the new ICS system and the new minimum control rates. Certifiers need to feel on the safe side that lower control rates will still ensure easy market access for their clients.